Darwinbox Admin Manual PDF [PDF]

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GETTING STARTED FOR ADMINS

This manual is

Table of Contents Creation of Company Structure ....................................................................................................3 How to add employees on Darwinbox. ........................................................................................18 Updating Employee Details ........................................................................................................21 Employee settings ....................................................................................................................29 LEAVES ...................................................................................................................................32 Attendance .............................................................................................................................38 PERMISSIONS ..........................................................................................................................45 ALL IMPORTS ...........................................................................................................................48 Addition of CUSTOM FIELDS ......................................................................................................50 HR LETTERS .............................................................................................................................51 REIMBURSEMENT ....................................................................................................................52 PERFORMANCE ........................................................................................................................54 WORKFLOW ............................................................................................................................66 CUSTOM WORKFLOW ...............................................................................................................68 EMAIL TEMPLATES ...................................................................................................................71 EMAIL DIGEST ..........................................................................................................................71 RECRUITMENT .........................................................................................................................72 8.

Employer Brand Settings ....................................................................................................76

9.

Auto Numbering Requisition ID ...........................................................................................76

Creation of Company Structure This section covers all the settings related to the overall company structure. Path: Switch to admin → Settings → Company

The functional structure, settings and policies that can be configured at company level are created and configured respectively at the company level settings. Ex: Parent company, Group company, Designations, Departments, etc. I.

Profile: The basic details of the parent company such as Company Name, Address, Logo and statutory details are configured under profile. How to create profile? Or, how to create a parent company? a. Login > Switch to Admin > Settings > Company > Profile b. Basic company profile section contains details about Company Name, Company

subdomain (that’s part of the URL of the instance) c. Head label is used in the functional structure. Eg: When there is a requirement, where the functional structure should begin with a different stage instead of parent company, eg. Board of Directors. This will be given as an additional name after the company name. d. Allowed domains are the email domains which can used in the instance. E.g. If @abc.com is given here by the admin. Email IDs of any other domains cannot be added. e. Company logo can be uploaded, and other statutory details can be updated here.

II.

Business Unit Business units’ part of the company functional structure can be created here. Policies can be assigned at business unit level also. How to create/edit a business unit? a. Login > Switch to Admin > Settings > Company > Business Unit > Create Business

Unit

III.

Department Department masters for each company and business units can be created here. The created departments will be visible under functional structure. Employees are mapped to a combination Company, Business Unit, Department and Designation. How to create/edit a department? a. Login > Switch to Admin > Settings > Company > Department > Create Department b. Department code is the unique identifier to each department apart from the

department name. c. The department can be mapped to a group company, business unit and a parent department. d. The HOD for each department can be defined at department level e. The HOD for performance can be a different person than the HOD which will be used only in the case of performance management system.

We can configure auto numbering of department code and designation codes. Path (Admin): Settings → Company → Department auto numbering

Path (Admin): Settings → Company → Designation auto numbering

Note: Once auto numbering is enabled, default numbering will be applicable across companies and will not be limited to certain designations or departments. After enabling, we can only change prefixes and numbers based on company, business unit and department apart from default auto numbering. In case of no specific auto numbering configured, default auto numbering will be applicable to those designations or departments.

IV.

Grade Grades can be mapped to a band and designations are mapped to a band and grade. This is an optional. Bands and grades are not mandatory. Policies and rules can be configured around bands in the product.

How to create/edit a grade? a. Login > Switch to Admin > Settings > Company > Grade > Create Grade b. Bands created here will be available under a dropdown when creating grades and

designations. c. Policies, rules can be configured using Bands.

V.

Designation Names The list of names of designation there in the organization are created under Designation Names. This is a designation library of all the designations that is there can be created here and mapping to a respective company, business unit and department can be done under Designation. What are Designation Names? & How to create/edit Designation Names? a. Login > Switch to Admin > Settings > Company > Designation Names > Create

Designation Names b. All the designation names created here will be available as a dropdown under Designation where mapping of each designation is done

VI.

Position

Once enabled, we can see that Manager, Employee type and Location as mandatory attributes along with option to choose Optional fields like HRBP, Job level, functional area, Probation period & Dotted line manager. These fields can be defined at position level. Once enabled and required attributes are selected, Positions can be created based on role/designation. Under the respective designation, positions can be created only if position-based staffing model is selected.

VII.

Designation

Designations are the mapping of designation names to a specific company, business unit, department and designation names. Employees are tagged to a designation. The created bands and grades will be available as a dropdown which can be mapped to each designation. How to create/edit a designation? a. Login > Switch to Admin > Settings > Company > Designation > Create Designation b. The designations names created will be available under a dropdown. The required

designation can be selected and mapped to a company, business unit and a department

c. The created bands and grades will also be available under a dropdown. The

required bands and grades can be mapped to a designation d. Job code is the unique identifier for a designation. This is a combination of company, business unit, department and designation e. Job based staffing model will allow the admin to define the maximum no. of this position and allocate that to each location. Also, has an option to exceed this by allowing ‘Over Hiring’ f. All the job description for each role can be defined under (Job Description under Company Settings). Those will be available here in the dropdown for choosing the respective description for the respective designation Once enabled and required attributes are selected, Positions can be created based on role/designation. Under the respective designation, positions can be created only if position-based staffing model is selected. Once staffing model is selected as position based, then you can click on Create positions. Here we can also set up auto numbering for position IDs. Path (Admin): Settings → Company → Designation → Select staffing model Once you click on create positions, you can fill in details (No. of positions, Effective Date, Manager Position, Location, Job level, Employee Type, Need to Hire etc.) Note: Number of positions here correspond to total number of positions allowed for that designation whereas number of positions in step 1 correspond to positions currently being set up. We can always add other positions from step 1 if the number allowed in step 1 is less than positions mentioned in that designation.

Once you select ‘Next’ you will see list of all positions that are getting created now. You can also edit other details for each position in the table shown below –

On Clicking on “Save”, created positions would be shown as below in the dashboard under Designation/Role.

Budgeting for a Role/Designation Budgets can be added across all designations. Position count should be increased to add new employees and raise new requisitions in case all positions are filled. Number of positions cannot be less than incumbent count.

VIII.

Location:

The admin can add various office locations of the company. How to create an office location? a. Login > Switch to Admin > Settings > Company > Locations > Create Office Location b. Select the company for which an office location is being created c. Select the location type, city type, center type, office address, office area

(optional) d. Select the country, state, and city where the office is located e. Click save to add the office location

IX.

Location Type The admin can add various location types for the company such as Headquarters, Regional Office, Branch Office etc. How to create a Location Type? a. Login > Switch to Admin > Settings > Company > Location Type > Create Location Type b. Location Type is the unique identifier for a type of location a. Login > Switch to Admin > Settings > Company > Center Type > Create Center Type b. Enter the Center Type.

X.

Custom Roster

The admin can create a custom roster simply by dragging and dropping the required fields. The Custom Roster can be accessed in the Reports section. How to create a Custom Roster? a. Login > Switch to Admin > Settings > Company > Custom Roster > Create Custom Roster b. Enter a name for the Custom Roster c. From the dropdown menu, select the pool of employees for whom this roster should run for d. Drag and drop the required fields from the list. (Zoom out from the webpage to add fields from the bottom of the list)

XI.

Reports Scheduler The admin can send specific Reports to selected employees on a pre-defined frequency. How to schedule a report?

XII.

a. Login > Switch to Admin > Settings > Company > Reports Scheduler > Create Reports Scheduler b. Enter a name for the Report Scheduler c. Select the employees to whom this report should be sent d. Select the frequency from the drop-down menu, choose between daily, weekly and monthly e. Select the module from a dropdown menu f. Click save to add the report scheduler Cost Centers A cost center code is given to a department/business unit/location for accounting purposes to calculate the costs involved in that entity. Cost centers can be defined at a department/business unit/location level. Several business units can have one cost center. How to create a cost center? a. Login > Switch to Admin > Settings > Company > Cost Centers > Create Cost Center b. Enter the cost center name and ID c. Save the cost center

XIII.

Weekly Off The admin can configure the Weekly off policies for the company. Attendance can be tracked by specifying the non-working days for the company. How to configure weekly offs? a. b. c. d. e.

XIV.

Login > Switch to Admin > Settings > Company > Weekly Off > Create weekly off Enter the Weekly off Name, specify the type of weekly off in the name Enter a description for the weekly off (optional) Select the non-working days by selecting them from the list of days Save the configured weekly offs

Probation Period The admin can set the probation period for newly hired employees in the company. How to set the probation period? a. Login > Switch to Admin > Settings > Company > Probation Period > Create Probation Period b. Enter the probation name and the number of days to complete probation c. To have an option of extension at the end of probation period, select the checkbox ’Show in probation extension’. d. In case of auto confirmation select the extend confirmation checkbox e. Save the probation period

XV.

Notice Period The admin can set the notice period for existing employees in the company. How to set the notice period? a. Login > Switch to Admin > Settings > Company > Notice Period > Create Notice Period b. Enter the name for the notice period and the number of days for notice c. Select the designations this notice period is applicable for d. Select the checkbox if you want the manager/reviewer to be able to edit the recovery days e. Select the checkbox if the notice period should be calculated from the date of resignation f. Click save to save the notice period

XVI.

Project The admin can create projects for employees in the company How to create a project? a. b. c. d. e.

XVII.

Login > Switch to Admin > Settings > Company > Project > Create Project Enter the name of the project and the project code Check the box if the project is chargeable Enter the name of the project head Click save to create the project

Ledger The admin can create ledgers here How to create a ledger? a. Login > Switch to Admin > Settings > Company > Ledger > Create Ledger b. Enter the ledger code and description c. Click save to add the ledger

XVIII.

Menu Sequence The admin can select the modules to be displayed in the dashboard by dragging and dropping from the list of available modules (both in employee and admin view). How to edit the menu sequence? a. Login > Switch to Admin > Settings > Company > Menu Sequence > Custom Menu Selection b. Drag and drop the required modules and save

XIX.

Job Family The admin can enter the Name of the family and the unique roles which will become a part of the family. How to create a job family? a. Login > Switch to Admin > Settings > Company > Job Family > Create job Family b. Enter the name for the job family

c. Select the designations that fall under this job family d. Click save to add the job family XX.

Job Description The admin can create job descriptions here. How to create a job description? a. Login > Switch to Admin > Settings > Company > Job Description > Create Job Description b. Fill in the relevant fields in the form and save it to create a job description

XXI.

Aliases Organizations can use aliases for Department, Designation, Grade and Band, which will be displayed at the front end for all other employees. How to create a job description? a. Login > Switch to Admin > Settings > Company > Aliases b. Enter the Aliases for department, designations, grade, band, business unit

XXII.

Approval Flow Admin will be able to define approval workflow for requests within the defined limits and a different approval workflow for requests that exceeded the defined limits. How to create an approval flow? a. Login > Switch to Admin > Settings > Company > Approval Flow > Create Approval Flow b. Enter the name for the approval flow c. Select the designations for Level 1, 2, 3 d. Click save to create the approval flow

XXIII.

Candidate Numbering

Candidates added in Recruitment, Offer Letter and in Onboarding (as a pending employee), will have an associated candidate number. After employee activation, the next available employee code will be assigned to the employee. If a candidate does not join the organization after she is added to the pending list, employee codes will not be generated How to configure candidate numbering? a. Login > Switch to Admin > Settings > Company > Candidate Numbering > Candidate ID b. Select yes or no to allow auto numbering c. Select the company, employee type, region and prefix Enter the next number, which should be the number after the last employee. XXIV.

Functional Area

Specialization in same designation can be managed without creating new departments like before. We can define functional area-based hierarchy independent of department and designation and a designation can be aligned with any node in the hierarchy. Once functional area hierarchy is created, it can be mapped to a designation while creating/ updatingPath (Admin): Settings → Company → Designations → Create/Edit Designation → Functional Area

Note: Once designation is mapped to parent node functional area then only that node and its child nodes will be available to any positions/employees added in that designation. For example, consider below hierarchy – Parent I → Child A, Child B → Grand Child A (Child of ChildA), Grand Child B (Child of Child B) If designation is mapped at Parent I, position/employee can be added to any child node from the parent. Whereas if the designation is mapped at Child A then position/employee can be added only with Child A or Grandchild A node.

How to add employees on Darwinbox. I.

From the “New Hire” tab in the directory:

Path: Switch to admin → Employees → Directory → New Hire. Fill in all the mandatory fields and click on “Add employee”.

2. Adding employees through Import. Path: Switch to admin → Import → Employees.

•

First download the sample file and fill all the mandatory fields in the excel sheet.

•

Click on Next and check the mapping of the fields.

• Click on done mapping next. If there are errors, the errors can be exported to CSV.

•

Provide Mobile app access.

Access for Mobile App at group company level can be provided here. How to enable Mobile Access for a group company? Switch to Admin > Settings > Employees > Mobile App Access

•

Upload the .csv file and click on next.

Updating Employee Details Update employee details You can edit the employee details in two ways 1. From Frontend 2. Bulk Action from the directory 3. From Imports

1. From Frontend: ………………………………………

Path: You can search for employee in the search box>Select the employee i) To edit personal details:

Path: Search for employee>Select the employee>Click on the ‘Personal details’ option in the left panel>Click on edit option in the right to edit Biographical information Things you can edit in the Personal details section: 1. Biographical information 2. Job information 3. Contact Information 4. Addresses 5. Personal identity information 6. Add Visa details 7. Add Education details ii) To edit employment details:

Path: Search for employee>Select the employee>Click on the ‘Employment details’ option in the left panel>Click on edit option in the right to edit listed fields Things you can edit in the Employment details section: 1. Work Role

2. 3. 4. 5. 6. 7. 8.

Job Level Office Location Manager Information Employee Type Experience Asset Management Personal Documents

2. Bulk Action from the directory Path: Switch to admin → Directory → Bulkaction → Overwrite designation/department/business unit

3. From Imports:

Path: Switch to Admin Access>Click on Settings option in Admin Access

i) To Edit Employee Data:

Path: Click on Imports>Employees Data>Upload your file to make the changes Note: The date format should always be in DD-MM-YYYY You can click on the ‘View and Download sample’ to know how to place fields in the file. Fill in the details and upload the same.

ii) To Edit Employment Details:

Path: Click on Imports>Employees Employment Details>Upload your file to make the changes Note: The date format should always be in DD-MM-YYYY You can click on the ‘View and Download sample’ to know how to place fields in the file. Fill in the details and upload the same.

**After uploading the files in the import section, system asks to map the fields so that you can mark the relevant and ignore the irrelevant fields.

Employee Deactivation: There are 2 ways to deactivate the employee from the system: 1. Forced deactivation by admin 2. Through Employee lifecycle 1. Forced deactivation by admin:

Steps to follow: 1. Click on Employees Option 2. Click on directory 3. Search for an employee 4. Select the employee/employees

5. Click on Bulk Action option in the right side 6. Select ‘Deactivate Employees’ 7. Select reason for deactivation and dates for notice period, exit. Path: Employees>Directory>Name of the employee/ID>Checkbox on the left side>’Bulk Action’ on the right side>Deactivate Employees

**You will need to select the deactivate reason, Notice period start date, Date of Exit. 2. Through Employee lifecycle:

Steps: 1. Search for the employee in the search box 2. In the respective employee profile, click on employee life cycle and then separation 3. Click on Terminate, select the termination reason, define dates for Notice period, Exit and you can also attach the file if need be. Path: Search for the employee in search bar>Employee life cycle>Separation>Terminate

Employee settings These are the classification of employees and various policies and rules in the system can be configured based on employee types. E.g. Leave policy assignment, Separation workflows, etc. How to create or edit employee types? 1. Switch to Admin > Settings > Employees > Employee Types > Create Employee Type 2. Switch to Admin > Settings > Employees > Employee Types > Edit under Actions column II. Employee ID: This will be the unique identifier of an employee in the system additional to email IDs. The employee IDs can be auto generated by the system as well. How to enable auto Employee ID numbering? 1. Switch to Admin > Settings > Employees > Employee ID 2. Auto numbering to be turned to ‘Yes’ 3. Auto employee ID can be set based on Company, Employee type and Region III. Deactivations/Separations The reasons for separations and terminations which employees can select while raising a resignation request can be configured here. How to create/edit the reasons for separations and terminations? 1. Switch to Admin > Settings > Employees > Deactivations/Separations > Create/Edit 2. The reasons can be classified as either Separation or Termination IV. Profile view settings: Profile view settings helps us in allowing/disallowing those fields, which can be viewed by employees when they search for other employees in the Darwinbox Directory. How to restrict view of certain fields when employees search for others in directory? 1.Switch to Admin > Settings > Employees > Profile View Settings 2. Checking the field, will allow employees to search other employees and see those details which are checked here, and unchecked fields will not be visible to those employees. V. Candidate Profile View Settings Admin can configure the fields which are needed to be captured during a candidate’s entry into the system.

VI. Employee Details Edit This menu has 3 sections - Employee Edit Settings, Manager View Settings and Permissible Dependents. Employee Edit Settings - Only those fields checked here, will allow employees to edit those in their profile Manager View Settings - Those fields that are checked here will be viewable by the manager in the profile of their reportees. Permissible Dependents - Those relationships configured here will only be allowed to add as dependents by the employees in their profile, under dependents section. How to allow/disallow fields for employees to edit? How to restrict view of certain fields to Managers for their reportees profile? How to configure permissible dependents? 1. Switch to Admin > Settings > Employees > Employee Details Edit 2. Employee Edit settings, Manager’s View Settings & Permissible Dependents VII. Employee Tab View: Those menus/options available for each employee can be restricted from display under Employee Tab settings. The various tabs that’s available under a employee’s profile can be allowed/disallowed for viewing. How to restrict view of certain tabs in Employee’s profile? 1. Switch to Admin > Settings > Employees > Employee Tab View 2. Those tabs which must be disallowed from viewing for all employees across companies can be checked here, by checking the required checkbox. VIII. Employee Lifecycle Settings: Attachments during separation (resign on behalf cases), whether to be made mandatory or not can be configured here. How to mandate attachment by the Manager for resign on behalf and termination scenarios? Switch to Admin > Settings > Employees > Employee Lifecycle Settings IX. Mobile App Access: Access for Mobile App at group company level can be provided here. How to enable Mobile Access for a group company? Switch to Admin > Settings > Employees > Mobile App Access

X. Bulk upload HR Documents: Bulk upload of HR Documents can be uploaded here which will be saved to respective employee’s profile under HR Documents section. The file size for one time upload can’t exceed 12MB. How to upload HR documents in bulk? Switch to Admin > Settings > Employees > Bulk upload HR Documents XI. Bulk upload Personal Documents: Bulk upload of Personal Documents can be uploaded here which will be saved to respective employee’s profile under Personal Documents section. The file size for one-time upload can’t exceed 12MB. How to upload HR Documents in bulk? Switch to Admin > Settings > Employees > Bulk upload Personal Documents XII. Custom Pulse Question Admin can create a custom pulse question which appears the first time an employee logs in to the system every day.

LEAVES This section can be used to specify the leave policies for the company. This will enable the admin to maintain an employee leave record. Manage Leave Policies

Admin can view all the leave policies present across the company and can choose to enable or disable the policy. Edit option is present across the policies, which enables admins to edit and make changes. Add Leave Policy will enable admin to create a new policy. Create Leave Policy

This tab encloses all the options required to create leave policies. Additional configuration can be made, which is optional. IMP: Policy can be created in two ways: - Company wise - User assignment wise Company-wise: Policy will be created per group company. Assignment wise: Policy will be created according to assignment frameworks created under Company settings. [Path: Admin -> Settings -> Company ->User Assignment] i. Select Group Company ii. Enter the maximum number of leaves allowed per year iii. Enter the leave type iv. Enter the gender applicability v. Enter the number of days prior notice must be given to apply the leave, an employee cannot generate a leave request after the mentioned days in Prior Notice. vi. Enter Probation Period before Leave Validity. The Employee will see the Leave balance as 0 until the probation period ends for the leave type. Custom Months – Enter the number of months before which he sees the leaves as 0 According to employee probation period – The employee will see leaves as 0, till his probation period is over vii. Enter the maximum number of leaves allowed per month. If the value is set to zero, it is taken as unlimited. viii. Enter the Consecutive Leaves allowed per month. If the value is set to zero, it is taken as unlimited. Also, this should be less than or equal to Maximum Leaves allowed per month. ix. Select the Leave Cycle. x. Check or uncheck the checkbox for “Don’t allow these leaves in Notice Period”. xi. Enter Maximum Number of leave which can be accrued xii. Check or Uncheck the checkbox for “Push all these leave Requests to Admin”. If the checkbox is checked, the Admin will get the leave request, even if he is not the manager of the employee who applied the leave. xiii. Restrict to Week Days: Select the days if you want the Employees to apply the leave on certain days of the week. xiv. Restrictions: You can restrict the availability of a leave type to certain departments, employee types, office locations or Location Type. xv. Set approval flow: can be configured in Company settings. xvi. Select forms, if needed. These forms can be configured in workflow settings. Additional Configuration:

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• • •

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Credit on Pro-Rata basis: If you enable this configuration, you can decide from when leave will be calculated. Probation Status: If Pro-Rata is No, then immaterial of when the employee joins he/she can avail leaves for the entire leave cycle. Mid joining Leaves: If each employee is entitled to 12 leaves in a year (1 leave per month) and you check the Mid-month joining leaves box, an employee who joins after 15th of a month will be entitled to only 0.5 leave for that month. If unchecked the employee gets none if he joins post mid-month. Credit on accrual basis: If you enable this option, you can control how the leaves are divided and credited during the leave cycle. Allow Half day: Employees will be able to apply for half day leaves if yes is selected. Encash leaves while F&F: If yes is selected, employees will be able to encash all unused leaves during Full and Final settlement. Count intervening holidays/weekly offs as leaves: If yes is selected, the holidays or week offs that fall in between leaves will also count as leaves. Can employee apply leaves prefixed or suffixed to Holidays and Weekly offs: If yes is selected, employee can apply for leaves preceding or succeeding holidays and week offs. Allow Past dated leave applications: Enabling this configuration allows employee s to submit past dated leave applications. Can employees club this leave with any other leave: Enabling this configuration will allow employees to club this leave with other leaves. Can employees apply for more than their available leave balance: This allows employees to apply for leaves even after exhausting their allocated leaves. According to the options selected the extra leaves will either be counted as unpaid leaves or can be deducted from other leaves that the employee may have (privilege, casual leave etc) Allow intermittent leave encashment: Consider only below for leave encashment – Leave balance which should be considered for leave encashment

a. Accrued - Only accrued leave balance to be considered b. Carry forward balance – Only carry forward balance to be considered c. Both - Both accrued and carry forward leaves to be considered b. Minimum number of leaves to be encashed – Minimum number of leaves to be encashed in single application c. Minimum number of leaves to be retained after encashment – Minimum balance to be maintained after encashment d. Maximum number of leaves to encash – Maximum number of leaves to be encashed in a leave cycle Unpaid Leave

Unpaid leave settings can be made according to group company level. Options are present to enable half-day leaves, past dated leaves, etc. Applicability of the leave can be restricted to department, grade, band, employee type, location etc. i. Select the group company ii. Enable or disable unpaid leave policy iii. Enter a name for the unpaid leaves iv. Check the option for counting intervening holidays/weekly offs as leaves v. Allow past dated leaves and you can set how many days post the leave an employee can apply for a past dated leave. vi. Enter Maximum number of days post leave vii. Select yes or no to allow half day leaves viii. Checkbox if you want to push request to admin ix. Pick who this is applicable for: set restrictions by department, employee type, location type, etc. Holidays

Holidays can be added to the list of holidays via this setting. Name of the holiday and date are to be added. Checkbox is present, enabling which the holiday can be repeated every year. The holiday can be made optional or mandatory. Also, the holiday can be restricted to certain locations, if necessary. Settings

Leave history table can be displayed Financial year wise or Calendar wise. Approval level enables admin to select the approval stages a leave must pass through to get approved. Multiple settings are present which enable the admins to make further changes and modifications in the leave settings. i. Under Refresh cycle for displaying Leave history table, choose how to display the leave history table: Calendar-wise (To display employee leaves in a calendar year), Financial-wise (To display employee leaves in a financial year) ii. If a copy of the leave requests should always be forwarded to certain users, you can enter the names of the recipients under Always send CC to. iii. We can enable employees to encash leave intermittently with in a leave cycle. From Date & To Date – Time period during which encashment is allowed Approval flow - Approval encashment requests flow for leave Leave settings should also be updated to make leave type encashable :

a. Consider only below for leave encashment – Leave balance which should be considered for leave encashment a. Accrued - Only accrued leave balance to be considered b. Carry forward balance – Only carry forward balance to be considered c. Both - Both accrued and carry forward leaves to be considered b. Minimum number of leaves to be encashed – Minimum number of leaves to be encashed in single application c. Minimum number of leaves to be retained after encashment – Minimum balance to be maintained after encashment d. Maximum number of leaves to encash – Maximum number of leaves to be encashed in a leave cycle Once enabled, employee will see option to encash like below – Path: Leave → Apply for a leave → Encashment

Attendance Shifts

Shift policies of the company can be defined here. Policies can be defined per group company. 1. Enter shift name 2. Enter shift description. 3. Select the applicable group company 4. Select start time and end time for the shift. 5. Check Next Day box if it is an overnight shift. 6. Show for shift change request: Uncheck the box if you do not want to display this policy when employee requests for shift change. 7. Assign policy to the shift. Policies

i. ii.

Select Create Policy to create a new attendance policy Select group company

iii. iv. v. vi. vii. viii. ix. x. xi. xii.

xiii.

xiv.

Enter Policy Name, Grace Time and Grace time early clock-out. Other fields such as Minimum duration required for Over Time Enter the number of optional holidays(days) that can be availed Check the option if optional holidays should be auto approved Specify the Mark-In policy, whether you want an employee to record both In Time and Out Time or only In Time. In Clock in Request Policy, you can check the checkboxes for Work from Home and/or out duty Specify how many back dated days’ attendance can be regularized by the manager in the Edit Back Dated Attendance (Days) field. If you enable the Leave Deduction Policy, leaves are deducted for an employee when he/she is marked absent Under Deduct Leaves from, choose which leaves should be deducted. If necessary, Check Deduct Leave after Approval, include holidays in counting above instances or Include weekly offs in counting above instance If you enable Late Mark policy, you can specify the leave deduction for an employee when he/she is marked late. You have the following options: a. Late mark leave deduction: Choose whether a full day/half day leave should be deducted. b. Late Mark Leave Type: Choose what type of leave (sick leave, casual leave, etc.) should be deducted. c. Number of Late Marks: Enter the number of late marks (number of days an employee is marked late) on which a leave should be deducted. d. Check Deduct Leave after Approval, if necessary. If you enable Work Duration Policy, you can specify leave deduction for an employee when he/she does not complete the required hours of work in a day. You have following options: a. Minimum duration to count half-day: Select the no. of hours and minutes to count half day for a day. b. Minimum duration to count full-day: Select the no. of hours and minutes to count full day for a day c. Select Leave type to deduct leave. d. Check Deduct Leave after Approval, if necessary. If you enable Early Mark Policy, you can specify leave deduction for an employee when he/she clocks-out before time. You have following options: a. Early mark leave deduction: Choose whether a full day/half day leave should be deducted. b. Early mark leave type: Choose what type of leave (sick leave, casual leave, etc.) should be deducted.

c. Number of early marks on which leave should be deducted: Enter the number of early marks (number of days an employee clocks out before time) on which a leave should be deducted. xv.

Deduction based on Early duration a. With the addition of this validation, priority order for attendance validations is Late duration based, Early duration based followed by late mark, if enabled otherwise Total work duration if Late plus early mark is enabled. b. If a day is considered for early by duration-based leave deduction same will not be considered as early mark like late mark and late duration

The number of consecutive working days for an employee to be considered as absconding can be set. For example, if Trigger Absconding Flow After (Days) is set as 3 and the employee is absent for 3 consecutive days. Absconding Report can be obtained from Reports. IP Restrictions

Set up an IP Restriction for employees to utilize the web clock-in feature. Geofencing

With Geofencing feature, Admin can limit the range under which check-ins are done. This is useful especially for employees who are travelling for work. Check-In

Set whether attendance is directly marked upon Check-in or it goes to Manager for approval to mark attendance Though manager approval is enabled for all check ins, we can now restrict the approval to certain employee groups via. assignment framework. Attendance Regularize Reason

Custom reasons for attendance regularization can be created here. Admin can also define a limit against each reason, which lets the Employee use that reason only for the defined number of times. Attendance Settings

All other attendance settings in general can be configured here. 1. Admin can also stop attendance regularization during set period by employees or managers either by requests or editing attendance 2. Set what days to calculate as working days and work duration. 3. Use payroll cycle for attendance- if yes, check box. 4. Hide attendance policy- if yes, check box. 5. Hide OT policy- if yes, check box. 6. Show overtime for past dates- If yes, check box. 7. Select freeze date for leaves and attendance from the dropdown calendar.

Overtime Settings

Switch toggle for the days on which overtime should be configured. Configuration can be done for 3 types of days: - Weekdays - Weekly Offs - Holidays

i.

ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii.

By default, the compensatory off is applicable for all employees. Under the Applicable For section, specify the Department, Office Location, Location Type, employee type, etc. to restrict it to certain employees. Specify the minimum hours required to credit 1 full day. The number of hours should be at least 1 hour. 1 day comp off will be credited when employee’s work duration is greater than minimum required hours in 1 day. Apart from daily, weekly, monthly limits, we can also set quarterly limits on the Overtime/Comp-off hours generated. Select compensation method for overtime. Comp-off restriction: On accrual- allows employee to accumulate minimum required hours in 1 or more working days. One time: employee’s work duration has to be greater than minimum required hours, within a single working day. Comp Off earned will lapse after mentioned days. You can leave it blank if you don’t want the compensatory offs to be lapsed. Enter the maximum number of leaves allowed per month. If the value is set to zero, it is taken as unlimited. Enter the Consecutive Leaves allowed per month. If the value is set to zero, it is taken as unlimited. Also, this should be less than or equal to Maximum Leaves allowed per month. Other fields you can specify include whether compensatory off is applicable for Holidays/Weekly Offs, Maximum leaves allowed in a month, etc. Reset Comp off balance at the end of leave cycle: If selected yes, it will reset the comp off leave balance in selected month. Comp-off leaves can be selected to be counted as leaves on weekly off and holidays; we can allow/restrict application of half day comp-offs; can allow/restrict application of back dated leave

Approval flow and custom form can be configured for comp off leave as well. Like approval flow in other leaves, forms can be created under ‘Workflows’ and selected here: Path (Admin): Settings ->Workflows -> Create/Manage Forms 1. Revoke access will be based on approval flow settings like approval flow in leaves 2. Auto escalation of leave request to next approver will happen based on ‘Auto approve leave request in (days)’

PERMISSIONS The admin can provide employees with access to view, edit and approve on various modules in this centralized tab of Darwinbox. The configurability options in this section are comprehensive and should be worked on with thought and vigilance.

I.

Create new role In this tab, the employee can create new permission roles with restricted access. Path: Switch to Admin → Settings → Permissions → Create New Role → Enter Role Name → Select all the tabs for which access needs to be given to this role

1. Admin Access- The super admin can give admin access from an array of modules/ sections of Darwinbox. For example- Payroll Admin, Leave requests, Analytics, etc. 2. Company Setup- The admin can give the employee access to edit the company setup, including attendance policies, company departments, locations, designations, etc. 3. Directory Options- The admin can give the employee access to view and edit directory of the employees. For example- their designation, manager, edit self-service and email, etc. 4. Employee Profile Page- The admin can give the employee/manager access to edit various details of an employee’s profile. Namely, his personal details, life-cycle details, and recruitment details. This permission role will also be able to access and download different kind of reports and rosters. 5. Manage- This permission allows a manager to add a new hire in the employee directory tab and apply leave for other employees. 6. PMS (Performance Management System)- The admin can give access to an employee to be able to edit the PMS settings, performance employee page and other PMSrelated requests and tasks. 7. Reimbursement- This permission gives access to different reimbursement settings and requests.

It is important to note that the admin can give partial to full permissions/access to the employee(s) of his choosing. II.

Manage Roles In this tab, the admin can access all the permission roles that have been created. They can also preview, update and delete existing permission roles.

III.

Assign Users Path: Switch to Admin → Settings → Permissions → Assign Users → Select Permission Group In this tab, the admin can select the permission role as required from a drop-down menu. This menu contains all the permission roles created by the admin. Upon selecting a permission role, there are two steps that need to be taken: 1. Add users- the admin can add names of employees who he wants to have said permissions or assume said permission roles. 2. Restrict Permissions- It is possible for the admin to restrict the users/employees added in Step-1 from being able to access the selected permissions for a set of employeessegregated by Company, BU, Department, Designation, Location, Grade, Band or Job level. The restriction can be a combination of these attributes or standalone attribute.

Note: As seen in the AND/OR restriction earlier, even here, if the admin wants to enter multiple fields falling under the same category, he can add the restrictions he desires, and the system will automatically assign the OR/AND function as appropriate. For example, if the admin wants to restrict a workflow to employees belonging to the marketing and finance departments in Bangalore, he needs to enter “Marketing”, “Finance” and “Bangalore” in the restriction field; The system will automatically assign the OR function to the departments and the AND function for the location, in combination with the department. The admin can subsequently assign users to as many permissions as necessary using the “ASSIGN MORE PERMISSIONS” tab. Don’t forget to SAVE your progress!

ALL IMPORTS The admin can upload different types of data with access to map the data points to their respective modules in this centralized tab of Darwinbox. Enough headers and instructions have been provided to ensure data imports are done seamlessly – it is always a good reminder to verify the template with the data import check-list for perfect formatting and an error-free data migration.

Employee Based Imports: • • • • • • • • •

Employees – To import new employee records into the system Employees Data – To overwrite the existing Employees’ data Employee Custom Fields – To import the Custom Fields created on the Employee front. Employee Assets – To import the Employee Assets Employee Dependents – To import the Employee Dependent Information Employment details – To import all employment details of the employee. Employee History – To import Employee’s employment type history (ex., Part Time to Full Time) Past Work Experience – To import Employee’s Past Work Experience Educational Details – To import Employee’s educational details

System Settings based Imports: • • • • •

Vibe Groups – To import the Vibe Groups for Employees Grades in Designations – To import the Grades for Designations Mobile Access – To give Mobile App Access by Employee Designation Names – To import Designation Names Designations – To import Designations by Group Company, BU and Department.

Leave based Imports: • • •

Leaves – To import Employees’ Leave Transactions Leave Balance – To import the previous year Carry Forward leave balance for employees Optional Holidays – To import optional holidays

Attendance Based Imports:

• • • • •

Attendance – To import Employees’ attendance Attendance Back Dated – To import Employees’ historic attendance Roster Import – To give Employees, a Shift and Policy for a fixed period of dates. Roster Import Calendar – To give Employees, Shifts on date wise. (this is best used for rotational shifts) IP Restriction – To import the different IP Restrictions present in the system.

Common Guidelines for Imports: • • • • • • •

Go to Settings Click on Imports Tab Select a desired Import Use the “Are you a first timer?” Link download the template. Fill in the template as per the fields Save it. On Import Page, Click on the Upload button o Check the “Does the 1st row has field names” box o Click “Next” o Review the tagged fields o Click “Done Mapping”

This will import the sheet with data into system.

Addition of CUSTOM FIELDS Apart from the pre-defined fields, you can choose to add new fields to the employee details or to the company details using CUSTOM FIELDS tab. • Click Create Fields. Under FOR, choose whom the field is applicable for – Employee or Company. • Enter Field Name, Type of field (text field, drop down list, checkbox, etc.). • Check the Required box to make it a compulsory field. Check the Editable box to make the field editable by the employees. • Finally, choose where to display the field – Personal details, Contact details or Reimbursement details (for employee). • In FOR, select the employee type it is applicable for. Click SAVE. • Click Manage Fields to view and edit all existing fields. How to create Custom Fields? Switch to admin > Settings > Custom fields > Create field > Save

HR LETTERS This is used by HRs to generate official letters for various purposes. This has 3 sections under it 1. Self-generate setting

• • •

In the Self Generate Setting section, choose the employees who will receive requests for generating HR letters in the LETTER GENERATION ACCESS dropdown field. In the SIGNING AUTHORITY NAME field, choose the names of the users who will be signing the approved letter requests. Choose the Group Company the settings are applicable for

How to access self-generate setting? Switch to admin > Settings > HR Letters > Self generate setting > Save

2. Letter Head management

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You can customize the format of the HR letters under the Letter Head Management section. Enter the Top Margin Space, Header content, Bottom Margin Space, Footer content. You can also upload the Header image, Footer image, Water mark image that should go onto the letterhead.

How to create letter head? Switch to admin > Settings > HR letters > Letter head management > Save

3. Letter Signatures Here you can enter the name that you wish to display in signature. Also, you have the option to upload digital signature. How to add signature? Switch to admin > Settings > HR letters > Letter signatures > Save

REIMBURSEMENT Reimbursements units: This is used for claims that are submitted to generate reimbursement on relative value units. Example: Per Km, Per day etc. To create a reimbursement unit, you would have to define - Unit type, Label in user view & Unit description How to create reimbursement units? Switch to admin > Settings > Reimbursement > Reimbursement units > Create > Save Create reimbursement type: Reimbursement claims can be of various types. Here you can define what kind of reimbursement options you wish to offer to employees. Example: Travel, food, accommodation etc. To create types of reimbursement, you would have to define the following fields – • Name • Description • Select the Group Company • Applicable to *(select the department or office location) • Units *(select the applicable unit) • Approval flow - select the approval flow required to get the reimbursement approved for the employee. This flow can be created here (Switch to admin > settings > company > approval flow) • Ledger *(only if required, select the applicable ledger code) Apart from these you have few more options to further customize your reimbursement type. They are as follows. • Can per unit be exceeded for this reimbursement type • Allow application of expense outside allowed date range • Project code compulsory • Invoice number compulsory • Make attachments compulsory Then you can set the reimbursements limits by selecting the options as displayed. How to create reimbursement type? Switch to admin > Settings > Reimbursement > Create reimbursement type > Save

Manage reimbursement types: Here you can edit/manage the types of reimbursements that have been created in the system How to manage reimbursement type? Switch to admin > Settings > Reimbursement > Manage reimbursement type > Save

PERFORMANCE I. Categories Categories are the Scorecard pillars for Goals. These are the broad heads under which goals can be configured. This is not mandatory. How to create goal categories/scorecard pillars? 1. Switch to Admin > Settings > Performance > Categories > Create Category 2. In the same goal category screen, the categories can be edited or deleted Note: Both the goals and goal categories can be imported in bulk (employee wise/role wise). This can be done under Imports. If goals are at employee level, this can be imported directly. Kindly check the import section for more details.

II. Goals Goals can be configured at Organization level, Department level, Individual designations levels and Default goals. (Default goals are also system assigned goals and these goals can’t be edited or deleted by any employees in the front end) How to create goals in the system? 1. Switch to Admin > Settings > Goals > Create Goal 2. Goal Name, Goal Description, Measurement criteria, Target, Weightage of the goal, timeline start and end date, scorecard pillar, all of these can be defined when creating each goal. But, all these are not mandatory fields)

III. Scales Scales are the scale marker based on which goals and competencies can be rated. The If both goals and competencies are configured, the scale length should be same for goals and competencies. How to create scale marker for goals and competencies in Performance? 1. Switch to Admin > Settings > Scales > Create rating scale 2. Each scale will have options for Marks, Description and Objective Percentage 3. Marks or Objective, either of them can be selected and can be given value. The normalization can happen either on Marks or objectives (this is selected as part of the normalization settings)

IV. Competency Tiers Competency tiers are the categories of the Competency. This is mandatory for adding a competency. How to create Competency Tiers? 1. Switch to Admin > Settings > Performance > Competency Tiers > Create Competency Tier 2. Competency Tier name to be given here which has to be selected when we add a competency. Competency Tier is a mandatory field for adding a competency V. Competencies Competencies are the behavioral ones apart from the goals. Darwinbox can accommodate both Goals and Competencies as part of Performance Evaluation by giving a weightage for both. How to Create Competencies? 1. Switch to Admin > Settings > Performance > Competencies > Create Competency 2. For each competency that is created, the user has to give assign a scale to it. The list of scales created under Scales will be listed here 3. The scale length for goal and competencies should be the same. To arrive at a overall rating, the rating scale base should be of equal length. VI. Competency Mapping The assignment of competencies for each role is done at competency mapping stage. The assignment happens at company level. How to create a Competency Mapping? 1. Switch to Admin > Settings > Performance > Competency Mapping > Create Competency Mapping 2. Competency group name is the name that is given for the set of mapping done for a set of roles 3. Then the user can select the list of roles to which the user intends to do the competency mapping. The user can keep selecting ‘Add Another Competency’ and can add to the list. 4. The user, then selects the list of competencies applicable with the weightage for each of them and the scale marker. The weightage should sum upto 100.

VII. Assessment Assessment Framework is the list of configurations and settings the user can make for the performance review cycle. This is a mandatory setting which has to be made for a performance review cycle to start.

How to create/edit an Assessment? What are the settings available under Assessment Framework? 1. Switch to Admin > Settings > Performance > Assessment > Create Assessment Frameworks 2. The Admin must set the evaluation parameters (whether goals, competencies or both). If both is selected, then the weightage for both has to be given. Then we must select the rating scale. 3. The Admin must configure whether Marks or Objectives should be considered for Moderation. 4. The Admin can configure whether goal weightage is applicable or not. 5. The Admin can also configure whether Ratings, Comments is required and should be mandatory or not. Similar configuration can also be done for Overall rating. This setting can be done for both employee and manager 6. The Admin also has an option to make the goal parameters to be applicable or not. 7. The admin can also decide on who can makes edits to the goal parameters of system assigned goals (not to the goals added by the employee) - This can be whether employee or supervisor 8. The Admin can also decide and configure whether the employees should be able to add goals during intermediate stages or no and can also configure the permission for the supervisor to delete the goal. 9. There are other parameters and settings which the Admin can configure or make the setting for the performance review cycle 10. The weightage of the competency can be restricted for view to employee and others in the performance workflow 11. Whose review comments can the employee view can also be controlled under this other parameter’s settings. (Only L1 Manager or L1, L2 and HOD) 12. Show Normalization Rating without scale - Whether normalizations ratings should be as shown as per the rating scale or can be actual numbers can be decided with the option here 13. Don't show manager/reviewer rating after normalization - The admin also has the option to restrict to the manager/reviewer rating after normalization

14. Allow employee to see manager's evaluation form - Apart from the goals and competencies, clients also have an option to attach a set of questions on which they want to get the feedback from employees. This is more of a qualitative basis. Such forms can be attached separately for managers and employees. This option is to control the visibility of the manager form by the employee 15. Allow manager to see employee's evaluation form - Like the above point, this option is to control the visibility of the manager form by the employee. 16. Allow manager to see ratings on employee's profile (PMS form) before moderation - This option restricts the manager to see ratings of employee before moderation. This given control to the Admin as ratings will be seen only when Admin publishes the ratings to employees/manager. 17. Allow send back to Employee Option - This gives the manager the option to send the form back to employee for making few changes, if the manager intends so. 18. Allow send back to Manager Option - This given an option to additional reviewer (L2/HOD) to send the form back to manager 19. Don't allow Manager see employees rating before manager completes evaluation - This will restrict the manager from seeing the employee’s self-rating before the manager submits their appraisal of the reportees 20. Don't allow Manager to see employees’ comments before manager completes evaluation Like the above point, this option will restrict the view of comments also before manager submits the form. 21. Allow Manager to edit his review comments after moderation - This option will give an option to the manager to edit the review comments even after moderation is done. 22. Allow Manager to edit L2/HOD review comments after moderation - Like the above, this option will give an option to the manager to edit the review comments of L2/HOD even after moderation is done 23. Auto calculation of overall rating - The overall rating can be configured to calculate automatically.

VIII. Review Cycle Review cycle is the performance cycle which is created for a set of roles. A performance review cycle is time bound and runs with a list of stages. How to create/edit a Review cycle? 1. Login > Switch to Admin > Settings > Performance > Review Cycle > Create Review Cycle 2. Review Cycle Name - This field would appear again as a drop down in the assign users tab, to select assessment and review cycle. (Example: Review Cycle FY 18-19)

3. Review Cycle Description - Add description to the assessment cycle framework. (Example: This is for the review cycle for all employees for FY 18-19) 4. Goal Scale: Select the scale that is to be used for ratings on goals. The scales must be created under the Scales tab to be available in the dropdown 5. Competencies Scale: Select the scale that is to be used for ratings on competencies. The scales have to be created under the Scales tab to be available in the dropdown 6. Overall Scale: Select the scale that is to be used for overall ratings. The scales must be created under the Scales tab to be available in the dropdown. The length of the scale for Goals, Competencies and Overall has to be the same. 7. Number of intermediate evaluation stages: The goal setting and the final evaluation stage are present by default and can be renamed. Additional stages in between the two can be added. 8. Exclude from Review Cycle: This is an employee wise exclusion setting. Employees added to this field shall be excluded from the performance process assigned to the designation they have. 9. Review Start: This field is to input the start date of the performance process 10. Review End: This field is to input the end date of the current performance process. The combination of Review Start and End date decide the length of the current performance process. 11. There are various options that can be selected here, which is to be displayed in the Moderation dashboard page. Eg. Overall rating, Goal rating, etc. 12. The date for each stage can be provided below and the form for manager and employee can also be selected from the dropdown (the forms can be created under workflow forms) 13. The weightage of of each stage is also configured here. 14. Another level of additional reviewer can also be included in the performance workflow either L2 Manager or HOD.

IX. Assign User Upon creating a review cycle, we have to assign roles to which this performance cycle applies. There can be multiple performance cycles but the same role cannot be in more than one performance cycle assigned user list. The assignment of a performance cycle is company wise. Alternatively, assignment can also be done through a bulk import under Imports. How to assign users to a performance cycle? 1. Login > Switch to Admin > Settings > Performance > Assign users 2. Company Name: Select the company name for which the performance process is to be

3. Select Role: Select the roles which are applicable for the Assessment Framework and Review Cycle to be selected. 4. Assessment Framework: Select the Assessment Framework applicable for the current process. The Assessment Framework has to be created beforehand in the Assessments tab to be available in the dropdown. 5. Review Cycle: Select the Assessment Framework applicable for the current process. 6. The Assessment Framework has to be created beforehand in the Assessments tab to be available in the dropdown. X. Excluded This lists out the various types of exclusions that have been effected by the system based on the assessment framework and review cycle settings. How many profile level exclusions? How many exclusions as part of the later date of joining? 1. Login > Switch to Admin > Settings > Performance > Excluded 2. Profile level exclusions: When individual employees are excluded from the process through the “Excluded” field in Review Cycle, he/she is visible under Profile Level Exclusions 3. Later Date of Joining: The minimum number of days an employee has to be a part of the review cycle (Calculated on basis of Review Start Date and Review End Date) is input in Other Settings. If an employee wouldn’t be completing the required number of days of a review cycle on account of his joining date, he shall be excluded from the process and will be visible under exclusions for Later Date of joining. 4. Non-Completion of Mandatory Stages: When the mandatory stages are not completed for an employee, he shall be excluded from the process and will be visible under exclusions for Non-Completion of Mandatory Stages.

XI. Other Settings Other settings with respect to performance can be configured here. Eg. minimum no. of days an employee should be present to be a part of the review cycle and rules regarding designation changes. 1. Mid joining settings ● Start Calculating From: This decides the employees eligibility for a performance process is decided on basis of Date of Joining (DOJ) or Date of completion of probation (DOP)

● Minimum Number of days required in a review cycle to be part of the assigned review cycle: The minimum number of days an employee has to be a part of the review cycle (Calculated on basis of Review Start Date and Review End Date) ● Number of Days post DOJ/DOP to trigger goal settings: If a new joiner is eligible for a review cycle, this defines when the goal settings stage will be triggered. ● Number of Days required post goal settings to trigger an evaluation stage: This defines the minimum number of days post goal setting for a new joiner for the evaluation stage to be triggered. ● Number of Days to complete Goal Settings: This decides the number of days allowed to a new joiner to complete goal settings for a new joiner.

2. Mid-Year Designation change: ● Employee will be eligible for New PMS cycle only if more than below days are left in the cycle to start Final Evaluation. ● Employee should have completed at least below number of days in new designation before he is eligible for the new PMS Cycle. ● Number of Days required post goal settings to trigger an evaluation stage for the new PMS Cycle. ● Number of Days to complete Goal Settings for new Designation. 3. Release From Exclusion: •

Number of Days to complete Goal Settings from Release from Exclusion

XII. Normalization Settings Define the normalization scale to be used at the time of moderation. How to define the normalization scale? 1. Login > Switch to Admin > Settings > Performance > Normalization Settings 2. Select the Review Cycle being used. 3. Select if you want Manager Rating or Calculated Overall Rating Score to be used 4. Select if you allow HOD to exceed increment range in comp modelling 5. Scale Marks: Define the scale of the bell curve graph 6. Min Marks: Min calculated/given marks to be part of the scale rating 7. Max Marks: Max marks as the upper cap of that scale rating

8. Min & Max Increment %: Define the increment % for the scale rating 9. % Distribution for Moderation: What % of your employees should be part of that scale rating 10. For eg, 1 Rating: 10% | 2 Rating: 20% | 3 Rating: 40% | 4 Rating: 20% | 5 Rating: 10%

XIII. Performance Alias Provide alternative Alias Names to be visible on front end. How to name differently the components in performance? 1. Goal Alias 2. Goal Description Alias 3. Competency Alias 4. MSF Alias

XIV. Skill Category Create a skill category upon which feedback can be provided. This is used for Continuous Feedback How to create Skill Category? 1. Login > Switch to Admin > Settings > Performance > Skill category > Create Skill 2. This is used in continuous feedback XV. Skills The skills created here will be visible at the time of Providing or Requesting for Feedback. How to create skills? 1. Login > Switch to Admin > Settings > Performance > Skills > Create Skill 2. Create skills and map them to the above created skill categories. (Example: Team Management) 3. Next assign for which roles these skills are applicable for XVI. Continuous feedback settings Define the company wide settings for Continuous feedback. Continuous feedback can be enabled and set in a manner where the employees can request and provide feedback to anyone in the organization. How to enable/configure continuous feedback?

1. Login > Switch to Admin > Settings > Performance > Continuous feedback 2. Allow Continuous feedback: Keep Yes if you wish to enable it for the company 3. Use Ratings: Keeping Yes enables a 5 Star rating on which Feedback providers can provide the feedback 4. Employee can request feedback: Checking this option enables the employees to request for feedback from others in the Organization 5. Employees can give feedback: Checking this enables the Appraise button, whereby anyone can give feedback on their colleagues (found in Profile) 6. Restrict giving Feedback: Option to restrict Feedback to 7. Complete Company: No restrictions 8. Immediate Network: Restrict feedback to the immediate network of the Employee: L1 Manager, L2 Manager, Peers, Reportees. 9. Feedback Request Expires in Days: Days within which feedback request will expire. Max is set to 20 days. 10. Block Feedback Received / Block Feedback Summary: This will block employees from viewing the Feedback received or the Summary 11. Make Comments Mandatory for Feedback provider: Making it mandatory to give comments while giving feedback 12. Supervisor Access to direct reportees feedback: Enabling supervisor to view reportee’s feedback 13. Supervisor can request on behalf: Enabling the supervisors to request feedback on behalf of their reportees. 14. Restrict continuous feedback to departments: Select the departments to which Continuous Feedback will be restricted. 15. Use Goals in continuous feedback: This enables Goals along with Competency & Skills on which to be appraised. 16. Employees can request question: Enabling this will allow the employees requesting feedback to ask their own custom questions. If disabled, company specific question will be set as default.

XVII. Multi-stakeholder Feedback This is a 360-degree feedback functionality available in the Darwinbox. The admin can configure a process and assign employees to the process. The employees can then nominate feedback providers which goes to their L1 Manager for approval. After which, a task will trigger to those approved feedback providers. 1. How to create a MSF question?

● Login > Switch to Admin > Settings > Performance > Create MSF question ● This tab is to be define a set of questions that can be used for questionnaires in an MSF Process. Questions can be either General questions or mapped to existing Competencies/Skills 2. How to create MSF Questionnaires? ● Login > Switch to Admin > Settings > Performance > Create MSF questionnaires ● Create MSF Questionnaire setting allows the user to select a set of questions and map to rater groups, specifically, Self, L1 Manager, L2 Manager, HOD, Subordinates, Peers and Others rater groups. For instance, questions mapped to L1 Manager will be available in L1 Manager’s feedback form ● Questionnaire Name: Input the name of the Questionnaire. This shall be available to be used in MSF Process. ● Questionnaire Description: Description on the questionnaire. (Example: Questionnaire for feedback on Top Management) ● Scale: The selected rating scale will be applicable to all questions in the questionnaire, with the exception of General Questions. General question type can be created to amass qualitative feedback. 3. How to create a MSF Process? ● This is to create an MSF Process with the applicable settings. ● MSF Process Name: Name of the Process (Example: Top Management Feedback Process) ● MSF Process Description: Description on the process (Example: To collect peer and manager feedback for top management) ● MSF Questionnaire: Select the questionnaire to be used in the MSF Process ● Start Date: Start Date of the process ● End Date: End Date of the process 4. MSF Rater Network ● Allow selection of others under this category: This can be enabled for HOD, L1 Manager and L2 Manager rater groups. If this setting is enabled, then employee will get an additional option to nominate more employees by typing employee names under respective rater groups. ● Minimum % response required: This can be used to set a threshold value of percentage of respondents to nominees. Employee wise report can be generated for only those employees who satisfy all the threshold values. This precondition can be set for Peers, Subordinates and Others rater groups.

● Minimum number of raters in Others and Maximum number of raters in Others: This can be used to limit the number of raters in Others rating group. ● Others Alias Names: Alias for Others rating group can be set at the process level. Note: 1. Start Date of MSF process cannot be edited. 2. Other details of MSF process can be edited till the End Date of the MSF process. Post End Date, editing is disabled. XVIII. Admin Frontend - Performance Management System The Admin can view details of the process by selecting a specific cycle. The path is Login > Switch to Admin > Performance 1. My Dashboard ● Select Review Cycle: Select the review cycle to view its corresponding dashboard ● Report: View an employee wise report of which stage of the cycle they are currently on ● Download: Downloads a report of all goals and also the ratings for each and every employee ● Send Reminder: Send emails to employees to complete their evaluation 2. Moderation ● Moderation screen is where ratings are normalized and then finalized. ● Export: Export the ratings file in excel where the final ratings can be given. ● Import: Links to Import section, where you can upload the above file with the normalized ratings. ● Final ratings can be manually entered against each employee from this screen too. ● HOD Moderation Release: Option to release this same screen to HODs, where they can provide normalization ratings to their Depts ● Publish to Employee: Once the final ratings are completed, this will publish the final ratings to the employees directly ● Publish to manager: Option to publish the final ratings to the manager who in turn can release it to their reportees XIX. Admin Frontend - MSF MSF Admin dashboard gives a holistic view of all current processes. The employees can be filtered by the pending process statuses in each process. The path is Login > Switch to Admin > Performance > MSF

1. MSF ● Import Employees: A list of employee IDs mapped to MSF process names can be imported

WORKFLOW It is a step by step process where tasks are assigned to different permission holders. Each task can be configured along with trigger points and approving authorities. I. Create Form: In this tab, the employee can create forms for different steps in a workflow(s). Path: Switch to Admin → Settings > Workflow → Create Form → Enter the name of the form → Enter the Field name → select the Field type II.

Manage Form: In this tab, the admin can access all the forms that have been created. The employee can also preview, edit and delete existing forms. Every edited form will be saved as a new version. The employee can also Add Form by clicking on ‘ADD FORM’ on the right and search for any form by entering the name in the Search bar.

III.

Create Workflow: In this tab, the admin can create workflows for Separation, Termination and Confirmation. There are various steps involved in each of the three procedures which can be configured into streamlined workflows. It is important to note that the admin can create different workflows for the same procedure for different roles. How to Create a Workflow? Path: Switch to Admin → Settings → Workflow → Select process for which workflow needs to be created → Enter name of the workflow → select if the workflow needs to be in series or not → Select employees and managers that need to be CC about the progress of the flow → Add various stages of the workflow → Assign the role which needs to take action → Add trigger point (Before/After, days, Date of approval/Effective date) How do you add restrictions? (If any) The admin can add restrictions to any type of roles, filtered by department, designation and location. There are OR and AND functions that help in adding multiple layers to filtering the restrictions. The OR function is used when there is a need for restricting the workflow to employees that belong to “either” of the fields added in the restriction. For example, if the admin wants to restrict the workflow access to the marketing and sales department, the OR function can be used. The AND function is used when there is a need for restricting the workflow to employees that belong to “all” of the fields added in the restriction. For example, if the admin wants to restrict the workflow to the marketing department in Bangalore, the AND function can be used.

Interestingly, if the admin wants to enter multiple fields falling under the same category, he can add the restrictions he desires, and the system will automatically assign the OR and AND functions as appropriate. For example, if the admin wants to restrict a workflow to employees belonging to the marketing and finance departments in Bangalore, he needs to enter “Marketing”, “Finance” and “Bangalore” in the restriction field; The system will automatically assign the OR function to the departments and the AND function for the location, in combination with the department. IV.

Manage Workflow: In this tab, the admin can access all the workflows that have been created. They can also preview, edit and delete existing Workflows. The employee can also add workflow by clicking on ‘ADD WORKFLOW’ on the right and search for any workflow by entering the name in the Search bar.

CUSTOM WORKFLOW The difference between workflow and custom workflow is that the former can be created only for Separation, Termination or Confirmation of an employee while the latter can be used for any other workflow that the company needs during other processes. (For example: role change, location change, manager change, issuing of ID cards, etc.) Create Form

In this tab, the admin can create forms for different steps in a custom workflow. Field type is selected depending on the workflow; this form can be tagged to a workflow, which is configured next. Create Workflow

Create stages for workflow and define action that needs to be triggered during the stage. Forms that have been created can be tagged to stages in the workflow. For a workflow to be set in series, check the box ‘Workflow in Series’.

Create Approval Flow

In this tab, the admin can create a flow of approval that will happen in a custom workflow. Select the approver group and tag actions to every stage of approval. Multiple assignees for all standard and permission role holders can be assigned. With new custom flows, assignee at the step level will get default visibility. Admin of the module (for instance Offer Admin in case of offer approval flow) will also get the visibility of the flow. In addition, additional assignees can be provided visibility for that step by selecting the assignees. With new custom flow settings, multiple conditions can be configured to skip a step. If any of the conditions are met, the step is skipped, and the step status changes to Approved or Rejected based on the configuration. Create Custom Flow

Select the event for which custom workflow is being configured and add workflow and approval flow specific to it. Applicability can be restricted at every level of the organization. Choose the type of trigger- manual/automatic, initiator of the workflow, and the initiator form

SLA Settings

With new custom flow settings, if the step is pending with the assignee for more or equal to the number of days, the step will get auto completed and the step status changed to Approved or Rejected based on the configuration.

EMAIL TEMPLATES A role holder/admin can configure the email templates that are sent out during the Recruitment, Separation, New Hire, Birthday's, Work anniversary, Onboarding and attendance. The subject and content of the emails can be configured to the company requirements and the required fields which are to be mentioned in the email can be changed accordingly by drag and drop of the fields. Note: While configuring a template, select the fields (ex: Admin name, Manager name etc.) that are part of the concerned workflow only, else it would be displayed as N.A. For example, an employee is resigning, if a mail must be triggered to the manager but the admin name field is also added in the template, the field would be displayed as N.A. How to access Email Templates? Switch to admin > Settings > Email Templates

EMAIL DIGEST An Email Digest can be created to be sent out to employees on predetermined intervals with their pending Requests and Tasks as a reminder. How to create an Email Digest? Path: Switch to Admin → Settings → Email Digest The Digest can be created by mentioning the Name, Group Company, Frequency, Applicability and Drag and Dropping the Requests or Tasks pending against the employee it is being sent out to.

RECRUITMENT 1. Candidate Decisioning/Tags Candidate Decisioning/tags: This is used to update the status of a candidate by adding tags to them along with specific reasons. Ex: Rejected, On-hold etc. How to create candidate decisioning/tags? Switch to Admin > Settings > Recruitment > Create candidate decisioning/tags > Select the type*(rejected, on hold etc.) > Enter candidate decisioning reason > Save Create Candidate Decisioning/Tags: This option allows you create custom tags that you would like to use to update status of a candidate. 2. Archive Position This option helps companies archive any position that is filled or no longer needs to hire for this position. If needed, it can also be un-archived by the admin. Create reason for archiving: This option allows you to enter the reasons for archiving/deleting a position. How to create reason for archiving? Switch to Admin > Settings > Recruitment > Create reason for archiving > Save Settings

Raise Requisition Unique Roles Add all roles for whom ‘Raise Requisition’ option must be enabled in recruitment. Only roles that have been added to the setting will be able to raise a requisition. Show below fields in raise requisition 1. Show recruitment start date: enabling this will show recruitment start date on the requisition form. 2. Show experience range: enabling this will display experience range required on requisition form. 3. Show salary range: enabling this will display salary range requirement on requisition form. 4. Show comments: enabling this will add a text area for comments. 5. Show asset requirements: enabling this will display asset requirement tab in requisition form. Tab view settings 1. Block IJP Tab: this option removes IJP feasibility for a job. 2. Block Refer Tab: this option removes employee refer option for a job. Stack Ranking Enabling this toggle will allow stack ranking for a job. Duplicity Check Allows Admin to choose options to provide a duplicity check for all candidates. TAT Configuration 1. Start time and end time for calculation must be set Start time can be one of the following: - Requisition Creation Date: Date when the requisition was raised by employee/HOD/Admin

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Requisition Approval Date: Date when the requisition got final approval Hiring Lead Assignment Date: Date when the hiring lead was assigned to the position. If there is no change in Hiring Lead, final approval date of requisition is considered as Hiring Lead assignment date Candidate Application Date: Date when the candidate applied

End time can be one of the following: - Offer Date: Date when the candidate status in Recruitment is changed to ‘Offer Made’ - Offer Acceptance Date: Date when the candidate status in Recruitment is changed to ‘Offer Accepted’ - Added as pending employee: Date when the employee was added on the system. This date is captured only if the employee is added from Recruitment and Offer Letter modules (and not through employee addition or imports) - Employee Activation: Date when the employee was activated on the system. This date is captured only of the employee is added from Recruitment and Offer Letter modules (and not through employee addition or imports) Path (Admin): Settings → Recruitment → Settings

It is recommended not to change the settings for TAT. Note: If TAT setting is changed, actual TAT is recalculated across all candidates in the system and position statuses will change accordingly. How to add hiring leads? How to go back to website link? How to raise requisition unique roles? Switch to admin > Settings > Recruitment > Recruitment access settings There is also an option to add custom fields while raising a requisition Example: - Show recruitment start date - Show salary range - Show experience range etc. How to create custom fields? Switch to admin > Settings > Custom fields > Select field name > Select type > Click on ‘Display In’ drop box > Select recruitment requisition

3. Recruiters These are external recruiters whom you can provide access to for specific job roles in Darwinbox. Here we can add the details of the recruiters who are providing candidates to companies. • • • •

Recruiter name: To enter the name of the recruiters or third-party vendors Recruiter email: To enter the email ID of the recruiter Recruiter password: To create a password for the recruiter Allow jobs: Select the job positions for which the recruiter is providing candidates

How to add recruiter name? How to add recruiter email? How to add recruiter password? How to allow jobs associated to recruiters? Switch to admin > Settings > Recruitment > Recruiters > Add recruiters name, email, password >Save 4. Job portals Here we can add the names of the job portals from which we receive the resumes of candidates? How to add portals? Switch to admin > Settings > Recruitment > Job portals 5. Evaluation forms These are the forms that are used to measure the assessment of a candidate. • Adding an evaluation by giving it a name. There are 3 columns that needs to be filled under this. • Assessment: Write the skill on which he/she is being assessed • Unit of measure: The unit on which their skill is being measured • Example: From 1 to 10, either or, less or more • Weight: Enter the weight of the assessment criteria How to add an evaluation form? Switch to admin > Settings > Recruitment > Evaluation forms > Add evaluation form 6. Hiring Workflow This is the section where you can define the workflow for your recruitment process. We have a default workflow that we follow but this can be changed while creating the job.

How to edit a workflow? Switch to admin > Settings > Recruitment > Hiring workflow 7. Auto Job ID Here you have the option to enable/disable auto numbering of job IDs How to enable auto numbering of job IDs? Switch to admin > Setings > Recruitment > Auto Job ID

8. Employer Brand Settings Banner images can be added to the candidate pages which will also apply to onboarding. If no banner images are added, the screen automatically adjusts. Path (Admin): Settings → Recruitment → Employee Brand Settings The banners are displayed in a carousel view. 9. Auto Numbering Requisition ID Auto-numbering can be set to all requisitions by using this feature. User can search by the Requisition ID in Requisitions page. This Requisition ID will flow to Jobs, Offer, Requisition Roster, Position Roster and Requisition Export.

Additional Features 1. Inactive session expiry We can configure if we want to enforce expiry of inactive session in an instance. At tenant level, we can configure 1. Duration for expiry of session in minutes (integer) – Duration after which we must expire the inactive session 2. Redirection URL – URL where we must redirect the user once the session is expired. Note: 1. Inactive session is identified based on last action (click/typing) on the instance and not by scrolling. 2. After the set duration, redirection/logout happens on next click and not automatically after the duration. If no action is taken, the user can still just view the page without taking any action.

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Search and Select in Settings

Search and select has been implemented across all the settings. Entire list of fields where this has been implemented is available here. Sample case: Path (Admin): Settings → Company → Profile → State

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Bank IFSC code validation Bank name and IFSC code will be validated against curated master list to avoid wrong or random entries.

Note: 1. The curated list of bank name and IFSC codes will be shared with customer success team for imports and their internal reference. 2. Since we are providing curated list now, Banks will be available as a drop down and earlier entries will be lost while editing unless updated specifically. Please take backups for future reference.