Help Category: User Manual

Glossary

A comprehensive reference for payroll and HR terminology used in INDPayroll:

Term Definition
DOJ Date of Joining of an employee in the organization.
CTC Cost to Company: Total salary + benefits provided to the employee.
HRA House Rent Allowance: Component of salary for accommodation expenses.
PF Provident Fund: Employee & employer contribution for retirement benefits.
ESI Employee State Insurance: Social security scheme for health and medical benefits.
PT Professional Tax: State-level tax applicable on salary.
TDS Tax Deducted at Source: Income tax deducted by employer and remitted to government.
OT Overtime Payment: Additional pay for hours worked beyond standard hours.
Salary Template Predefined structure for earnings and deductions assigned to employees.
Payroll Period The specific time frame for which payroll is processed (monthly/bi-monthly).
Audit Trail Log of all system changes and modifications for compliance and traceability.
NEFT/RTGS Bank transfer mechanisms for salary disbursement.

Common Issues & Resolutions

INDPayroll provides solutions to common payroll, employee, and system-related issues. Each solution includes step-by-step guidance to ensure smooth operations.

Common Issues & Resolutions

Issue Possible Cause Step-by-Step Resolution
Forgot Password Incorrect login credentials or expired password 1. Click “Forgot Password” on the login page.
 2. Enter registered email or mobile number.
 3. Receive OTP/Reset link and follow instructions.
 4. Login using the new password.
Payslip Not Generated Payroll not approved or employee inactive 1. Navigate to Payroll > Run Payroll > Preview.
 2. Verify that payroll for the employee is approved by HR & Finance.
 3. Check employee status (Active/Inactive).
 4. Regenerate payslip if necessary.
Employee Missing from Payroll Incorrect salary template assignment or inactive profile 1. Navigate to Employees > Manage Employee.
 2. Ensure the employee is active.
 3. Assign the correct salary template.
 4. Re-run payroll for the period.
Payroll Calculation Errors Attendance mismatch, leave errors, or statutory misconfiguration 1. Review Attendance & Leave Integration.
 2. Verify all salary components are correct.
 3. Check PF/ESI/TDS configuration.
 4. Apply corrections and reprocess payroll.
Bank Transfer Failure Incorrect bank details or rejected NEFT file 1. Verify employee bank account number & IFSC.
 2. Export a new NEFT/RTGS file.
 3. Upload to the bank portal and confirm status.
System Performance Issues Browser cache, slow internet, or outdated browser 1. Clear browser cache and cookies.
 2. Use latest browser versions (Chrome, Edge, Firefox).
 3. Ensure stable internet connection.

Security Best Practices

To maximize data protection:

  • Grant least-privilege access
  • Review user permissions quarterly
  • Remove access immediately during offboardin
  • Enable 2FA for all managers and admins
  • Monitor audit logs regularly
  • Use strong, unique passwords for each user
  • Do not share admin accounts.

Audit Trails & Access Logs

INDPayroll maintains a complete record of all user activity:

  • Login & logout timestamps
  • Changes made to employee records
  • Payroll modifications
  • Approval actions
  • Error or access-denial logs

These logs support:

  • Internal audits
  • Compliance verification
  • Fraud prevention

Authentication & Security Policies

INDPayroll follows stringent security practices to protect sensitive payroll data.

A. Password Security

  • Enforce strong password requirements (uppercase, lowercase, numbers, symbols)
  • Automatic password expiration cycles
  • Prevent reusing the last 3–5 passwords

B. Two-Factor Authentication (2FA)

Admins can enable 2FA for enhanced protection. Methods include:

  • Email OTP
  • SMS OTP
  • Authenticator App (if enabled)

C. Session Management

  • Automatic session timeout after inactivity
  • Browser/device session limit per user
  • Real-time session logs for monitoring unusual access

D. IP & Device Restrictions (Optional Feature)

To enhance security, administrators can restrict system access based on:

  • Whitelisted IPs (office network only)
  • Registered devices or browsers

Add, Manage & Remove Users

The INDPayroll Admin Panel provides centralized control to create, update, and deactivate users. This ensures that only authorized personnel can access payroll information and perform sensitive actions.

Access Path

Navigate to:  Admin → User Management

A. Adding New Users

Administrators can create new accounts for HR, Finance, Managers, and other authorized staff.

Steps to Add a User

  1. Click Add New User
  2. Enter the following user details:
    • Full Name
    • Employee ID (if applicable)
    • Official Email Address
    • Mobile Number
    • Department/Designation
  3. Assign Role & Permissions
  4. Set a temporary password or send a system-generated password to the user’s email
  5. Click Save & Invite User

Role-Based Access Levels

INDPayroll supports multiple permission tiers, such as:

  • Super Admin: Full access to organization, payroll, and security settings
  • HR Manager: Employee management, payroll processing, attendance, leaves
  • Finance Manager: Salary approvals, statutory filings, disbursements
  • Payroll Executive: Day-to-day payroll operations without system-wide controls
  • Viewer/Read-Only: Restricted to reports and non-editable views

Best Practice

Assign each user only the minimum necessary permissions to perform their job role. This reduces risks and improves compliance.

B. Editing Existing Users

To modify user details or update permissions:

  1. Go to User List
  2. Select the user to edit
  3. Update email, phone, role, or department
  4. Save changes

Use this function when employees change roles, shift departments, or are given additional responsibilities.

C. Deactivating or Removing Users

User deactivation is critical when:

  • Employees leave the organization
  • Contract/temporary staff complete their tenure
  • Roles change and access must be restricted

Steps to Deactivate a User

  1. Open the user’s profile
  2. Click Deactivate
  3. Confirm the action

Deactivated users:

  • Cannot log in
  • Cannot access any payroll data
  • Are retained in the audit logs for compliance tracking

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Subcategory: Employee Self-Service & Engagement

Subcategory: Introduction to Payroll

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Subcategory: Company Setup

Subcategory: Employee Management

Subcategory: Getting Started

Subcategory: Glossary

Subcategory: Import & Export

Subcategory: Introduction

Subcategory: Payroll Configuration

Subcategory: Payslips & Disbursement

Subcategory: Reports & Analytics

Subcategory: Running Payroll

Subcategory: Statutory Compliance & Reports

Subcategory: Troubleshooting

Subcategory: User Management & Security