Open Core HR User Manual
Introduction to Open Core HR
Last Updated: June 10, 2025Open Core HR, a powerful platform designed to streamline and optimize your HR operations. From digital attendance and AI integration to real-time GPS tracking, it simplifies management for both office and field employees. Open Core HR offers a comprehensive suite of features, including tasks, product ordering, timelines, payslips, chat, notice boards, loan requests, expense requests,...
Live location
Last Updated: June 10, 2025Admins can monitor employee locations in real time through a dynamic map (in Google Maps), which can be switched between standard and satellite views. The system displays each employee’s current status (either online or offline) and provides their last updated location. To manage the view, admins can use filtering options to refine the map view.
Timeline
Last Updated: June 10, 2025Admins can view an employee’s complete daily activity history on a polyline map. This timeline view has various markers to pinpoint devices, visits, activities, and heat maps. The system tracks specific movements, such as walking, stationary periods, and travel, also providing details including visit history, break times, orders, battery percentage, Wi-Fi status, and more.
Card view
Last Updated: June 10, 2025Card View allows admins to quickly see employee profiles in a clear, card-based layout. Each card displays essential information such as the employee’s name, ID, designation, current attendance status, recent activities, Wi-Fi and GPS connection status, and battery percentage.
Task view
Last Updated: June 10, 2025Task View enables admins to monitor employee task progress in real-time, with an activity timeline. This view provides comprehensive details for each task, including comments, attached documents, the task’s title and type, due date, and duration. The Task View only becomes visible once an employee begins a task.
Task management
Last Updated: June 11, 2025Admins can create new tasks by providing a title, selecting a task type (either Open or Client-Based), and setting the date, location, and the employee they want to assign the task. Admins can view all tasks, along with their complete status. Employees can also easily see and start their assigned tasks. STEPS FOR CREATION OF...
Reports
Last Updated: June 10, 2025The Reports feature offers key data to help understand business operations and support informed decisions. Admins can generate reports for attendance, leave, expenses, visits, products, and orders with a single click, all in Excel format. STEPS TO GENERATE A REPORT
Employees
Last Updated: June 13, 2025Employee Management is central to overseeing your workforce. It allows Admins to handle all employee information, from creation to retirement. They can assign employees to specific teams, designations, and work schedules. Admins can also view detailed information about each employee, including device details, bank account information, sales targets, and payroll. STEPS FOR CREATION OF AN...
Recruitment
Last Updated: June 14, 2025Recruitment and Onboarding streamlines the process of bringing new talent into your organization. Admins can list job vacancies, review and shortlist applications, and manage onboarding tasks effortlessly. Candidates, in turn, can easily apply for jobs and track their application progress. STEPS FOR CREATION OF NEW ONBOARDING TASK Go to Open Core HR panel, under “Workforce”>...
Attendance
Last Updated: June 10, 2025Attendance provides a clear overview of employee presence and punctuality. Admins can view the complete attendance history, which includes multiple logins and logouts for each day. This information can be easily filtered by date or specific employees.
Payroll
Last Updated: June 12, 2025Payroll Management simplifies the process of handling employee compensation and deductions. Admins can easily add or deduct adjustments, such as taxes or benefits. These adjustments can be a fixed amount or percentage and can be applied globally to all employees or individually, by specifying an adjustment name and code. STEPS TO GENERATE PAYROLL PROCESS ...
Teams
Last Updated: June 10, 2025Teams is a core feature for organizing and managing the workforce efficiently. Admins can create and manage various teams within the organization. Assigning employees to specific groups helps to streamline communication, assign tasks collectively, and view team-specific activities and performance. STEPS FOR CREATION OF TEAM
Departments
Last Updated: June 10, 2025Departments are essential for structuring the organization and managing employees effectively. Admins can create and define various departments, such as Human Resources, Sales, or Marketing. STEPS FOR CREATION OF DEPARTMENT
Designations
Last Updated: June 13, 2025Designations are essential for clearly defining roles and responsibilities within your organization. Admins can create and manage various job titles, such as Marketing Manager, Finance Manager etc. This helps to clarify an employee’s specific role, define reporting lines, and structure STEPS FOR CREATION OF DESIGNATIONS
Hierarchy
Last Updated: June 10, 2025Organizational Hierarchy is crucial for mapping out your company’s structure. Admin can view the hierarchy easily, which is automatically added to the flow.
Clients & Visits
Last Updated: June 11, 2025Clients & Visits helps manage all your customer interactions and track employee visits efficiently. Both admins and employees can easily create and view client details. Employees can efficiently log client visits, which admins can then review. CREATION OF CLIENTS STEPS FOR CREATE CLIENTS IN THE ADMIN PANEL STEPS FOR CREATE CLIENTS IN THE EMPLOYEE APP STEPS...
Products & Orders
Last Updated: June 13, 2025Products and Orders helps Admins manage product listings and approve orders efficiently. Admins can create products and give approval for customer orders. Employees can easily add new orders for customers by selecting the relevant customer and viewing the order status. STEPS FOR CREATION OF PRODUCT CATEGORIES 7. Click the “+ Icon” under...
Payment collections
Last Updated: June 10, 2025Payment Collections provides a clear overview of all incoming payments. Admins can view a summary of all payment collection details. Employees can add new payment collections by selecting a client and entering details such as the amount and payment method (e.g., cash, cheque, online).
Leave type & Requests
Last Updated: June 10, 2025Leave Types & Requests simplifies the management of employee time off. Admins can create various types of leave (e.g., sick leave, casual leave). Employees can then easily request leave by selecting the desired leave type and specific dates. STEPS FOR CREATION OF LEAVE TYPES STEPS TO REQUEST LEAVE STEPS FOR STATUS APPROVAL
Expense type & Requests
Last Updated: June 10, 2025Expense Types & Requests simplify the process of managing employee expenses. Admins can create various types of expenses (e.g., travel, meals,). Employees can then submit expense requests by selecting the appropriate type and providing details, which Admins can then review and approve. STEPS FOR CREATION OF EXPENSE TYPE STEPS TO REQUEST EXPENSE STEPS FOR STATUS...
Document type & Requests
Last Updated: June 10, 2025Document Types & Requests helps manage various official documents within the organization. Admins can create different types of documents (e.g., NOC, certificates). Employees can then submit requests for specific required documents, which Admins can then review and approve. STEPS FOR CREATION OF DOCUMENT TYPE STEPS TO REQUEST DOCUMENT STEPS FOR STATUS APPROVAL
Loan requests
Last Updated: June 12, 2025Loan Requests streamline the process for employees to apply for financial assistance from the organization. Admins can review, approve, or deny employee loan applications. Employees can submit new loan requests and track their application status. STEPS TO REQUEST LOAN STEPS FOR STATUS APPROVAL
Shift
Last Updated: June 10, 2025Shifts is an important feature for managing employee work schedules and ensuring proper coverage. Admins can create and define various shift timings (e.g., morning, evening, night shifts). This helps organize work hours. STEPS FOR CREATION OF SHIFT
Holidays
Last Updated: June 10, 2025Holidays help in effectively managing non-working days for your organization. Admins can create and manage a list of official holidays, including public holidays and company-specific days off. This feature ensures accurate attendance tracking, leave management, and clear communication of non-working days to all employees. STEPS FOR CREATION OF HOLIDAY
IP Groups
Last Updated: June 12, 2025Admins can create groups of trusted IP (Internet Protocol) addresses. By assigning these groups the employee can login when they are connected to approved networks; it enhances data security and unauthorized access. STEPS FOR CREATION OF IP GROUP
Geofence Groups
Last Updated: June 12, 2025Admins can create virtual boundaries (geofences) around locations like offices or client sites. By assigning these groups, the system can automatically track employee presence within these areas, aiding in attendance, visit verification, and task management, especially for field-based roles. STEPS FOR CREATION OF GEOFENCE GROUP
QR code Groups
Last Updated: June 12, 2025Admins can create new QR codes, and employees can scan these unique codes using their devices to mark attendance, which helps track activity efficiently. STEPS FOR CREATION OF QR CODE GROUP
Sites
Last Updated: June 12, 2025Sites are essential for defining and managing all your operational locations. Admins can create and define various company locations, such as branch offices, warehouses, or specific project sites. This feature helps accurately track employee presence, manage attendance specific to each location, and streamline operations. STEPS FOR CREATION OF SITES
Asset management
Last Updated: June 12, 2025Assets Management enables Admins to efficiently manage all company property. Admins can create, edit, and categorize company assets to track their usage, return, and maintenance status. The system monitors these assets in real-time, helping to reduce losses and improve accountability. STEPS FOR CREATION OF ASSET CATEGORY STEPS FOR CREATION OF ASSET STEPS TO ASSIGN AN...
LMS & Training
Last Updated: June 14, 2025LMS & Training provides a comprehensive platform for employee learning and development. Admins can design and manage training courses by adding lessons in various formats, including videos, PDFs, external links, or plain text. Multiple lessons can be created under each course. Admins can then assign these courses to employees, monitor their progress, and ensure successful...
Roles & Permissions
Last Updated: June 10, 2025Admins can create and easily manage various roles, quickly creating or editing their information. This feature allows Admins to define and give access and permissions for each role, ensuring secure and tailored control. STEPS TO ROLES & PERMISSIONS
Registered Devices
Last Updated: June 19, 2025Registered Devices allows admins to manage and monitor all employee devices connected to the system. Admins can view and delete the registered devices as needed. This device deletion feature is crucial because if an employee wants to log in from a new device after their initial login, an administrator must first remove the old device...
QR Devices
Last Updated: June 14, 2025Admins can create new QR codes, setting an update interval in seconds. This allows for easy connection to the device. Employees then simply scan a unique, time-based QR code to mark their attendance. STEPS FOR CREATION OF QR DEVICES
Audit logs
Last Updated: June 10, 2025The system keeps a detailed Audit Log of all activities and events. It tracks every change made, showing both the old versus new values, who made the change, and precisely when and where it occurred.
Notifications
Last Updated: June 10, 2025Admin can send push notifications to employees (to mobile app) and allow the admin to receive and delete notifications.
Data Import and Export
Last Updated: June 11, 2025Import & Export allows Admins to manage large sets of data efficiently. Admins can effortlessly import and export employee details, including holidays, leave types, expense types, and more, all in Excel format. This feature makes it quick to set up or update large amounts of information within the system. STEPS TO IMPORT DATA STEPS TO...
Custom Forms
Last Updated: June 11, 2025Custom Forms allows Admins to gather specific information from employees. Admins can create new forms and assign them to employees. Employees can then view, update, and upload relevant information. Admins can also view the submission status of these forms to effectively acquire data. STEPS FOR CREATION OF FORM STEPS TO ASSIGN FORM TO USER STEPS...
Notice board
Last Updated: June 10, 2025The Notice Board provides a central platform for company-wide announcements and important updates. Admins can create new notices, making them visible to all employees or specific teams, and set an expiry date for each notice. This ensures everyone stays informed about company news, events, or critical information on time. STEPS FOR CREATION OF NOTICE BOARD
AI Chat
Last Updated: June 10, 2025AI Chat provides an intelligent communication and decision-making tool within the platform. Admins can interact with the AI chatbot to get quick answers to queries and gain data-driven insights to assist with decision-making processes.
Calendar
Last Updated: June 14, 2025The Calendar feature helps you manage your work schedule efficiently. You can schedule meetings with clients, holidays, events, and important tasks using the calendar view. An organized work schedule helps prevent missed deadlines and scheduling conflicts. CREATION OF NEW EVENT STEPS FOR CREATION OF EVENT IN THE ADMIN PANEL 1. Go to Open...
Notes
Last Updated: June 10, 2025Notes allow Admins to quickly capture and organize important information. Admins can easily create, update, and prioritize notes using features like color labels and checklists. Notes can also be pinned for quick access or archived to keep the workspace organized. STEPS FOR CREATION OF NEW NOTES
Face attendance
Last Updated: June 13, 2025Face Recognition Attendance offers employees a hassle-free and secure way to mark their presence. Employees can easily check in and out using their registered facial recognition, ensuring an efficient and secure attendance management process. STEPS TO ADD FACE ATTENDANCDE 1. Go to Open Core HR panel, under “Workforce”> Select “Employees” option. 2. Click...
Approvals
Last Updated: June 14, 2025Admins can easily grant approval authority to specific designations. Employees with this approval designation can approve or reject requests (like leave or expense claims) directly from the mobile app. Employees can also view all approval statuses in real time, ensuring transparency and accountability. STEPS TO ENABLE APPROVER PERMISSION FOR DESIGNATION 1. Go to Open...
Sales Target
Last Updated: June 11, 2025Sales Target allows Admins to set, track, and manage performance goals for employees. Sales target amount can be created for each employee on a periodic basis (monthly, weekly, daily, etc.) and can include incentives (either fixed or percentage-based). Admins can add multiple sales targets for various periods, as well as edit and delete them as...
Digital id card
Last Updated: June 10, 2025View essential employee information through the digital ID and easily verify identity using the QR code option.
Chat
Last Updated: June 10, 2025Chat features in the employee app streamline communication and collaboration. Users can share updates, address queries, and get instant notifications, which is vital for quick coordination. Employees can chat and discuss tasks directly within the app, removing the need for other messaging platforms. Enables group creation and real-time communication with individuals. It allows sharing files...
Settings
Last Updated: June 11, 2025Admins are empowered with broad control, configuring General Settings like app name, phone country code, country, currency, and distance unit. They also manage Company Settings, including basic company details, logo, company tax ID, and company registration number. App Settings are configurable, covering elements such as app version and location distance filters. Employee Settings are customizable,...