Staff Self-Service Portal

Empower staff with secure self-service access to profiles, payslips, leave requests, attendance history, training records, and documents.

Portal Overview

The Staff Self-Service Portal gives every employee secure, independent access to their employment information without requiring HR intervention. Staff access the portal through a dedicated URL provided by your organization.

3-Factor Login

Staff authenticate using the same 3-factor system as clock-in:

1. Staff ID — Enter their unique employee identifier
2. Year of Birth — 4-digit birth year as registered
3. Phone Number — Registered mobile number

After successful authentication, a session is created that expires after the configured timeout period (default: 30 minutes of inactivity).

Profile View

Staff can view (but not edit) their employment profile:

• Personal information (name, photo, contact details)
• Employment details (department, branch, job title, start date)
• Reporting manager
• Staff ID and employment status
• Emergency contact information

To request profile changes, staff submit a change request that goes to HR for approval.

Payslip Access

When payroll is processed and marked as paid, payslips become available in the portal:

• View monthly payslips with full breakdown (basic salary, allowances, deductions, net pay)
• Download payslips as PDF
• View historical payslips (up to 24 months)
• Year-to-date earnings summary
• Tax deduction certificates for annual filing

Leave Request Submission

Staff can submit leave requests directly from the portal:

1. Navigate to Leave in the portal menu
2. Click Request Leave
3. Select leave type (Annual, Sick, Maternity/Paternity, Compassionate, Study, Unpaid)
4. Select start date and end date
5. Enter reason for leave
6. Attach supporting documents if required (e.g., medical certificate for sick leave)
7. Submit — request goes to reporting manager for approval

Leave Balance Display

The leave section prominently displays current balances:

• Annual leave: days remaining / total allocation
• Sick leave: days used / annual limit
• Other leave types with respective balances
• Pending requests that will reduce balance if approved
• Leave history showing all past requests and their status (Approved/Rejected/Cancelled)

Attendance History

Staff can review their own attendance records:

• Calendar view showing present (green), late (yellow), absent (red), and leave (blue) days
• Monthly summary with total present, late, and absent counts
• Clock-in and clock-out timestamps for each day
• Late minutes accumulated
• Attendance percentage for current month and year

Training Records

Access training and assessment information:

• Assigned assessments with status (Pending, Completed, Expired)
• Launch assessments directly from the portal
• View past assessment results and scores
• Compliance certification status (valid/expiring dates)
• Training completion history

Document Access

Documents delivered to the staff member appear in the portal:

• Offer letters, promotion letters, and other official correspondence
• Documents requiring OTP verification for first access
• Download documents as PDF
• Document receipt acknowledgment (staff confirms they've read the document)

Certificate Printing

Staff who have earned compliance certificates can:

• View all earned certificates with validity dates
• Download certificates as high-resolution PDF
• Print certificates directly from the browser
• See upcoming renewal requirements for expiring certificates