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Table of Contents
Prerequisite Skills...................................................................................................................................................... 8
How to Use This Guide ............................................................................................................................................. 8
1. Getting Started ...................................................................................................................................................... 9
1.1 What are the roles available in Sentrifugo? ....................................................................................................... 9
1.1.1 Super Admin ................................................................................................................................................ 9
1.1.2 Default Role Groups in Sentrifugo ............................................................................................................... 9
1.2 How do I log in to Sentrifugo? .......................................................................................................................... 10
1.2.1 Super Admin .............................................................................................................................................. 10
1.2.2 Employees/Users ....................................................................................................................................... 12
1.3 How do I set up Sentrifugo? ............................................................................................................................. 13
1.3.1 Configuration Wizard ................................................................................................................................. 13
1.4 How do I add Employees to Sentrifugo? .......................................................................................................... 18
1.4.1 Adding Organization Head (Employee #2)................................................................................................. 19
1.4.2 Adding Other Employees ........................................................................................................................... 19
1.4.3 Adding Employees in Bulk.......................................................................................................................... 22
1.5 How do I add Business Units and Departments (without using configuration wizard)? .................................. 23
1.5.1 Adding Business Units................................................................................................................................ 23
1.5.2 Adding Departments.................................................................................................................................. 24
1.5.3 No Business Unit ........................................................................................................................................ 25
1.6 How do I add Job Titles and Positions? ............................................................................................................ 26
1.6.1 Adding Job Titles ........................................................................................................................................ 27
1.6.2 Adding Positions ........................................................................................................................................ 27
2. Dashboard ............................................................................................................................................................. 29
2.1 How do I add Widgets? ..................................................................................................................................... 29
2.2 How do I add Shortcuts?................................................................................................................................... 31
2.3 How do I add Announcements? ....................................................................................................................... 34
2.4 How do I add Birthday Announcements? ......................................................................................................... 35
3. Leave Management ............................................................................................................................................. 38

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 3.1 How do I configure Leave Management Settings? ........................................................................................... 39
3.2 How do I create Leave Types? .......................................................................................................................... 40
3.3 How do I allocate Leave to Employees? ........................................................................................................... 41
3.4 How do I deduct Leaves from an Employee? ................................................................................................... 44
3.5 How do I create HR Email Group for Leave Management? .............................................................................. 46
3.6 How do I raise a Leave Request? ...................................................................................................................... 47
3.7 How do I cancel a Leave Request?.................................................................................................................... 50
3.8 How do I Approve/Reject an Employees Leave Request? ............................................................................... 52
3.9 How do I view the Approved Leaves and Leave Requests of all the employees reporting to me? ................. 53
3.10 How do I view my own Leave(s)/Leave Request(s)? ...................................................................................... 56
3.11 How do I create Holiday Groups? ................................................................................................................... 58
3.12 How do I create Holidays? .............................................................................................................................. 58
3.13 How do I assign Holidays to Employees?........................................................................................................ 59
4. Self Service........................................................................................................................................................... 63
4.1 Leave Requests ................................................................................................................................................. 63
4.2 How do I view My Details? ............................................................................................................................... 63
4.3 How do I view My Holiday Calendar? ............................................................................................................... 69
4.4 How do I view My Team details? ...................................................................................................................... 69
5. Service Request ................................................................................................................................................... 71
5.1 How do I create Service Request Categories? .................................................................................................. 72
5.2 How do I create Service Request Types? .......................................................................................................... 73
5.3 How do I configure Service Request settings? ................................................................................................. 74
5.4 Who are Approvers, Executors and Viewers? .................................................................................................. 75
5.5 How do I raise a Service Request? .................................................................................................................... 75
5.6 How do I view my Service Requests? ............................................................................................................... 76
5.7 How do I execute a Service Request? ............................................................................................................... 77
5.8 How do I approve a Service Request as Management (Approver)/Manager?................................................. 80
5.9 How do I close a Service Request as an Executor? ........................................................................................... 81
6. HR .......................................................................................................................................................................... 83
6.1 Adding Employees ............................................................................................................................................ 83
6.2 How do I manage Roles & Privileges? .............................................................................................................. 83
6.3 How do I add External Users? ........................................................................................................................... 86
6.4 Holiday Management ....................................................................................................................................... 87
6.5 Leave Management .......................................................................................................................................... 87

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 6.6 Employee Configuration ................................................................................................................................... 87
6.6.1 How do I select Employee Tabs? ............................................................................................................... 88
6.6.2 How do I set Employee Configuration? ..................................................................................................... 89
6.6.3 How do I configure Identity Documents settings? .................................................................................... 91
7. Recruitments........................................................................................................................................................ 93
7.1 How do I create a Job Requisition/Opening? ................................................................................................... 94
7.2 How do I Approve/Reject a Requisition/Opening? .......................................................................................... 96
7.3 How do I enter a Candidates details? .............................................................................................................. 97
7.4 How do I Schedule an Interview? ..................................................................................................................... 99
7.5 How do I provide Feedback for an Interview?................................................................................................ 100
7.6 How do I select/reject a Shortlisted Candidate? (Managements Final Approval) ........................................ 102
7.7 How do I add a Candidate as an Employee?................................................................................................... 103
8. Background Check ............................................................................................................................................. 107
8.1 How do I add a Screening Type? ..................................................................................................................... 108
8.2 How do I add an Agency? ............................................................................................................................... 109
8.3 How do I select an Employee/Candidate for Screening? ............................................................................... 111
8.4 How do I set up HR and Management Group Emails? ................................................................................... 113
8.5 How do I provide Feedback as an External User? .......................................................................................... 114
8.6 How do I close a Background Check Process? ................................................................................................ 116
9. Organization ....................................................................................................................................................... 120
9.1 How do I view/edit information about my Organization? ............................................................................. 120
9.2 How do I view my Organization Structure? .................................................................................................... 121
9.3 How do I view my Organization Hierarchy? ................................................................................................... 122
9.4 How do I add Announcements? ..................................................................................................................... 123
9.5 How do I add Policy Documents? ................................................................................................................... 124
9.6 How do I view Policy Documents? .................................................................................................................. 125
10. Analytics ........................................................................................................................................................... 127
10.1 How do I view/generate Reports? ................................................................................................................ 127
11. Site Config ........................................................................................................................................................ 130
11.1 How do I view/edit Site Preferences? .......................................................................................................... 130
11.2 How do I set General Site Preferences? ....................................................................................................... 131
11.3 How do I set Identity Codes? ........................................................................................................................ 133
11.4 What should I do if my Country/State/City are not available in Sentrifugo? ............................................... 134
11.5 How do I add Currency and Currency Conversions? .................................................................................... 135

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 12. Modules ............................................................................................................................................................. 137
13. Logs.................................................................................................................................................................... 137
13.1 How do I view Activity Logs? ........................................................................................................................ 137
13.2 How do I view User Logs? ............................................................................................................................. 138
14. Expenses ........................................................................................................................................................... 139
14.1 How do I add an Expense Category? ............................................................................................................ 140
14.2 How do I add a Payment Mode? .................................................................................................................. 142
14.3 How do I add an Expense? ............................................................................................................................ 143
14.4 How do I submit an Expense for approval? .................................................................................................. 145
14.5 How do I export an Expense? ....................................................................................................................... 146
14.6 How do I clone an Expense? ......................................................................................................................... 147
14.7 How do I approve/reject Employee Expenses? ............................................................................................ 149
14.8 How do I forward an Expense to another Manager? ................................................................................... 150
14.9 How do I upload Receipts? ........................................................................................................................... 153
14.10 How do I download my Receipts? .............................................................................................................. 154
14.11 What are Unreported Receipts? ................................................................................................................. 155
14.12 How do I add Receipts to Expenses/Trips?................................................................................................. 156
14.13 How do I delete a Receipt? ......................................................................................................................... 158
14.14 How do I create a Trip? ............................................................................................................................... 159
14.15 How do I allot an Advance to an Employee? .............................................................................................. 160
14.16 How do I view the Advance allotted to me? .............................................................................................. 161
15. Assets ................................................................................................................................................................ 164
15.1 How do I create an Asset Category? ............................................................................................................. 165
15.2 How do I add an Asset? ................................................................................................................................ 166
15.3 How do I view my Asset(s) details? .............................................................................................................. 168
15.4 How do I raise a Service Request related to my Asset? ............................................................................... 169
16. Appraisals ......................................................................................................................................................... 170
16.1 How do I add Parameters? ........................................................................................................................... 171
16.2 How do I add Questions? .............................................................................................................................. 172
16.3 How do I add Skills? ...................................................................................................................................... 173
16.4 How do I add Ratings? .................................................................................................................................. 174
16.5 How do I Initialize an Appraisal process? ..................................................................................................... 175
Step 1: Initialization .......................................................................................................................................... 176
Step 2: Configure Line Managers...................................................................................................................... 177

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 Step 3: Configure Appraisal Parameters........................................................................................................... 182
16.6 How do I undo/discard Line Manager Configuration? ................................................................................. 187
16.7 How do I set additional appraisal questions as a Manager? ........................................................................ 188
16.8 How do I enable the appraisal to Employees? ............................................................................................. 191
16.9 How do I view a Managers Status? .............................................................................................................. 192
16.10 How do I provide Self Appraisal? ................................................................................................................ 193
16.11 How do I provide appraisal ratings and comments for an Employee?....................................................... 194
16.12 How do I check Employee Status? .............................................................................................................. 196
16.13 What is Feedforward? ................................................................................................................................ 196
16.14 How do I add Questions for Feedforward? ................................................................................................ 196
16.15 How do I initialize Feedforward? ................................................................................................................ 198
16.16 How do I Appraise my Manager? ............................................................................................................... 200
16.17 How do I view Managers Feedforward details? ........................................................................................ 200
16.18 How do I view Employee Feedforward Status? .......................................................................................... 202
16.19 How do I view my Appraisal History? ......................................................................................................... 203
16.20 How do I view my teams Appraisal History? ............................................................................................. 204
17. Disciplinary Incident Management ............................................................................................................... 207
17.1 How do I create a Violation Type? ................................................................................................................ 207
17.2 How do I raise a disciplinary incident? ......................................................................................................... 209
17.3 How do I view my disciplinary incidents? ..................................................................................................... 211
17.4 How do I view my team members (employees) disciplinary incidents? ..................................................... 212
17.5 How do I provide my appeal statement? ..................................................................................................... 214
17.6 How do I provide an appeal statement for another employee? .................................................................. 215
17.7 How do I take a corrective action against an employee? ............................................................................. 216
17.8 How do I print my disciplinary incident? ...................................................................................................... 217
17.9 How do I print an employees disciplinary incident?.................................................................................... 218
18. Exit Procedure ................................................................................................................................................. 220
18.1 How do I configure Exit Types?..................................................................................................................... 221
18.2 How do I configure Exit Questions?.............................................................................................................. 222
18.3 How do I configure Settings? ........................................................................................................................ 223
18.4 How do I initiate an Exit Procedure? ............................................................................................................ 224
18.5 How do I approve an Exit Procedure? .......................................................................................................... 225
18.6 How do I provide the final approval for an employees Exit Procedure? ..................................................... 227
18.7 How do I enable Questions for the Exit Interview? ...................................................................................... 228

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 18.8 How do I answer Questions for the Exit Interview? ..................................................................................... 230
18.9 How do I view an employees Exit Interview feedback? .............................................................................. 231
19. Additional Features ........................................................................................................................................ 232
Upload Employees Profile Photo ......................................................................................................................... 233
HR Configuration Wizard ...................................................................................................................................... 233
Create New Shortcut Button ................................................................................................................................ 235
Contacts ................................................................................................................................................................ 236

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 Introduction
This is a post installation guide to provide users information on how to use Sentrifugo easily. If you require
instructions for installing Sentrifugo, please follow this link: http://www.sentrifugo.com/installation-guide.

This guide comprises of a detailed description of Sentrifugos features, capabilities, and step-by-step procedures
to use this application efficiently.

Prerequisite Skills
Sentrifugo end users do not require any specialized or additional technical skills to use the application.

How to Use This Guide

We would recommend you to follow this guide in a sequential order of the chapters. The chapters have been
placed in a progressive order to help you to use Sentrifugo optimally. Sentrifugo 3.0 User Guides chapters
consist of How to questions to make it easier for users to locate solutions for their queries. Following are
some of the frequently used conventions across the user guide:

Convention/Icon Description
Tip icon used in this document to highlight easy
to use tips, to simplify your Sentrifugo
experience.

Note icon used in this document to highlight

important points.

View icon used in Sentrifugo application

Edit icon used in Sentrifugo application

Delete icon used in Sentrifugo application

More actions icon used in Sentrifugo application

Information icon used in Sentrifugo application.

Hover the mouse pointer over this icon to view
a brief description for an option
Enable/Edit/View Questions icon used in
Sentrifugo application.

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 1. Getting Started

1.1 What are the roles available in Sentrifugo?

1.1.1 Super Admin

Super Admin installs the application and provides his email credentials while installing. He/she is responsible for
setting up and configuring the application to make it ready for use. The Super Admin will be the first employee in
the application, for example: EMP0001 or SENT0001. However in Sentrifugo, the Super Admin will not be included
in the organizations employees list. The employees list starts from the second employee (Organization Head).

The Super Admin has unlimited access over the entire application. In other words, he/she has full control, and is
responsible for administering Sentrifugo.

Since the Super Admin will not be included in the employees list, he/she will not be
able to perform employee actions like raising a leave request, service request,
submitting timesheets etc. You can add another employee to Sentrifugo for the
Super Admin user, with his/her actual details like Name, Job Title, Reporting
Manager etc.

1.1.2 Default Role Groups in Sentrifugo

There are 6 main role groups available by default in Sentrifugo:

Management
Manager
HR
Employee
System Admin
External User

Within each role group a maximum of 5 role groups can be created. For example:

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 Management

Board of Senior Managing

Stakeholders Senior Directors
Directors Management Directors

1.2 How do I log in to Sentrifugo?

1.2.1 Super Admin

After installing Sentrifugo your (Super Admin) credentials will be sent to your email address and will also be
available in a downloadable PDF file. To access the application follow the link provided on the screen after
installation.

Please refer Figure 1.

Figure 1

a. Super Admin login credentials

b. Follow this link to open the application
c. Download PDF file containing login credentials

Super Admin receives the below email:

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 Please refer Figure 2.

Figure 2

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 1.2.2 Employees/Users
After the HR/Management/Super Admin adds you to Sentrifugo, your credentials will be sent to your provided
email address. You can access the application through the link provided in the email containing your credentials.

Please refer Figure 3.

Figure 3

The link leads you to the Sentrifugo login screen.

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 You can log in using your employee ID or your registered email address.

1.3 How do I set up Sentrifugo?

The Super Admin can begin setting up Sentrifugo by using the Configuration Wizard.

1.3.1 Configuration Wizard

Configuration Wizard allows you to configure settings that reflect requirements unique to your organization and
make your application ready to use. Configuration Wizard is the first screen that is displayed if you are logging
into the application for the first time.

Information is gathered in 5 steps.

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 Step 1: Modules

Please refer Figure 4.

Figure 4

a. All the modules are displayed in a circular representation

b. Click on a module icon to activate or inactivate a module
c. Click SAVE button to apply the changes made
d. Click Next button to proceed to the next step
e. Click Configure Later and you will be redirected to the dashboard and you can complete the Configuration
as per your convenience
f. Click Back To Site button and you will be redirected to the dashboard. The next time you log in, it will
resume from where you had discontinued earlier in the configuration wizard.

Step 2: Site Config

Please refer Figure 5.

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 Figure 5

g. Make changes to the Site Configurations based on your organization preferences

h. Click Add Time Zone to add the required time zone

When you click Add time Zone another window will pop up which will let you select the time zone(s) you require
in your organization.

Step 3: Organization

Please refer Figure 6.

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 Figure 6

i. Click Add Country to add the required country

j. Click Add State to add the required state
k. Click Add City to add the required city
l. Enter information about your organization

After saving your organizations details, an ADD Employee button will appear on the top right corner of the
configuration wizard screen. However, it is not mandatory to add an employee in this step, you can even add an
employee after the entire configuration is completed.

If you want to add an employee please refer to section 1.4 How do I add employees to Sentrifugo?

Step 4: Business Units

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 You can create business units and departments here.

Please refer Figure 7.

Figure 7

m. Create a new business unit by giving its name and street address.
n. Create a new department within the business unit
o. Add another department (To have multiple departments under a business unit)
p. Click here to add the first employee (organization head)

Step 5: Service Request

Please refer Figure 8.

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 Figure 8

q. Create a new service category

r. Create a new request type
s. Add another request type

Click Back To site to go back to the applications dashboard and exit the configuration wizard.

Ensure that you always after entering details in each

section of the Configuration Wizard and only then proceed.

1.4 How do I add Employees to Sentrifugo?

Gathering management details is an important aspect of an organization. The first employee you add will be the
Organization Head.

You can add other employees only after adding

the Organization Head.

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 While adding employees ensure that they align with the hierarchy of your
organization (top down approach). Reporting manager is a mandatory
field, while adding employees.

1.4.1 Adding Organization Head (Employee #2)

On clicking in the configuration wizard screen (refer Figure 8) the below screen will appear:

Please refer Figure 9.

Figure 9

a. Enter the all the mandatory details

b. Position can be configured later
c. Job title can be configured later
d. Go back to the configuration wizard and resume configuring your application

1.4.2 Adding Other Employees

Please refer Figure 10.

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 Figure 10

a. Click HR in the top menu

b. Click +Add button on the right side

Please refer Figure 11.

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 Figure 11

c. The letters in the employee code (configured in Site Config step) will appear by default. You will need to
enter the Employee ID manually.
d. Enter the required details related to the employee
e. Click Save button to add the employee

Only the Super Admins ID number will be fixed as 0001. All the other Employees including the
Organization Head can have customized employee ID numbers. For example:

Super Admin: EMP0001

Organization Head: EMP0022
Manager: EMP345
Employee: EMP90

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 1.4.3 Adding Employees in Bulk
Employees can be added in bulk using the import option. You have to download the import format excel doc, fill it
in with all the employees' details and then import it.

Please refer Figure 12.

Figure 12

a. Click HR in the top menu

b. Click Import Format on the right side above the Employees grid to download the format
c. For further guidance, click on the Help link. You will be directed to the import guide, which will provide
you detailed information on how to add employee in bulk.

Please refer Figure 13 to view the Import Format.

Figure 13

In bulk import, emails containing the credentials will not be sent automatically to the employees. The employee
data will only be saved in the database. In order to send emails, you will need to run the cron job:

http://..(your domain name)../..(your application name)../index.php/cronjob

For example: http://example.com/sentrifugo/index.php/cronjob

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 Please logout of the application and then run the cron job in your browser.

1.5 How do I add Business Units and Departments (without using configuration
wizard)?
Business Units and Departments are the two main organizational units of Sentrifugo. A Business Unit can have
multiple departments and not vice versa. Below is an example of the Organization Structure in Sentrifugo.

1.5.1 Adding Business Units

Please refer Figure 14.

Figure 14

a. Click Organization in the top menu

b. Click on Business Units on the left panel
c. Click on +Add button on the right side

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 Please refer Figure 15.

Figure 15

d. Enter the necessary details

e. Click on Save button to save the Business Unit

1.5.2 Adding Departments

Please refer Figure 16.

Figure 16

a. Click Organization in the top menu

b. Click on Departments on the left menu panel
c. Click on +Add button on the right side

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 Please refer Figure 17.

Figure 17

d. Enter the necessary details

e. Click Save button to create a new department

1.5.3 No Business Unit

If you need only Departments and no Business Units, then you can go for the option No Business Unit. While
creating a Department (refer 1.5.2 Adding Departments) select the option No Business Unit in the Business
Unit field.

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 Please refer Figure 18.

Figure 18

a. Select the option No Business Unit

1.6 How do I add Job Titles and Positions?

Job title is an employees designation and Position is the designation level. For example if the Job title is Software
Engineer, then the Position can be Senior Software Engineer or Associate Software Engineer.

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 1.6.1 Adding Job Titles
Please refer Figure 19.

Figure 19

a. Click HR in the top menu

b. Click Employee Configuration, it will expand to give more menu items
c. Click Job Titles
d. Click +Add button on the right side

Please refer Figure 20.

Figure 20

e. Fill in the required details

f. Click Add Pay Frequency to add different frequency categories like Monthly, Daily etc.
g. Click Save button to create a new job title

1.6.2 Adding Positions

Please refer Figure 21.

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 Figure 21

a. Click HR in the top menu

b. Click Employee Configuration, it will expand to give more menu items
c. Click Positions in the submenu
d. Click +Add button on the right side

Please refer Figure 22.

Figure 22

e. Fill in the required details

f. Click SAVE to successfully create a position.

You can create a Position only after creating a Job Title

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 2. Dashboard
Sentrifugos dashboard enables you to have all the information you need at a glance. You can decide what
elements you need on the dashboard by configuring widgets. You can also view announcements and your
colleagues upcoming birthday.

2.1 How do I add Widgets?

Please refer Figure 23.

Figure 23

You can configure your widgets on your dashboard using the below methods:

a. Click the organization logo on the top left corner (This will take you to the dashboard from any other
screen)
b. Click Click here link at the center of the dashboard

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 Or

c. Click the logged in users name in the top right corner

d. Click Settings in the dropdown
Or

e. Click the gear icon in the bottom left corner

Please refer Figure 24.

Figure 24

(Common for all)

f. Click Widgets button in the settings page

g. Drag and drop the selected menu item(s) in the widgets box
h. Click SAVE button to add Widgets in the Widgets pane

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 2.2 How do I add Shortcuts?
Please refer Figure 25.

Figure 25

You can configure your shortcuts on your dashboard using the below methods:

a. Click the organization logo on the top left corner (This will take you to the dashboard from any other
screen)
b. Click Click here link at the center of the dashboard

Or

c. Click the logged in users name in the top right corner

d. Click Settings in the dropdown
Or

e. Click the gear icon in the bottom left corner

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 Please refer Figure 26.

Figure 26

(Common for all)

f. Click Shortcuts button in the settings page

g. Drag and drop the selected menu item(s) in the widgets box
h. Click SAVE button to add Shortcuts in the Shortcuts pane

This is how your widgets and shortcuts will appear on the dashboard after youve saved them, refer the image
below:

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 Click cancel to exit the Widgets/Shortcuts screen

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 2.3 How do I add Announcements?
Announcements can be created by the Super Admin, Management & HR. The announcements will appear on
every users dashboard.

Please refer Figure 27

Figure 27

a. Click Organization in the top menu

b. Click Announcements on the left menu panel
c. Click +Add button on the right side

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 Please refer Figure 28.

Figure 28

d. Select the Business Unit(s), Department and Title

e. Upload Attachment if required
f. Click Post button to publish the announcements

2.4 How do I add Birthday Announcements?

Birthday updates will be displayed if its any employees birthday on that particular date.

Please refer Figure 29.

Figure 29
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 To add an employees birthday:

a. Click HR in the top menu

b. Click More Actions icon
c. Click Edit icon against any employees name

Please refer Figure 30.

Figure 30

d. Click Personal menu option on the left menu panel (left side of the form)
e. Enter the birth date in the Date of Birth field
f. Click SAVE button

Once the birth dates of employees have been added, a birthday announcement will be displayed on their
birthdays.

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 Please refer Figure 31.

Figure 31

Only the Super Admin and Organization Head can view every employees
birthday announcement. Others can only view birthday announcements of
employees in the same department as them.

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 3. Leave Management
One of the main features available in Self Service is Leave Management. You can raise leave requests and have
them approved by your Reporting Manager/HR. Below is the leave management process flowchart.

Process Description:

A User (Any User who has a reporting manager) raises a leave request.
The User can cancel his leave request unapproved or approved (one day before the leave date)
Either the Reporting Manager or HR can approve/reject/cancel (at any time) the leave request.

After an approved leave request has been cancelled, the leave(s) are
credited back to the users leave balance.

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 3.1 How do I configure Leave Management Settings?
The Super Admin/HR can configure the leave settings and allot leaves for employees. The employees can then
utilize the leaves allotted to them.

Leave Management Options

Please refer Figure 32.

Figure 32

To configure leave management options:

a. Click HR in the top menu

b. Click Leave Management on the left panel
c. Click Leave Management Options in the submenu
d. Click +Add button on the right side

Please refer Figure 33.

Figure 33

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 e. Fill in the required details
f. Allow Leave Transfers: If there are any unused leaves for an employee in the current year, then by using
this option they will be carried forward to the next year
g. Skip Holidays: If a user applies for a vacation which includes any pre-declared holiday, then by using this
option, holiday will be excluded from the vacation days
h. Click SAVE button

If each business unit in your organization has different working days

and hours, then using this option you can configure the settings.

3.2 How do I create Leave Types?

Please refer Figure 34.

Figure 34

a. Click HR in the top menu

b. Click Employee Configuration on the left menu panel
c. Click Leave Types in the submenu
d. Click +Add button on the right side

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 Please refer Figure 35.

Figure 35

e. Fill in the required details

f. Click SAVE button to create a new leave type

The number of days assigned to a Leave Type denotes the maximum

number of days a User can apply for a leave at one go. Its not the total
leave balance for a leave type.

3.3 How do I allocate Leave to Employees?

There are two ways to allocate leaves to employees:

1) Multiple employees at once (according to Business Units and Departments)

2) One employee at a time

Multiple employees at once (according to Business Units and Departments)

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 Please refer Figure 36

Figure 36

a. Click HR in the top menu

b. Click Leave Management in the left side panel
c. Click Add Employee Leave in the submenu
d. Click +Add button on the right side

Please refer Figure 37

Figure 37

e. Select the Business Unit(s)

f. Select the Department(s)

All the employees in the selected Business Unit(s) and Department(s) will be displayed.

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 Please refer Figure 38

Figure 38

g. Click Edit icon

h. Enter the number of leaves for each employee
i. Click SAVE button

One employee at a time

Please refer Figure 39

Figure 39

a. Click HR in the top menu

b. Click More Actions icon

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 c. Click Edit icon

Please refer Figure 40

Figure 40

d. Click Leaves on the left menu panel (left side of the form)
e. Enter the number of days for this employee
f. Click SAVE button

You can allocate leaves to employees only for the current year

3.4 How do I deduct Leaves from an Employee?

Please refer Figure 41

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 Figure 41

a. Click HR in the top menu

b. Click More Actions icon
c. Click Edit icon

Please refer Figure 42

Figure 42

d. Click Leaves on the left menu panel (on the left side of the form)
e. Enter the number of days with a '-' sign preceding the number for the employee
f. Click SAVE button

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 You can add/remove leaves for an employee, whenever required.
(Only for the current year)

3.5 How do I create HR Email Group for Leave Management?

Employees and their reporting managers are informed through email notifications about any action (leave request
raised, leave request approved etc.) taken during the leave cycle. In order to send email notifications to HR also,
you will need to configure an HR email group. If an HR group email is not configured, the following message will
be displayed:

Please refer Figure 43

Figure 43

a. Click Site Config on the top menu

b. Click General on the left menu panel
c. Click Email Contacts in the submenu
d. Click +Add button

Please refer Figure 44

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 Figure 44
e. Select the Business Unit
f. Select Leave Management Group
g. Enter group email id
h. Click SAVE button

Every HR email must be unique for a Business Unit. If repeated, you

will get an error message:

3.6 How do I raise a Leave Request?

Before raising a leave request, ensure that you have been allotted leaves for the current year. If you have not
been allotted leave an information message will be displayed:

To raise a leave request:

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 Please refer Figure 45

Figure 45

a. Click Self Service in the top menu

b. Click Leave Request in the submenu
c. The current month calendar will be displayed on the right side panel
d. Click on previous and next arrow buttons to move to previous or next month
e. Click Apply Leave to apply leave for the current day
f. Click on any date on the calendar plugin to apply for a days leave
g. Click and drag on the dates to apply for a long leave (multiple days)

After e/f/g a small window Create: Leave Request will open.

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 Please refer Figure 46

Figure 46

h. Enter the required details

i. Click APPLY button

Leave requests will be displayed in 'Pending Leaves' until an action is performed by the reporting manager

Please refer Figure 47

Figure 47

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 3.7 How do I cancel a Leave Request?
Employees can cancel an unapproved leave request at any time. Once a leave request has been approved, they
can cancel it only ONE DAY BEFORE the actual leave date. Managers can cancel approved leaves at any time.

Employee
Please refer Figure 48

Figure 48

a. Click Self Service in the top menu bar

b. Click My Leave in the submenu
c. Click Cancel icon in the Action column

A confirmation message will be displayed

Please refer Figure 49

Figure 49

d. Click Yes button to cancel the leave

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 You can view your cancelled leaves in Self Service > Leaves > My Leaves > Cancelled Leaves

Manager
Please refer Figure 50

Figure 50

a. Click Self Service in the top menu bar

b. Click Employee Leave on the left side panel
c. Click More Action button in the Action column

A small pop up window will open.

Please refer Figure 51

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 Figure 51

d. Select Cancel
e. Click SAVE button

3.8 How do I Approve/Reject an Employees Leave Request?

The HR and Employees reporting managers will have the privilege to approve/reject leave requests.

Please refer Figure 52

Figure 52

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 a. Click Self Service in the top menu
b. Click Employee Leave in the submenu
c. Click More Actions button in the Action column

A small pop up window will open.

Please refer Figure 53

Figure 53

d. Select the status

Click SAVE button to complete the selected action.

3.9 How do I view the Approved Leaves and Leave Requests of all the Employees
Reporting to Me?
Reporting Manager can view the approved leaves and leave requests of all the employees reporting to them by
using the calendar plugin.

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 Please refer Figure 54

Figure 54

a. Click Self Service in the top menu

b. Click Leave Request in the submenu
c. Select the option Employee reporting to me

For the day(s) on which employees have taken leave(s) or raised leave request(s), a horizontal bar having the
employees name on it will be displayed across the dates.

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 Please refer Figure 55

Figure 55

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 3.10 How do I view my own Leave(s)/Leave Request(s)?
Please refer Figure 56

Figure 56

a. Click Self Service in the top menu

b. Click Leave Request in the submenu
c. A calendar plugin will be displayed.
d. Select the option Me (It will be selected by default)
e. For the day(s) on which you have taken leave(s)/raised leave request(s), a horizontal bar will displayed
across those dates.
f. You can also see holidays

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 Your leaves requests will be categorized in to 5 types:

Pending Leaves
Canceled Leaves
Approved Leaves
Rejected Leaves
All

Please refer Figure 57

Figure 57

Click on any category to view the leaves accordingly.

An activity log will be displayed for every action performed by user(s) involved in a Leave Management Cycle. This
will provide users more clarity about the status of the process.

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 3.11 How do I create Holiday Groups?
Holiday Groups are useful for organizations having teams located in different countries or which follow different
holiday calendars.

Please refer Figure 58

Figure 58

a. Click HR in the top menu

b. Click Holiday Management on the left menu panel
c. Click Manage Holiday Group in the submenu
d. Click +Add button

Please refer Figure 59

Figure 59

e. Enter the required details

f. Click SAVE

3.12 How do I create Holidays?

Please refer Figure 60

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 Figure 60

a. Click HR in the top menu

b. Click Holiday Management on the left menu panel
c. Click Manage Holidays in the submenu
d. Click +Add button

Please refer Figure 61

Figure 61

e. Enter the required details

f. Add a new Holiday Group
g. Click SAVE button

By providing a Holiday Group name, you will be assigning the Holiday to a Holiday Group.

3.13 How do I assign Holidays to Employees?

Please refer Figure 62

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 Figure 62

a. Click HR in the top menu

b. Click More Actions button in the Action column
c. Click Edit icon

Please refer Figure 63

Figure 63

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 d. Click Holidays on the left menu panel (Forms left side)
e. Select a Holiday Group from the drop down option
f. Create a new Holiday Group

Please refer Figure 64

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 Figure 64

g. A grid containing the holidays in the holiday group will be displayed

h. Click SAVE

The employee will now be able to see holidays on the calendar plugin.

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 4. Self Service
Self-Service enables you to raise and handle leave requests. You can access your personal information, documents
and leave details. You can also check the details of the employees working in your team. A Manager has the
privilege to add Employees to Sentrifugo, provided he/she is their reporting manager.

4.1 Leave Requests

Please refer to Section 3.4 3.8 (3.Leave Management).

4.2 How do I view My Details?

Please refer Figure 65

Figure 65

a. Click Self Service in the top menu

b. Click My Details on the left menu panel

Only the Super Admin/Management/HR has the privilege to

add/edit all employees details.

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 Official

Please refer Figure 66

Figure 66

This option displays all your official details such as Employee ID, Email, and Business Unit etc. You cannot edit/add
any detail except your contact number.

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 Documents

Please refer Figure 67

Figure 67

You can upload documents like birth certificate, degree certificate, tax proof documents etc.

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 Leaves

Please refer Figure 68

Figure 68

You can view the leave limit, number of used leaves and the leave balance for a particular year.

a. Click the view icon to check the break-up of your leaves

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 Salary

Please refer Figure 69

Figure 69

You can view your salary and account details.

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 Personal

Please refer Figure 70

Figure 70

a. Click Edit icon to add or modify any details

You can add or edit details for other submenu options like Contact, Skills, Job History, and Education etc.

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 The submenu options appear depending on the Employee Configuration options selected by the Super
Admin/Management/HR. Please refer section 6.5 How do I add Employee Configuration tabs?

4.3 How do I view My Holiday Calendar?

Please refer Figure 71

Figure 71

a. Click Self Service in the top menu

b. Click My Holiday Calendar on the left menu panel
c. Click View icon in the Action column to view each holidays details

4.4 How do I view My Team details?

This option will appear only for users who have employees reporting to them.

Please refer Figure 72

Figure 72

a. Click Self Service in the top menu

b. Click My Team on the left menu panel

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 c. Click +Add button to add an employee to your team (Refer section 1.4.2 Adding Other Employees)

Or

d. Click View/Edit icon to view or edit employee details

Managers can only add employees to their team in other

words they have to be the employees reporting manager.

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 5. Service Request
Service Request provides access to key services and information which are required by the employees. Configure
the service request workflow without coding or scripting. You can raise and handle service requests. Below is the
service request process flowchart.

Description:

A User (Any User who has a reporting manager) raises a service request.
The Executor(s), Viewer(s) and the User will receive an email notification.
The Executor has 3 options:
o He/she can execute and close the service request
o Request for Management approval
o Request for Users managers approval
The actual execution takes place offline
If the Executor has requested for either Users Reporting Manager or Managements approval, then the
request will only be closed once one/both of them have approved. The Reporting Manager or
Management will receive an email notification if an approval is sought from them by the executor(s).

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 5.1 How do I create Service Request Categories?
Please refer Figure 73

Figure 73

a. Click Service Request in the top menu

b. Click Configuration on the left menu panel
c. Click Categories in the submenu
d. Click +Add button on the right side

Please refer Figure 74

Figure 74

e. Enter the Required details

f. Click SAVE button

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 5.2 How do I create Service Request Types?
Please refer Figure 75

Figure 75

a. Click on the Service Request in the top menu

b. Click Configuration on the left side panel
c. Click Request Type submenu
d. Click +Add button on the right side

Please refer Figure 76

Figure 76

e. Enter the Required details

f. Click ADD NEW REQUEST to add more requests in the same category
g. Click SAVE button

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 5.3 How do I configure Service Request settings?
Please refer Figure 77

Figure 77

a. Click Service Request in the top menu

b. Click Configuration left menu panel
c. Click Settings in the submenu
d. Click +Add button on the right side

Please refer Figure 78

Figure 78

e. Enter the Required details

f. Click SAVE button

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 5.4 Who are Approvers, Executors and Viewers?
Approvers *Management*: They are responsible for providing approval for service requests. Executor(s) send a
request for approval to the Approver(s). You can have a maximum of 3 approvers and a minimum of 1 approver.

Executors *All roles except Management*: They are responsible for executing the service request. The actual
execution takes place offline. You can have any number of executors.

Request Viewers *All roles except Management*: They dont have any responsibility in the service request
process. They can only view the actions taken by the executors and approvers via email notifications. You can
have any number of viewers.

5.5 How do I raise a Service Request?

Please refer Figure 79

Figure 79

a. Click Service Request in the top menu

b. Click My request summary on the left side panel
c. Click +Add button on the right side

Please refer Figure 80

Figure 80
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 d. Fill in the required details
e. Click SAVE button

5.6 How do I view my Service Requests?

Please refer Figure 81

Figure 81

a. Click Service Request in the top menu

b. Click My request summary on the left menu panel

Service Requests have been categorized on basis of their statuses:

All
Open
Closed
Rejected
Cancelled

c. Click on the category you would like to view.

d. Number of tickets present in each category
e. Click on any ticket record to view the details

Please refer Figure 82

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 Figure 82

f. You can view the service request history here

g. Click BACK to return to the service request grid

5.7 How do I execute a Service Request?

If you have been configured as the executor or one of the executors for a service request category, then you will
receive an email when an employee raises a request (Provided the executor and employee belong to the same
Business Unit).

Please refer Figure 83

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 Figure 83

a. Click Service Request in the top menu

b. Click My action summary on the left menu panel
c. Click Open in the submenu
d. Click on any ticket record to view the details

The actual execution takes place offline.

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 Please refer Figure 84

Figure 84

e. Click Close request button to approve/reject the request.

e1. Select an action (Approve/Reject)
e2. Provide comments.
f. Request Management Approval for the service request (They will be the approver(s) selected while
configuring the Service Request Settings)
g. Request Manager Approval for the service request (The employees reporting manager)
h. Click SUBMIT button

Requests can be closed at any point by the executor, except

when Management/Manager approval is pending
.

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 5.8 How do I approve a Service Request as Management (Approver)/Manager?
Please refer Figure 85

Figure 85

a. Click Service Request in the top menu

b. Click My Action Summary on the left side panel
c. Click To approve in the submenu
d. Click on any ticket record to view the details

Please refer Figure 86

Figure 86

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 e. Select any action (Approve/Reject)
f. Provide comments
g. Click SUBMIT button
h. Click BACK button to return to the service request grid

5.9 How do I close a Service Request as an Executor?

If you have requested for approval from either the Management (Approver)/Manager, you will receive an email
notification when they take an action.

Please refer Figure 87

Figure 87

a. Click Service Request in the top menu

b. Click My action summary on the left menu panel
c. Click Pending in the submenu
d. Click on any ticket record to view the details

Please refer Figure 88

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 Figure 88

e. Select an action (Approve/Reject)

f. Provide comments.
g. Click SUBMIT button

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 6. HR
HR (Human Resource) deals with user, leave and holiday management configuration. It stores the employee data
which includes personal, official, experience, documents, education, visa & immigration details etc.

6.1 Adding Employees

Please refer to section 1.4 How do I add employees to Sentrifugo?

6.2 How do I manage Roles & Privileges?

Access to important data must be monitored and restricted to certain users only. Sentrifugo understands your
need for security and enables you to protect your data from unauthorized access through the Access Control
feature.

By using the option Roles & Privileges in the module HR, each role group can be allowed or disallowed to
add/delete/edit/view certain features. Only the Super Admin & Management role group can assign or deny
privileges to users.

As mentioned earlier in section 1.1 What are the roles available in Sentrifugo?, there are 6 main role groups
available by default in Sentrifugo:

Management
Manager
HR
Employee
System Admin
External User

Within each role group a maximum of 5 role groups can be created.

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 To create a new role:

Please refer Figure 89

Figure 89

a. Click HR in the top menu

b. Click Roles & Privileges in the left menu panel
c. Click +Add button on the right side

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 Please refer Figure 90

Figure 90
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 d. Click on the default role you want on the left side
e. Fill in the required details
f. Click on the triangle dropdown icon to view the privilege options
g. Select the modules and their respective privileges you require for this role
h. Click SAVE button

6.3 How do I add External Users?

External Users have limited access to information on Sentrifugo. There are 2 types of External Users in this
application:

Background Check Agency Users

External User (For any purpose suitable for your organization)

For other external roles such as Vendors and Clients, please refer Contacts.

Please refer Figure 91

Figure 91

a. Click HR in the top menu

b. Click Contacts in the left menu panel
c. Click External Users in the submenu
d. Click +Add button on the right side

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 Please refer Figure 92

Figure 92

e. Fill in the required details

f. Click here to change the identity code
g. Click SAVE button

External roles will have only the privilege to view

Organization Details will populate in the drop down option
for field Assign Role.

6.4 Holiday Management

Please refer section 3.11 3.13

6.5 Leave Management

Please refer section 3. Leave Management

6.6 Employee Configuration

This feature will let you choose the tabs such as salary details, holidays, documents etc. to be displayed in every
employee record. You can also configure each tab and add details.

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 6.6.1 How do I select Employee Tabs?
Please refer Figure 93

Figure 93

a. Click HR in the top menu

b. Click Employee Configuration on the left menu panel
c. Click Employee Tabs in the submenu
d. Click Edit icon to configure tabs for employees

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 Please refer Figure 94

Figure 94

e. To enable specific tabs for employees, select individual checkboxes

f. To enable all the tabs for employees, check Check All checkbox
g. Click SAVE button

6.6.2 How do I set Employee Configuration?

Please refer Figure 95

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 Figure 95

a. Click HR in the top menu

b. Click Employee Configuration on the left panel
c. Click any sub menu option you would like to add (We have chosen Employment Status as an example)
d. Click +Add button on the right side panel

Please refer Figure 96

Figure 96

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 e. Enter the required details
f. Click SAVE button

6.6.3 How do I configure Identity Documents settings?

Please refer Figure 97

Figure 97

a. Click HR in the top menu

b. Click Employee Configuration on the left menu panel
c. Click Identity Documents in the submenu
d. Click +Add button on the right side panel

Please refer Figure 98

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 Figure 98

e. Enter document name

f. Select if you require a document to be mandatory or not
g. Select if documents needs to have an expiry date
h. Click SAVE button

Employees will be able to add their documents in Self Service > My Details > Personal > Edit

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 7. Recruitments
Recruitments simplifies your hiring process by giving you the provision to initialize a requisition, manage
candidate CVs, interviews and shortlist/select candidates. Below is the recruitment process flowchart.

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 Description:

A User (Management/Manager/HR) raises a requisition request. According to the number of approvers

selected (Min: 1 Max: 3), the approvers (Management, Manager) have to approve/reject the requisition
request. A requisition can be rejected at any level
After the requisition request has been approved, the HR can enter the details (CV) of the candidate
The HR will then schedule an interview
The interview takes place offline
The interviewer (Management/Manager/HR/Employee) provides the feedback about the candidate
The Management has to give their final consent, they can either approve/reject
Once the Management approves, the HR can add the candidate to the application

7.1 How do I create a Job Requisition/Opening?

Please refer Figure 99

Figure 99

a. Click Recruitments in the top menu

b. Click Openings/Positions on the left menu panel
c. Click +Add button on the right side

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 Please refer Figure 100

Figure 100

d. Requisition ID will be generated automatically

e. Enter the required details
f. Select the approver(s)
g. Click SAVE button

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 7.2 How do I Approve/Reject a Requisition/Opening?
Please refer Figure 101

Figure 101

a. Click Recruitments in the top menu

b. Click Openings/Positions on the left menu panel
c. Click Edit icon in the action column

Please refer Figure 102

Figure 102

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 d. Select an action (Approve/Reject) in the field requisition status
e. Click UPDATE button

7.3 How do I enter a Candidates details?

Please refer Figure 103

Figure 103

a. Click Recruitments in the top menu

b. Click Candidates on the left side panel
c. Click +Add button on the right side

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 Please refer Figure 104

Figure 104

d. Select the Requisition ID

e. Enter Candidates name
f1. Click to upload resume
Or

f2. Click here to enter candidate details in a form

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 g. Click SAVE button

7.4 How do I Schedule an Interview?

Please refer Figure 105

Figure 105

a. Click Recruitments in the top menu

b. Click Interviews on the left menu panel
c. Click +Add button on the right side

Please refer Figure 106

Figure 106

d. Select the Requisition ID

e. Add candidate details if they arent added

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 f. Enter the required details
g. Click SAVE button

The interviewer and candidate will receive email notifications informing them about the interview.

7.5 How do I provide Feedback for an Interview?

Please refer Figure 107

Figure 107

a. Click Recruitments menu option

b. Click Interviews on the left side panel
c. Click Edit icon against an interview

Please refer Figure 108

Figure 108

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 d. Click Edit icon against an interview round

Please refer Figure 109

Figure 109

e. Provide feedback, comments and select the round status

f. Click UPDATE button

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 Please refer Figure 110

Figure 110

g. Click +Add to add another interview round (Provided you have given Schedule for next round as
round status)
h. Provide the interview and candidate status
i. Click UPDATE button

7.6 How do I select/reject a Shortlisted Candidate? (Managements Final

Approval)
Please refer Figure 111

Figure 111

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 a. Click Recruitments in the top menu
b. Click Shortlisted & Selected Candidates on the left menu panel
c. Click Edit icon against a requisition code

Please refer Figure 112

Figure 112

d. Select the status (select/reject)

e. Click UPDATE button

7.7 How do I add a Candidate as an Employee?

After an employee has been selected by the Management. The candidate can be added to Sentrifugo.

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 Please refer Figure 113

Figure 113

a. Click HR in the top menu

b. Click +Add button on the right side

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 Please refer Figure 114

Figure 114

c. Select Interview in the field Mode of Employment

d. The shortlisted candidates names will be populated here, select a candidate from the drop down list
e. Enter all the required details
f. Click SAVE button

An activity log will be displayed for every action performed by user(s) involved in a Recruitment Cycle. This will
provide users more clarity about the status of the process.

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 Sentrifugo 2017 - All Rights Reserved Page 106 of 236
 8. Background Check
Background Check module enables the Pre and Post-Employment screening process. You can configure the
screening types and manage the agencies you wish to work with. Below is the Background Check process
flowchart.

Description:

A User (Management, HR) selects an employee or candidate to have a background check performed on
him/her

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 The User selects the screening type and an agency for that screening type
An External User (Agency User) logs into the application and provide details/feedback about the
employee/candidate.
The User views the feedback and provides his/her own comments.
The User closes the process.

8.1 How do I add a Screening Type?

Please refer Figure 115

Figure 115

a. Click Background Check in the top menu

b. Click Configuration on the left menu panel
c. Click Screening Types in the submenu
d. Click +Add button on the right side

Please refer Figure 116

Figure 116

e. Enter the required details

f. Click SAVE button

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 8.2 How do I add an Agency?
Please refer Figure 117

Figure 117

a. Click Background Check in the top menu

b. Click Configuration on the left menu panel
c. Click Agencies in the submenu
d. Click +Add button on the right side

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 Please refer Figure 118

Figure 118

e. Enter the required details

f. Enter POC (Point of Contact) details
g. Enter Contact Type (The roles created for an external user will be populated here. Please refer section 6.2
How do I add Roles & Privileges)
h. Click SAVE button

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 8.3 How do I select an Employee/Candidate for Screening?
Please refer Figure 119

Figure 119

a. Click Background Check in the top menu

b. Click Screening on the left menu panel
c. Click Employee/Candidate Screening in the submenu
d. Click +Add button on the right side

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 Please refer Figure 120

Figure 120

e. Select an Employee/Candidate
f. Select a Screening Type
g. Choose the agency
h. Click SAVE button

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 8.4 How do I set up HR and Management Group Emails?
Please refer Figure 121

Figure 121

a. Click Site Config on the top menu

b. Click General on the left menu panel
c. Click Email Contacts in the submenu
d. Click +Add button on the right side

Please refer Figure 122

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 Figure 122

e. Select the business unit the HR group

f. Select Background Check HR Group (HR)/ Background Check Management Group (Management)
g. Enter group email id
h. Click SAVE button

Every HR/Management group email must be unique for a Business Unit. If

repeated, you will get an error message saying

8.5 How do I provide Feedback as an External User?

Please refer Figure 123

Figure 123

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 a. Click Background Check in the top menu
b. Click Screening on the left side panel
c. Click Employee/Candidate Screening in the submenu
d. Click Edit icon against an employee/candidate name

Please refer Figure 124

Figure 124

e. Click on the Edit icon against an employee/candidate name in the Background Check Process Grid

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 Please refer Figure 125

Figure 125

f. Upload feedback documents

g. Click SAVE button
h. Enter comments/feedback
i. Click POST button

8.6 How do I close a Background Check Process?

Please refer Figure 126

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 Figure 126

a. Click Background Check in the top menu

b. Click Screening on the left menu panel
c. Click Employee/Candidate Screening in the submenu
d. Click Edit icon against an employee/candidate name

Please refer Figure 127

Figure 127

To close a specific Background process:

e. Click on the Edit icon against an employee/candidate name in the Background Check Process Grid

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 Please refer Figure 128

Figure 128

f. You can upload feedback documents or enter comments

g. Select Complete for the Background Check Status
h. Click SAVE button

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 Please refer Figure 129

Figure 130

To close all Background processes for an employee:

i. Select Complete for the Background Check Status
j. Click SAVE button

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 9. Organization
Organization lets you can manage your organizational information, Business Units and Departments,
Announcements and Policy Documents.

9.1 How do I view/edit information about my Organization?

This information was first given in the Step 3: Organization of the Configuration Wizard.

Please refer Figure 131

Figure 131

a. Click Organization in the top menu

b. Click Organization Info on the left menu panel
c. Your organizations details will be displayed here
d. Click Edit icon to modify details

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 Please refer Figure 132

Figure 132

e. Enter or modify details

f. You can change your company logo
g. Click UPDATE button

Business Units & Departments

Please refer to section 1.5 How do I add Business Units and Departments?

9.2 How do I view my Organization Structure?

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 Please refer Figure 133

Figure 133

a. Click Organization in the top menu

b. Click Organization Structure on the left side panel
c. Your Organization Structure will be displayed here

The Organization Structure is for display purpose only and cannot be edited.
It is formed according to the Business Units and Departments you add in the
application.

9.3 How do I view my Organization Hierarchy?

Please refer Figure 134

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 Figure 134

a. Click Organization in the top menu

b. Click Organization Hierarchy on the left menu panel
c. Your Organization Hierarchy will be displayed here

The Organization Hierarchy is for display purpose only and cannot be edited.
It is formed according to the employees you add to the application.

9.4 How do I add Announcements?

Refer section How do I add Announcements?

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 9.5 How do I add Policy Documents?
Users will have access to view essential documents whenever required. You can easily access & store all the
organization's important policy documents

Please refer Figure 135

Figure 135

a. Click Organization menu option

b. Click Policy Documents on the left menu panel
c. Click Categories in the submenu
d. Click +Add button on the right side

Please refer Figure 136

Figure 136

e. Enter the required details

f. Click SAVE button

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 Please refer Figure 137

Figure 137

g. Click on the category name in the sub menu (we have selected Leave Policy as an example)
h. Click +Add button

Please refer Figure 138

Figure 138

i. Enter the required details

j. Click +Add button

9.6 How do I view Policy Documents?

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 Please refer Figure 139

Figure 139

a. Click Organization in the top menu

b. Click Policy Documents on the left menu panel
c. Click on the category name you want to view (We have used Leave Policy here as an example)
d. Click on the View icon against a document name

If a user is not able to view Policy Documents, go to HR > User Management >
Roles & Privileges and check whether the users role has been granted privilege to
view Policy Documents.

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 10. Analytics

Analytics uses descriptive techniques to represent your organization's data and allows you to generate custom
reports and then export them to Excel or PDF.

Your organizational data such as Employee Status, Employees on Leave, Attrition Rate will be presented in the
form of pie charts, line and bar graphs. Click on Analytics in the top menu option to view the charts/graphs.

10.1 How do I view/generate Reports?

Please refer Figure 140

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 Figure 140
a. Click Analytics in the top menu
b. You will be redirected to Analytics page where graphical representation of organization statistics are
displayed
c. Click on a menu item in the Analytics menu
d. Click on the corresponding submenu

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 Please refer Figure 141

Figure 141

e. In the selected submenu page, click on Export to PDF or Export to Excel to generate report
Or, to generate custom reports

f. Provide the specifications required to generate report

g. Click GENERATE REPORT to generate a custom report

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 11. Site Config
Site Configuration allows you to configure the standards used in your organization such as locations, currency
codes, date formats, ethnic codes, etc.

11.1 How do I view/edit Site Preferences?

This information was first given in the Step 2: Site Config of the Configuration Wizard.

Please refer Figure 142

Figure 142

a. Click Site Config in the top menu

b. Click Site Preferences in the left menu panel
c. You can view your Site Preference details here
d. Click Edit icon

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 Please refer Figure 143

Figure 143

e. Enter/Edit the details

f. Click SAVE button

11.2 How do I set General Site Preferences?

You can set general preferences like time zones, nationalities, gender codes, ethnic codes etc. which will be
consistent across the entire application.

Please refer Figure 144

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 Figure 144

a. Click Site Config in the top menu

b. Click General on the left menu panel
c. Click on any option in the submenu (Weve used Gender as an example)
d. Click +Add button

Please refer Figure 145

Figure 145

e. Enter/Edit the details

f. Click SAVE button

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 11.3 How do I set Identity Codes?
Identity code is the alphabets used in an Employee ID. For example in the Employee IDs EMP0033 and USER009,
EMP and USER are the identity codes respectively.

Please refer Figure 146

Figure 146

a. Click Site Config in the top menu

b. Click General on the left menu panel
c. Click Identity Codes in the submenu
d. Your default identity code details will be displayed here
e. Click Edit icon

Please refer Figure 147

Figure 147

f. Edit the details

g. Click SAVE button

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 11.4 What should I do if my Country/State/City are not available in Sentrifugo?

Please refer Figure 148

Figure 148

a. Click Site Config in the top menu

b. Click Location on the left menu panel
c. Click Countries in the submenu
d. Click +Add button

Please refer Figure 149

Figure 149

e. Select Other in the Country field

f. Provide Other Country name and code
g. Click SAVE button

Once an unavailable Country name is added, it will be appear in the drop down option when you want to add a
state or city. You can use the same procedure shown above to add States and Cities not available in the
application.

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 11.5 How do I add Currency and Currency Conversions?
Currencies
Please refer Figure 150

Figure 150

a. Click Site Config in the top menu

b. Click Currency on the left menu panel
c. Click Currencies in the submenu
d. Click +Add button

Please refer Figure 151

Figure 151

e. Enter the required details

f. Click SAVE button

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 Currency Conversions
Please refer Figure 152

Figure 152

a. Click Site Config menu option

b. Click Currency on the left menu panel
c. Click Currency Conversions in the submenu
d. Click +Add button

Please refer Figure 153

Figure 153

f. Enter the required details

g. Click SAVE button

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 12. Modules
Please refer section 1.3.1 Configuration Wizard: Step 1

13. Logs
Logs allow you to check the amount of activity happening on the application along with the daily users' login
record.

13.1 How do I view Activity Logs?

Please refer Figure 154

Figure 154

a. Click Logs in the top menu

b. Click Activity Log in the left menu panel
c. You can view the activity logs here
d. Click on View Record to view the modified record.
e. Click on the action (Add/Edit/Cancel) option to view the employees who performed those actions in
that menu.

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 On clicking action (Edit/Add) option, a small window will open:

Clicking View Record will take you to the records page.

13.2 How do I view User Logs?

Please refer Figure 155

Figure 155

a. Click on Logs in the top menu

b. Click on User log in the left panel
c. You can view the user logs here

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 14. Expenses
Expenses allows you to manage your expenses, trip budgets, advances and receipts. You can create and send your
expenses for approval to your Reporting Manager. Expenses can be placed into various categories such as food,
travel, entertainment etc.

Process Description:
User (Any user with a reporting manager) can add a new Trip
o User can submit the Trip for approval
o User can export the trip as an expense
Advances
o User can check the advances allotted to him/her
o User can allot advances to employees reporting to him/her
Receipts
o User can add/upload receipts
o User can attach receipts to expenses
o User can download existing receipts
User can add expenses
o User will need to enter expense details
o User can select an advance amount/add the expense to a trip/upload receipts (optional)
o User can then submit his/her expense
o The users reporting manager receives the users expense request, he/she can:
Approve the expense
Reject the expense
Forward the expense to another manager who can perform the actions on his/her behalf.
(The other manager also has the same options i.e Approve/Reject/Forward)
Note: There is no limit on how many times an expense can be forwarded.

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 14.1 How do I add an Expense Category?
Please refer Figure 156

Figure 156

a. Click Expenses in the top menu

Please refer Figure 157

Figure 157

b. Click Category on the left menu panel

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 c. Click +Add button on the right side

Or

Please refer Figure 158

Figure 158

d. Click +Add on the top right corner

e. Select Category

Please refer Figure 159

Figure 159

f. Enter Category name

g. Click SAVE button

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 14.2 How do I add a Payment Mode?
The method of payment for example: credit card, net banking, cash etc.

Please refer Figure 160

Figure 160

a. Click Expenses in the top menu

Please refer Figure 161

Figure 161

b. Click Payment Mode on the left menu panel

c. Click +Add button on the right side

Or

Please refer Figure 162

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 Figure 162

d. Click +Add on the top right corner

e. Select Payment Mode

Please refer Figure 163

Figure 163

f. Enter Payment Mode name

g. Click SAVE button

14.3 How do I add an Expense?

Please refer Figure 164

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 Figure 164

a. Click Expenses in the top menu

b. Click Expenses in the left menu panel
c. Click +Add button on the right side

Please refer Figure 165

Figure 165

d. Enter the required details

e. Not functional in the current version
f. Employers can pre-allocate a certain amount of money called Advance to an employee, which can be
used for expenses incurred during trip(s) or for project(s) and client(s).
g. Add Trips for managing multiple expenses, clients and projects. A Trip comprises of the various costs
incurred in a trip like travel, food, and accommodation
h. Upload Receipts to support your expenses

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 i. Click SAVE button

14.4 How do I submit an Expense for approval?

You will need to create an Expense, before you can submit it.

Please refer Figure 166

Figure 166

a. Click Expenses in the top menu

b. Click Expenses in the left panel
c. Click View button in the action column

Please refer Figure 167

Figure 167

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 d. Click Submit button

A confirmation message will be displayed.

Please refer Figure 168

Figure 168

e. Click Yes

14.5 How do I export an Expense?

You will need to create an Expense, before you can export it.

Please refer Figure 169

Figure 169

a. Click Expenses in the top menu

b. Click Expenses in the left panel
c. Click View button in the action column

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 Please refer Figure 170

Figure 170

d. Click Export expense button

An expense report in PDF format will be downloaded.

14.6 How do I clone an Expense?

You can clone an expense if a new expense has similar details to the one you want to clone. It will save you the
trouble from creating a new expense from scratch.

You will need to create an Expense, before you can clone it.

Please refer Figure 171

Figure 171

a. Click Expenses in the top menu

b. Click Expenses on the left menu panel

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 c. Click View button in the action column

Please refer Figure 172

Figure 172

d. Click Clone option

You will be redirected to the Add Expense screen. The details will be auto filled by default, you can edit the
details.

Please refer Figure 173

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 Figure 173

e. Click SAVE button

14.7 How do I approve/reject Employee Expenses?

Please refer Figure 174

Figure 174

a. Click Expenses in the top menu

b. Click Expenses in the left menu panel
c. Click My Employee Expenses in the submenu
d. Click View icon in the action column

Please refer Figure 175

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 Figure 175

e. Click Approve/Reject

A confirmation message will be displayed.

Please refer Figure 176

Figure 176

f. Click Yes Button

14.8 How do I forward an Expense to another Manager?

Please refer Figure 177

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 Figure 177

a. Click Expenses in the top menu

b. Click Expenses on the left menu panel
c. Click My Employee Expenses in the submenu
d. Click View button in the action column

Please refer Figure 178

Figure 178

e. Click Forward option

A small pop up window will open

Please refer Figure 178

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 Figure 178

f. Click Forward button against the Managers name to whom you want to forward the expense to

The other manager will receive an email notification informing him about the forwarded expense. He/she can
Approve/Reject/Forward the expense.

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 14.9 How do I upload Receipts?

Please refer Figure 179

Figure 179

a. Click Expenses in the top menu

b. Click Receipts on the left menu panel
c. Click here to upload receipts Or Drag and drop files here

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 14.10 How do I download my Receipts?

Please refer Figure 180

Figure 180

a. Click Expenses in the top menu

b. Click Receipts on the left menu panel
c. Select the receipt you want to download
d. Click Download button

Or
e. Click More Action icon

Please refer Figure 181

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 Figure 181

f. Select Download

14.11 What are Unreported Receipts?

Receipts which havent been attached with any Expense or Trip are placed in the Unreported Receipts category.

Please refer Figure 182

Figure 182

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 14.12 How do I add Receipts to Expenses/Trips?
To upload receipts while adding expenses, please refer 14.3 How do I add an Expense?

Please refer Figure 183

Figure 183

a. Click Expenses in the top menu

b. Click Receipts on the left menu panel
c. Click More Actions icon
d. Click Add to Expense

A small pop up window will open.

Please refer Figure 184

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 Figure 184

e. Click Add to Expense.

The below image shows the receipt has been added to an expense:

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 If you need to add a new expense after adding a receipt, then you can add
expenses from Expenses > Receipts > Click on More Actions Button > Add New
Expense.

14.13 How do I delete a Receipt?

Please refer Figure 185

Figure 185

a. Click Expenses in the top menu

b. Click Receipts on the left menu panel
c. Click More Actions icon
d. Click Delete Receipt

A confirmation message will be displayed.

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 Please refer Figure 186

Figure 186

e. Click YES Button

14.14 How do I create a Trip?

Add Trips for managing multiple expenses, clients and projects. A Trip comprises of the various costs incurred in a
trip like travel, food, and accommodation. This helps the managers to get an overview of the employees entire
trip expense at one go.

Please refer Figure 187

Figure 187

a. Click Expenses in the top menu

b. Click Trips on the left menu panel
c. Click +Add Button

Please refer Figure 188

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 Figure 188

d. Enter the required details

e. Click SAVE button

14.15 How do I allot an Advance to an Employee?

Sentrifugo allows Manager to pre-allocate a certain amount of money called Advance to an employee, which can
be used for expenses incurred during trip(s) or for project(s) and client(s).

Please refer Figure 189

Figure 189

a. Click Expenses in the top menu

b. Click Advances on the left menu panel
c. Click Employee Advances in the submenu
d. Click +Add Button

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 Please refer Figure 190

Figure 190

e. Employees reporting to you will be populated in the drop down option

f. The Employees projects will be populated here
g. Enter the required details
h. Click SAVE button

14.16 How do I view the Advance allotted to me?

Please refer Figure 191

Figure 191

a. Click Expenses in the top menu

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 b. Click Advances on the left panel
c. Click My Advances in the submenu
d. You can view the advance amount and the persons name who has allotted you the advance

Please refer Figure 192

Figure 192

e. Advance amount allotted to you

f. Advance amount utilized by you
g. Advance amount returned by you
h. Balance Advance amount
i. Click here to return Advance amount

A small pop up window will open.

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 Please refer Figure 193

Figure 193

j. Enter the required details

k. Click SAVE button

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 15. Assets
Keep a track of your organizations assets like computers, laptops, phones etc. and assign them to employees. It
enables the Employers to have quick access to information related to all the assets in the organization. A user can
create asset categories and subcategories. Asset details such as invoice number, vendor details, warranty status,
asset images etc. can be added and then assigned to employees.

Process Description:
User (Management/HR/System Admin) can add a new Asset Category
User then creates a new asset by providing asset details and allocating that asset to an employee
User can allocate/reallocating existing assets to employees

A User (Any User/Employee who has a reporting manager) raises an asset request.
The Executor(s), Viewer(s) and the User will receive an email notification.
The Executor has 3 options:
o He/she can execute and close the service request
o Request for Managements approval

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 o Request for Users managers approval
The actual execution takes place offline If the Executor has requested for either Users Reporting
Manager or Managements approval, then the request can be closed once one/both of them have
approved
If the Users Reporting Manager or Management reject the request, then the executor can close the
request
The Reporting Manager or Management will receive an email notification if an approval is sought from
them by the executor(s).

15.1 How do I create an Asset Category?

Please refer Figure 194

Figure 194

a. Click Assets in the top menu

Please refer Figure 195

Figure 195

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 b. Click Asset Category on the left panel
c. Click +Add button

Please refer Figure 196

Figure 196

d. Enter the required details

f. Click SAVE button

15.2 How do I add an Asset?

Please refer Figure 197

Figure 197

a. Click Assets in the top menu

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 Please refer Figure 198

Figure 198

b. Click Assets on the left panel

c. Click +Add button

Please refer Figure 199

Figure 199

d. Enter the required details

e. Click SAVE button

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 15.3 How do I view my Asset(s) details?
Please refer Figure 200

Figure 200

a. Click Self Service in the top menu

b. Click My Details on the left menu panel
c. Click Asset Details menu option on the forms left side
d. View your details here

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 15.4 How do I raise a Service Request related to my Asset?
Please refer Figure 201

Figure 201

a. Click Service Request in the top menu

b. Click My request summary on the left menu panel
c. Click +Raise a Request button on the right side

Please refer Figure 202

Figure 202

d. Select Asset in the field Request For

e. Fill in the required details
f. Click SAVE button

An asset name will only be populated if an asset is allocated to the

employee. Also, please ensure the asset category is configured in:
Service Request > Configuration > Settings > +Add

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 16. Appraisals
Performance Appraisal is a systematic evaluation of Employees performance and to understand their
abilities for further career transition. It is generally done by the supervisors on the basis of factors such as
parameters, questions, ratings etc. In Sentrifugo, the appraisal is configured for an entire business unit or
for a specific department. Below is the flowchart of the appraisal process followed in Sentrifugo:

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 Process Description:

A User (Management/HR for only specific department) initializes an appraisal

The appraisal can be enabled to Managers/Employees
If it is initialized to the Managers first, then they can assign questions in addition to the ones set by the
User who initialized the appraisal.
After the Managers submit their questions, the appraisal can be enabled to the Employees. (If you dont
require a Manager to provide additional questions, then you can directly enable the appraisal to the
Employees)
The eligible Employees will submit their self-appraisal and send it to their L1 Manager.
L1 Managers will provide their comments and ratings for each question and overall comment and rating
for the Employees
Depending on the number of appraisal levels selected, the L2/L3.. Managers can only provide overall
rating and comment
The User will close the appraisal cycle
Management will initialize feedforward for Employees who have completed their appraisal or for all
Employees
Employees will provide feedback about their Managers
Management will view the feedback and close the feedforward process

16.1 How do I add Parameters?

Parameters define the performance indicators defined by the supervisors to assess the capabilities
of the Employees.
Please refer Figure 203

Figure 203

a. Click Appraisals in the top menu

b. Click Configuration on the left menu panel
c. Click Parameters in the submenu
d. Click +Add button on the right side

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 Please refer Figure 204

Figure 204

e. Enter the parameter

f. Provide Description
g. Click SAVE button

16.2 How do I add Questions?

Questions are determined for each parameter defined in the parameters section. For each
parameter, the supervisor can provide more than one question.
Please refer Figure 205

Figure 205

a. Click Appraisals in the top menu

b. Click Configuration on the left menu panel
c. Click Questions in the submenu
d. Click +Add button on the right side

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 Please refer Figure 206

Figure 206

e. Select a parameter from dropdown

f. Add other parameter
g. Enter the question
h. Provide description
i. Click ADD NEW QUESTION to add a new question
j. Click SAVE button

16.3 How do I add Skills?

Skills are the skill set that enhances the Employees profile.

Please refer Figure 207

Figure 207

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 a. Click Appraisals in the top menu
b. Click Configuration on the left menu panel
c. Click Skills in the submenu
d. Click +Add button on the right side

Please refer Figure 208

Figure 208

e. Enter the skill

f. Provide description if necessary
g. Click SAVE button

16.4 How do I add Ratings?

You can add Ratings after completing the first step of Initialize Appraisal. This option is only for editing existing
Ratings, provided Employees have not initiated the self-appraisal process
Ratings are defined for each business unit or department. The rating scales 1-5 and 1-10 are available in
Sentrifugo.
Please refer Figure 209

Figure 209

a. Click Appraisals in the top menu

b. Click Configuration on the left menu panel
c. Click Ratings in the submenu
d. Click Edit icon on the right side

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 Please refer Figure 210

Figure 210

e. Select a Business Unit from the dropdown list

f. Select a Department from the dropdown list
g. Provide rating text for each rating value
h. Click UPDATE to save the ratings

After configuring the essential details, the next step is the initialization of the appraisal process.

16.5 How do I Initialize an Appraisal process?

Please refer Figure 211

Figure 211

a. Click Appraisals in the top menu

b. Click Initialize Appraisal on the left menu panel
c. Click +Add button

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 Please refer Figure 212

Figure 212

Step 1: Initialization
d. Enter the required details (Business Unit, Department, Year Range)
e. There are 3 appraisal modes available: Quarterly (Q1, Q2, Q3, Q4), Half-Yearly (H1, H2), Yearly
f. Period will be populated automatically depending on the appraisal mode you have selected
g. Appraisal Status is by default Open in Initialize appraisal
h. Select an option in Enable To dropdown. You can enable to Managers/Employees
i. Based on the Enable To option, set a due date for the Employees/Managers to submit the appraisal
details
j. Select one or more eligibility criteria (Employees who are eligible for the appraisal process)
k. Select parameter(s)
l. Select a Ratings range (1-5 or 1-10)
m. Click SAVE button to initialize appraisal for a Business Unit/Department

You will need to define the ratings before you proceed to Step 2.

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 Please refer Figure 213

Figure 213

a. Click here to provide text to represent the rating numbers

Please refer section How do I add Ratings? to find out how to provide rating text.

Step 2: Configure Line Managers

Once the appraisal process is initiated for a Business Unit/Department, the Line Managers must be
configured to evaluate the Employees appraisal.
The Line Managers can be configured in two ways:

1. Choose by Organization Hierarchy

Establish appraisal process as per the organization hierarchy where the Line Managers
will be the same as the Reporting Managers
Define the number of appraisal levels and assign Line Managers to the Employees
Save the configuration to apply to the selected department or business unit

Please refer Figure 214

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Figure 214

a. Click Choose by Organization Hierarchy button

A small confirmation window will appear.

b. Click Yes button

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 Please refer Figure 215

Figure 215

c. Manager(s) names will be displayed

d. Click here to view the Employees reporting to the displayed Managers

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 Please refer Figure 216

Figure 216

e. The Employees reporting to the Manager will be displayed here

f. Select the number of appraisal levels you want (We have selected 2 in this example). You can have a
maximum of 5 appraisal levels.
g. Select your L1/L2 Manager(s)
h. Click SAVE button

If you have only 1 appraisal level, then you dont need to select any
appraisal level. Click SAVE button to proceed to the next step.

2. Assign Line Managers to Employees

Define the number of appraisal levels

Determine the Line Managers as per the selected appraisal levels
Add or remove Employees based on the selected Line Managers

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 Please refer Figure 217

Figure 217

a. Click Assign Line Managers to Employees

A small confirmation window will open

b. Click Yes button

Please refer Figure 218

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 Figure 218

c. Click +Add Line Managers

d. Select the number of appraisal levels
e. Based on the number of appraisal levels, select the Line Managers
f. Employees are displayed on the bottom left
g. Click on the Employee(s) on the left side to select them for the appraisal process
h. Click SAVE button

Step 3: Configure Appraisal Parameters

Configure the appraisal parameters after configuring the Line Managers. Here, the appraisal process can
be made applicable to all Employees of the Business Unit or Customized Employee Groups. This step can
be done in two ways:
1. All Employees

Questions created for the selected parameters in initialization step will be displayed
Choose or add questions to be enabled to all Employees for the selected business unit or department
Choose ratings and/or comments for each question by Line Manager and Employee

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 Please refer Figure 219

Figure 219

a. Click All Employees

A small confirmation window will open

b. Click Yes button

Please refer Figure 220

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 Figure 220

c. Select Questions individually by checking the checkbox respective to each question

Or
d. Select all the questions by checking the Check All option in the table header
e. Enable Manager/Employee Comments or Manager/Employee Ratings for a specific question. Enabling any
option will allow Manager/Employee to provide Ratings and/or Comments.
Or
f. Enable Manager/Employee Comments or Manager/Employee Ratings for all questions. Enabling any
option will allow Manager/Employee to provide Ratings and/or Comments.
g. Click +Add New Question option to add more questions to the appraisal process
h. Click SAVE & INITIALIZE button to initialize the appraisal

Or
i. Click SAVE & INITIALIZE LATER button to only save the appraisal details

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 2. Customized Employee Groups

Apply appraisal parameters by grouping Employees

Choose or add questions to be enabled to all Employees for the selected business unit or
department
Choose ratings and/or comments for each question by Line Manager and Employee

Please refer Figure 222

Figure 222

a. Click Customized Employee Groups

A small confirmation window will open

b. Click Yes button

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 Please refer Figure 223

Figure 223

c. Click CREATE NEW GROUP button

d. Enter group name
e. Select Employees applicable for the appraisal process
f. Select questions individually
Or

g. Select all the questions by selecting Check All

h. Enable Manager/Employee Comments or Manager/Employee Ratings for a specific question. Enabling any
option will allow Manager/Employee to provide Ratings and/or Comments.

Or

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 i. Enable Manager/Employee Comments or Manager/Employee Ratings for all questions. Enabling any
option will allow Manager/Employee to provide Ratings and/or Comments.
j. Click +Add New Question option to add more questions to the appraisal process
k. Click SAVE button

Please refer Figure 224

Figure 224

l. Upon saving the appraisal parameters, click INITIALIZE button to initialize the appraisal process
m. Click INITIALIZE LATER button to only save the appraisal process
n. Click Yes button in the confirmation box to initialize the appraisal

16.6 How do I undo/discard Line Manager Configuration?

You can discard the Line Managers configuration after saving the appraisal process in Step 2.

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 Please refer Figure 224

Figure 224

a. Click Discard option to remove the Line Manager configurations

16.7 How do I set additional appraisal questions as a Manager?

In the first step of Initialize appraisal, if the appraisal is enabled to the Managers, then Managers can set
questions in addition to the ones initially added by the HR/Management. Once the parameters are set,
Managers can create Employee groups and apply the appraisal parameters to the group.

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 Please refer Figure 225

Figure 225

a. Login as a Manager
b. Click Appraisals in the top menu
c. Click Manager Appraisal on the left menu panel
d. Click Edit icon against an appraisal process

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 Please refer Figure 226

Figure 226

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 e. Create new group (E.g., Support, Testing, Development, etc.)
f. Add Employees to the group by clicking on an Employee
g. Click Add New Question option to add questions for a particular group of Employees
h. Select Questions individually

Or

i. Select all the questions by selecting Check All

j. Enable Manager/Employee Comments or Manager/Employee Ratings for a specific question. Enabling any
option will allow Manager/Employee to provide Ratings and/or Comments.

Or

k. Select Enable Manager/Employee Comments or Manager/Employee Ratings for all questions. Enabling any
option will allow Manager/Employee to provide Ratings and/or Comments.
l. Click SAVE button

Upon saving appraisal details, the Manager must SUBMIT the appraisal process for initialization.

16.8 How do I enable the appraisal to Employees?

You can update the appraisal process by changing the process status from Enable to Managers to
Enable to Employees and providing Employee Due Date.
Please refer Figure 227

Figure 227

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 a. Click Appraisals in the top menu
b. Click Initialize Appraisal on the left menu panel
c. Click Edit icon against an appraisal process

Please refer Figure 228

Figure 229

d. Select Enable to Employees in the Enable To dropdown

e. Select a date as the Employee Due Date
f. Click UPDATE button to enable the appraisal process to Employees

16.9 How do I view a Managers Status?

You (Management/HR) can view the Managers appraisal status.

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 Please refer Figure 230

Figure 230

a. Click Appraisals in the top menu

b. Click Manager Status on the left menu panel
c. Select the Business Unit
d. Select the Department
e. Select the Manager Appraisal Status if required
f. Managers and their status will be displayed

16.10 How do I provide Self Appraisal?

You can provide self-appraisal details such as ratings and comments. Upon completion of self-appraisal, your
appraisal details will be visible to your line Managers for further ratings and comments.

Please refer Figure 231

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 Figure 231

a. Click Appraisals in the top menu

b. Click Self-Appraisal on the left menu panel
c. The parameters are displayed above the questions grid
d. Provide rating and comments for every question
e. Click Rating Definition option to view the text for each rating
f. Click SEND TO L1 MANAGER button to send the self-appraisal details it to L1 Manager
g. Click SAVE AS DRAFT button to only save the appraisal process

16.11 How do I provide appraisal ratings and comments for an Employee?

You (L1 Manager) will be able to view your team Employees' appraisal status. Once the Employees
complete their appraisal process, you will be able to provide ratings and comments to the Employees.
Based on the levels of appraisal, the Employee appraisal process will be enabled to the Line Managers.

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 Please refer Figure 232

Figure 232

a. Click Appraisals in the top menu

b. Click My Team Appraisal on the left menu panel
c. All the Employees in the Managers team will be displayed
d. The status of each Employees appraisal is displayed
e. Click Expand option to provide Managers rating
f. Provide overall rating and comment for an Employee
g. Provide the rating and comments for each question
h. Click SUBMIT button
i. Click SAVE AS DRAFT button to save the ratings and comments without submitting. This option will allow
you to make changes to your ratings and comments later.

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 16.12 How do I check Employee Status?
You (Management/HR) can view the Employees appraisal status.
Please refer Figure 233

Figure 233

a. Click Appraisals in the top menu

b. Click Employee Status on the left menu panel
c. Select the Business Unit
d. Select the Department
e. Select Appraisal Status if required
f. Employees and their appraisal statuses will be displayed

16.13 What is Feedforward?

Feedforward is the feedback given by the Employees to appraise their respective Line Managers. All the
configurations are done on the Management level. Only the Management can view the feedback given
by the Employees about their Managers.

16.14 How do I add Questions for Feedforward?

Questions are added by the Management to evaluate Managers performance.

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 Please refer Figure 234

Figure 234

a. Click Appraisals in the top menu

b. Click Feedforward on the left menu panel
c. Click Questions in the submenu
d. Click +Add button

Please refer Figure 235

Figure 235

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 e. Add the question and description if required
f. Click ADD NEW QUESTION button to add more questions
g. Click SAVE button

16.15 How do I initialize Feedforward?

In the initialize feed forward page, only the appraisals which have Closed status are displayed.
Employee Details: Here, the Management will determine if the management can view only the feedback
given by the Employees or the feedback along with the Employee names.
o Show: Employee names and their feedbacks will be displayed
o Hide: Only the feedback information will be displayed.
Enable to: The Management will determine if all Employees can appraise their Managers or only the
Employees eligible for appraisal
o Appraisal Employees: All the Employees eligible for appraisal process can appraise their
Managers
o All Employees: All the Employees in the organization can appraise their Managers
Due Date: The due date is for closing the Feed Forward process for Employees
Configure Questions: All the questions added by the Management will be displayed. If more questions are
to be added, Add New Question option is also provided.

Please refer Figure 236

Figure 236

a. Click Appraisals in the top menu

b. Click Feedforward on the left menu panel
c. Click Initialize Feedforward in the submenu
d. Click +Add button

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 Please refer Figure 237

Figure 237

e. Select an appraisal process from the Appraisal dropdown

f. The Status will be to Open by default
g. Select whether you want to view the Employee details along with their feedback ratings and comments or
have the Employee details hidden
h. Enable Feedforward to all Employees or only to Employees who are eligible for Appraisal process
i. Select a due date for Employees to provide their feedback
j. Click Add New Question to add new questions for Feedforward
k. Select Questions individually

Or

l. Select all the questions

m. Select comments individually for all the questions

Or

n. Select comments for all questions

o. Click SAVE & INITIALIZE button to initialize the Feed Forward process
p. Click on SAVE & INITIALIZE LATER button to only save the Feed Forward process

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 16.16 How do I Appraise my Manager?
You will be able to view the questions defined to appraise your Line Managers. You can provide ratings and
comments for each question and submit the feedforward.

Please refer Figure 238

Figure 238

a. Click Appraisals in the top menu

b. Click Feedforward on the left menu panel
c. Click Appraise Your Manager in the submenu
d. Provide ratings and comments
e. Enter additional comments (not mandatory)
f. Click SAVE AS DRAFT button to make changes later
g. Click SUBMIT button

16.17 How do I view Managers Feedforward details?

You (Management) will be able to view Managers feedforward details. Upon selection of appraisal from the
dropdown, feed forward details along with the Manager ratings are displayed. The average ratings of all the
Employees will be highlighted. A detailed description of comments and ratings of Employees are displayed
by question or by Employee.

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 Please refer Figure 239

Figure 239

a. Click Appraisals in the top menu

b. Click Feedforward on the left menu panel
c. Click Manager Feedforward in the submenu
d. Select an appraisal process to view the Feedforward details
e. Click on individual Manager section to view the ratings and comments provided by Employees

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 Please refer Figure 240

Figure 240

The below options will only be available if you have selected Show for the option Employee Details during
feedforward initialization.

f. Select By Questions to view the ratings and comments based on questions

g. Select By Employee to view the ratings and comments of each Employee

16.18 How do I view Employee Feedforward Status?

You (Management) will be able to view the feed forward status of all Employees.

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 Please refer Figure 241

Figure 241

a. Click Appraisals in the top menu

b. Click Feedforward on the left menu panel
c. Click Employee Status in the submenu
d. Select a process to view Feedforward details in the dropdown
e. The Employees of the selected process along with their Feed Forward status will be displayed

16.19 How do I view my Appraisal History?

Please refer Figure 242

Figure 242

a. Click Appraisals in the top menu

b. Click Appraisal History on the left menu panel
c. Click My Appraisal History in the submenu

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 d. Click View icon

Please refer Figure 243

Figure 243

You can view your closed appraisal details here.

e. Click Print button to print your appraisal details

16.20 How do I view my teams Appraisal History?

Please refer Figure 244

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 Figure 244

a. Click Appraisals in the top menu

b. Click Appraisal History on the left menu panel
c. Click Team Appraisal History in the submenu
d. Click View icon

Please refer Figure 245

Figure 245

e. Click Expand for any employee to view more details

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 Please refer Figure 246

Figure 246

f. Click Print to print your employees closed appraisal form

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 17. Disciplinary Incident Management

This module will enable users to follow a streamlined approach for disciplinary incident management
process. Employers can raise disciplinary incident(s) against employees (defaulters) in the organization.
The employees (defaulters) are given an opportunity to make an appeal by providing their statement. On
the basis of the employees (defaulter) statement and misdemeanour evidence, he/she can be pronounced
guilty/no guilty. If found guilty, a corrective action can be taken.

Process Description:
User (Management) raises a disciplinary incident against an employee
Employee can provide his/her appeal statement
If the employee does not provide his/her appeal statement within the expiry date, then he/she will not be
able to provide the appeal statement. In that case the User (Management) can provide the statement on
behalf of the employee
The User (Management) will then decide the verdict for the employee (defaulter) and select a suitable
corrective action

17.1 How do I create a Violation Type?

Only a Super Admin/Management can create a violation type.

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 Please refer Figure 247

Figure 247

a. Click Disciplinary in the top menu

b. Click Violation Type on the left menu panel

Please refer Figure 248

Figure 248

c. Click +Add button on the grids top right corner

Please refer Figure 249

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 Figure 249

d. Enter Violation Type name and its description

e. Click SAVE button

17.2 How do I raise a disciplinary incident?

Please refer Figure 250

Figure 250

a. Click Disciplinary in the top menu

b. Click Raise an Incident on the left menu panel

Please refer Figure 251

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 Figure 251

c. Click Raise an incident button on the grids top right corner

Please refer Figure 252

Figure 252

d. Incident Raised By field will be auto populated

e. Enter the required details
f. Click Add Violation Type to add a new violation type
g. Choose Yes to allow an employee appeal and No to disallow an employee appeal
h. Click SAVE button

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 17.3 How do I view my disciplinary incidents?
Please refer Figure 253

Figure 253

a. Click Disciplinary in the top menu

b. Click My Incidents on the left menu panel
c. Click View icon in the Action column

Please refer Figure 254

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 Figure 254

17.4 How do I view my team members (employees) disciplinary incidents?

Please refer Figure 255

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 Figure 255

a. Click Disciplinary in the top menu

b. Click Team Incidents on the left menu panel
c. Click View icon in the Action column

Please refer Figure 256

Figure 256

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 17.5 How do I provide my appeal statement?

Please refer Figure 257

Figure 257

a. Click Disciplinary in the top menu

b. Click My Incidents on the left menu panel
c. Click edit icon in the Action column

Please refer Figure 258

Figure 258

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 d. Select Yes if you want to appeal and No if you dont want to appeal
e. Provide your statement in the Employee Statements textbox
f. Click SAVE button

17.6 How do I provide an appeal statement for another employee?

Only a Super Admin/Management can provide an appeal statement for other employees (if
theyre unavailable)

Please refer Figure 259

Figure 259

a. Click Disciplinary in the top menu

b. Click Raise an Incident on the left menu panel
c. Click Edit icon in the Action column

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 Please refer Figure 260

Figure 260

d. Select Yes if the employee wants to appeal and No if the employee cannot appeal
e. Provide the employees statement in the Employee Statement textbox
f. Click Update button

17.7 How do I take a corrective action against an employee?

Please refer Figure 261

Figure 261

a. Click Disciplinary in the top menu

b. Click Raise an Incident on the left menu panel
c. Click Edit icon in the Action column

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 Please refer Figure 262

Figure 262

d. Select Yes if the employees is guilty and No if the employee is not guilty
e. Select a Corrective Action that needs to be taken against an employee
f. Click Update button

17.8 How do I print my disciplinary incident?

Please refer Figure 263

Figure 263

a. Click Disciplinary in the top menu

b. Click My Incidents on the left menu panel
c. Click View icon in the Action column

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 Please refer Figure 264

Figure 264

d. Click Print button

17.9 How do I print an employees disciplinary incident?

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 Please refer Figure 265

Figure 265

a. Click Disciplinary in the top menu

b. Click All Incidents on the left menu panel
c. Click View icon in the Action column

Please refer Figure 266

Figure 266

d. Click Print button

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 18. Exit Procedure
Sentrifugo's Exit module will provide your organization a smooth and hassle free exit process. You can create a
tailored exit process suitable for your organization. You can customize exit types, notice period, exit request
approvers and exit interview questions. Employees can raise an exit request. All the mandatory and configured
approvers will be able to provide their approval in an organized manner. Once the Exit Process has been
completed, the employee will be enabled to provide his/her feedback through the Exit Interview Questions.

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 Description:

A User raises an Exit Request.

The Approvers and the User will receive an email notification.
The Approvers can approve/reject the request.
The Final approval will be done by the Super admin/Management/HR.
After final approval, Exit interview questions will be enabled to the user by the Super
Admin/Management/HR.
User submits the feedback.
The Exit Procedure will be closed.

18.1 How do I configure Exit Types?

Please refer Figure 267

Figure 267

a. Click HR in the top menu

b. Click Exit Procedure on the left menu panel
c. Click Exit Types in the submenu
d. Click +Add button on the right side

Please refer Figure 268

Figure 268

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 e. Enter Exit Type name and its description
f. Click Save button

18.2 How do I configure Exit Questions?

Please refer Figure 269

Figure 269

a. Click HR in the top menu

b. Click Exit Procedure on the left menu panel
c. Click Exit Questions in the submenu
d. Click +Add button on the right side

Please refer Figure 270

Figure 270

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 e. Select an Exit Type
f. Enter a Question
g. Click to enter a new question
h. Click Save button

18.3 How do I configure Settings?

Please refer Figure 271

Figure 271

a. Click HR in the top menu

b. Click Exit Procedure on the left menu panel
c. Click Settings in the submenu
d. Click +Add button on the right side

Please refer Figure 272

Figure 272

e. Enter the required details

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 f. Click Save button

The reporting manager of an employee will be considered as the L1 Manager

during the Exit Procedure.

18.4 How do I initiate an Exit Procedure?

Please refer Figure 273

Figure 273

a. Click HR in the top menu

b. Click Exit Procedure on the left menu panel
c. Click Initiate/Check Status in the submenu
d. Click +Add button on the right side

Please refer Figure 274

Figure 274

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 e. Enter the required details
f. Click Save button

18.5 How do I approve an Exit Procedure?

Please refer Figure 275

Figure 275

a. Click HR in the top menu

b. Click Exit Procedure on the left menu panel
c. Click All Exit Procedures in the submenu
d. Click Edit icon against a record

Please refer Figure 276

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 Figure 276

a. Select Exit Status

b. Enter Comments
c. Click Save button
d. Details of the employee can be viewed
e. Details of the Exit Procedure along with the status of every level of approval can be viewed

The same procedure (18.5) can be followed by all the roles for providing an
approval.

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 18.6 How do I provide the final approval for an employees Exit Procedure?
The final approval will be given by the Super Admin/Management/HR.

Please refer Figure 277

Figure 277

a. Click HR in the top menu

b. Click Exit Procedure on the left menu panel
c. Click All Exit Procedures in the submenu
d. Click Edit/More icon against a record

Please refer Figure 278

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 Figure 278

e. Select Status
f. Enter Comments
g. Click Save button

18.7 How do I enable Questions for the Exit Interview?

Please refer Figure 279

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 Figure 279

a. Click HR in the top menu

b. Click Exit Procedure on the left menu panel
c. Click All Exit Procedures in the submenu
d. Click Questions icon against a record

Please refer Figure 280

Figure 280

e. Click to add new questions

f. Check the checkbox to select questions
g. Click Save button

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 18.8 How do I answer Questions for the Exit Interview?

Please refer Figure 281

Figure 281

a. Click HR in the top menu

b. Click Exit Procedure on the left menu panel
c. Click All Exit Procedures in the submenu
d. Click Questions icon against a record

Please refer Figure 282

Figure 282

e. Enter Comments
f. Click Save button

An email notification will be sent to the employee.

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 18.9 How do I view an employees Exit Interview feedback?

Please refer Figure 283

Figure 283

a. Click HR in the top menu

b. Click Exit Procedure on the left menu panel
c. Click All Exit Procedures in the submenu
d. Click Questions icon against a record

Please refer Figure 284

Figure 284

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 e. Feedback of Exit Interview

An employees Exit Procedure can be viewed by Super Admin/Management/HR.

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 19. Additional Features

Upload Employees Profile Photo as HR

HR can now upload employees profile photos.

HR Configuration Wizard
The configuration wizard has been designed to aid the user in setting up the application in the right manner and
to avoid the confusion regarding how to proceed further after a certain step.

It consists of 3 steps:

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 Configure Leave Types: Create leave types (E.g. Sick, Vacation) and allocate the number of days for each leave
type.

Configure Holidays: Create holiday groups and assign holidays to each group.

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 Appraisals: Add appraisal parameters (E.g. KPI, KRA) and allot questions for each parameter.

Create New Shortcut Button

This shortcut button is placed on the top left corner (beside your organization logo) of the application. This button
has been designed to save your time from menu redirections. The number of options displayed depends on a
users role privileges. For example, if you belong to the Management role group, then you will be able to create
new Employees, Requisitions, Appraisals, Business Units, and Departments etc. If you belong to the Employee role
group you can only create Service and Leave requests.

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 Contacts
You can now manage and store your organizations external users, vendors, and clients details all in one place.

a. Click HR in the top menu

b. Click Contacts on the left menu panel
c. You can click on any contact to add/view External Users/Vendors/Clients

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