Your first hour, step by step.

Open Employees and choose Add employee. Only the full name is needed to start; fill in the rest now or later.

• Email or mobile number: needed to invite them to the employee app in step 2. An email lets Stafrix send the invite for you.
• Shift: their working hours (step 3). People without one follow your default hours.
• Monthly salary and allowance (owners and admins): payroll works pay out from these and their attendance.
• Department or branch, designation and joining date: useful for filters, payslips and letters.

Many people to add? On the Intelligence plan, admins can choose Import on the Employees page to bring them in from an Excel or CSV file. Stafrix matches your columns and shows any problems before anything is saved.

Each employee gets their own account in the Stafrix app: they see their attendance, apply for leave, download payslips and, when you turn it on in step 4, check in from their phone.

1. Invite everyone at once

   Your dashboard shows how many employees haven't been invited yet. Choose Invite all and everyone with an email address gets an email with a link to set their password.
2. Or one by one

   On Employees, everyone not invited yet has an Invite button on their row. For someone without an email, Stafrix gives you the link to send on WhatsApp instead.
3. They set a password

   The link works once, for 7 days. On a phone with the Stafrix app installed it opens the app. Once they've signed in, the Employees page shows them as Active; until then, Invited.

They can use the Stafrix app on Android, or open the employee portal in any phone's browser. A link that has expired can be sent again from the employee's page, and so can a password reset link.

A shift is when someone is expected at work. Stafrix uses it to mark people late, to close a day nobody punched out of, and to count overtime. Open Shifts.

1. Name it

   For example “General”, “Morning” or “Night”.
2. Set the hours for each weekday

   Turn days on or off and set start and end times. Days can differ, like a half day on Saturday.
3. Set the grace periods

   Late after (min): arriving within this many minutes of the start still counts as on time. Early exit before (min) works the same way at the end of the day.
4. Assign it

   Choose the shift on each employee’s record. Everyone else follows your default hours.

Weekly days off (for example Sunday) and what counts as a full day are under Settings → Work hours & days off. Overtime pay is under Settings → Overtime & fines: by default it's paid at 2× after a manager approves it.

Every check-in and check-out is a punch. Your team can punch from their own phone, from a fingerprint or card terminal, or both. Managers can also add or correct a punch on any day.

From their phone

1. Turn it on

   Open Settings → Phone check-in and turn on Allow check-in from a phone.
2. Set your workplace

   Stand at the workplace with your phone and tap Use my current location, then choose how far from it check-in works (100 to 200 m suits most sites). Save.
3. Your team swipes

   In the app, an employee swipes to check in when they arrive and swipes again to check out. It only works inside the distance you set, and their location is read only at that moment, never in the background.

To stop people checking in for each other, the same page offers Fingerprint or face on their own phone and a selfie with every check-in (Business plan and above), and One phone, one person on every plan.

At a fingerprint or card terminal

A Stafrix terminal sits at your entrance and records punches even when the internet is down. Terminals are set up with our help: write to us and we'll pair one with your workspace. Once it's paired, a Devices page appears in your menu, and then:

• Fingerprints: open an employee’s page and choose Enroll fingerprint, then ask them to place their finger on the terminal.
• Cards: type the number of their card into RFID card number on their record.
• Each scan is a punch: the first of the day checks them in and the next checks them out. The terminal’s screen shows whether they’re in or out.

Forgot to punch out?

Stafrix closes the day for them, by default 2 hours after their shift ends, and pays up to the shift end. A manager can settle it differently under AttendanceForgotten punch-outs. A missed punch can be asked for from the app and approved under Corrections.

1. Add your holidays

   On Leaves & Holidays, add festivals and office-closed days for the year, such as Diwali. Holidays are paid for everyone.
2. Employees apply in the app

   They choose the dates and the kind of leave in the Leaves tab of their app. Requests show under Action needed on your dashboard and on Leaves & Holidays, and managers are notified.
3. Approve or decline

   Approve with full pay, half pay or a percentage, a fixed amount, or unpaid, and approve fewer days than asked if you need to. The employee sees the decision in their app, and you can email it to them too.

Managers can also record leave for someone directly, and every decision can be undone.

Pay is worked out from attendance: each day earns its share of the month’s salary (a full or partial day, paid leave, a holiday or a weekly off), overtime and allowances are added, and deductions are taken off. Owners and admins open Payroll and pick the month.

1. Clear the approvals

   Decide the month’s leave, missed punches, forgotten punch-outs and overtime. Anything still waiting is flagged.
2. Read the payroll checks

   Stafrix flags people with no salary or no paid days, unusual deductions, a net pay far from last month’s, and missing check-outs or bank details.
3. Export and pay

   Export Excel downloads the month, with every person’s earnings, deductions and net payout. Pay salaries from your bank as usual.
4. Send payslips

   Email one payslip or all of them. If you share payslips in the employee app, employees can open and download them there too.
5. Close the month

   Close month keeps its payslips exactly as paid, so a later change never alters what people received. An admin can reopen it if something really must change.

PF, ESI and Professional Tax (Business plan and above) are set under Settings → PF, ESI & tax. Advances, loans and fines have their own Deductions page. Incentives and bonuses are added under Incentives & bonuses. The full routine is in Run payroll.