Easy HR

Standard Modules of Human Resource Management System

Employee Profile

         Employee Profile shall include the Personal Profile, Official Profile, Family details, Qualification, Education and Other details. This comprehensive feature captures all the Employee related data.

Personal Profile captures the details like

  • Full Name
  • Address (both Present and Permanent)
  • Date of Birth
  • Gender
  • Phone Number
  • Email
  • Emergency Contact Number
  • Marital Status
  • Blood Group
  • Passport Number, Issued at details and Expiry Date
  • Driving License Number
  • Nationality
  • Reference


Personal Profile captures the details like

  • Employee Photo
  • Date of Joining
  • Probation Period
  • Confirmation Date
  • PAN, ESIC, PF Number
  • Mode of Payment (Cheque, Cash, Bank Transfer)
  • Bank Account Number (in case of Bank Transferred Salary) and Bank Name
  • Company, Department, Designation of the Employee
  • Grade (A, B, C, etc.) and Employee Type (Contract, Permanent, Part Time, Temporary, etc)
  • Reporting Authority name (like Head of Department or immediate Boss)
  • Insurance Company, Insurance Number, Insurance Period and Premium
  • Credit card given or not details
  • Eligibility for over time

Family details captured by the software are

  • Name
  • Relationship
  • Date of Birth
  • Occupation
  • Dependant or not


Education details captured by the software are

  • Qualification (BSc, BCom, BE, MBA, etc)
  • Institute / University Attended
  • Period of educational course
  • Passed with what Class and Marks


Experience details captures all the details of the previous employers of the Employee like

  • Previous Company Namess
  • Duration of Working
  • Starting Designation while entering the Company and Last Designation while leaving the company
  • Salary drawn in the previous Companies
  • Skills of the Employee and important Projects handled by the Employee are maintained too

Other details will capture

  • Extracurricular Activitiess
  • Hobbies
  • Awards won (State Award in Sports, Best Employee Award, etc)
  • Award won in which year and the Description

Skill set details will capture

  • Skills proficient inn
  • Experience in that particular skill

Leave Management System

  1. Through Leave Management System, any user comes to know how many leaves are in balance (Casual Leave, Privilege Leave, Sick Leave, etc) when the Employee applies for any type of Leave
  2. The Leaves can be differentiated into encashable leaves / non-encashable leaves.
  3. The management Allocates the number of days for each leave in one year and the carry forward limit for leaves can also be set.
  4. If the Leave is "with pay" then that option is also available in the software.
  5. The Leave rules are set by the Management and the Employee views them everytime he applies for the Leave.

During Leave Application, the software captures the following data

  • Leave Application Date
  • Leave type, like Casual Leave, Privilege Leave (shows the Balance Leaves to the Employee while applying)
  • Leave period i.e. the total number of days for which the leave is applied
  • Reason for applying the Leave
  • Address and Contact Number during Leave, in case of Emergency purposes
  1. a). Leave Approval is done by the immediated Boss to whom the Employee is reporting to and also subsequently done by the HR.
  2. b). The Leave which the Employee has applied for can be Approved fully or partly.
  3. c). Accordingly this is linked to the Payroll System where the Employee's Salary is generated in accordance with his attendance.

Time Management System

Employees are assigned to different shifts. (Note: It doesnt matter if there is just single shift in the office)

The Management can Define Shifts and the following data is captured

  • Shift name
  • Shift number
  • Shift period
  • Shift start timing and end timing
  • Late coming limit and late sitting limit
  • Over time in minutes
  • Break time (Lunch, Breakfast, etc)
  • Description related to Shift
  • Weekly off (can be any day in the week)
  1. a). The time management takes care of physical absence due to travel undertaken for official purposes. (in case of Marketing personnel, etc)
  2. b). Software has already been designed to handle the Machine data from Any Time Recording Machine. (eg. Swipe Card, etc)
  3. c). Manual attendance can also be marked in case of the absence of the requisite hardware of Time Recording Machine.

Payroll Management System

        Payroll Management gives your Management the flexibility of creating Salary Heads, Salary Formulae, Professional Tax Slab (Statewise), creating own Salary Structures and finally simple click Payslip generation.

While creating Salary Heads the following information is captured

  • Salary type (Earnings, Deductions, Medical Reimbursement, Leave Travel Allowance Reimbursement)
  • Salary name (Basic, House Rent Allowance, Conveyance, Professional Tax, etc)
  • Whether the Salary head is taxable or not
  • Calculation Mode (Monthly / Quarterly / Half-Yearly / Annually)

While creating Salary Formula the following information is captured

  • Salary name
  • Formula Structure

(eg. Provident Fund = 12% of Basic)
(eg. Leave Travel Allowance = 13.63% of Basic)
The user can actually use the provided function buttons and design the formula himself.
In case of Professional Tax Slabs, the user can enter the Lower Range and Upper Range and the corresponding Tax amount. This shall be statewise.
The management can make their own Salary Structures
for eg. Basic 7000
HRA 2500
Conveyance 900
and after creating such structures these can be assigned to employees or the complete department.
The Payslip generation is very simple and an automated process wherein the Salary is generated in accordance with the Attendance of the Employee for that particular month.
If any incentive or any earning/deduction head have to be added for that particular month only, then that is also possible during payslip generation.

Loan Management System

     Through this module the Employee can apply for the Loans specified by the HR department namely Housing Loan, Vehicle Loan, Higher Studies Loans, etc. There is a provision if the employee wants to repay the Loan through his Salary itself. The interest calculation for the Loan is automatic. The EMI is automatically shown depending upon the repayment period in months. At any point of time the HR can have a look at the status of the Loan Repayment of all the Employees.

Employee Transfer/Promotion/Increments

          Through this module the Employee can be promoted, demoted, transferred to a different branch or just simply given an increment through improved grade.

          The past history of the salary structure is kept in records and is available for presenting it to the management in the future.

HRD Procedures

          HRD Procedures like Bonus, Final Settlement, Encashable Leaves Status, Leave Updation is also provided through the software.

         HRD Procedures also involve approving the Leave applications of the Employees as well as the Leave Travel Allowance application of the Employees. The Leave Travel Allowance is also applied by the Employee through the software.

Income Tax Management (TDS)

      HR can maintain the Tax deducted at source details after the employee gives his projections for the financial year's investment. According to the projected details, the Income Tax shall be deducted per month from the salary of the employee. When the accurate details on the basis of hard copy reports of investments are fed into the software, then TDS is recalculated and accurate amount is deducted in the form of Income Tax. Form 16 is generated for all the employees. Form 24 is generated in Excel sheet. Provision for soft copy format available as per new government regulations, viz. E-TDS.


    The recruitment process starts with a requisition coming from a particular department to the HR Dept. The HR Dept. then takes action on this requisition by issuing ads or opening a post in their website under the CAREERS option. Candidates can input their CVs from the internet and simultaneously the data can be fed into the system by a data entry operator for those candidates who submit the CV in the traditional WORD format. This way the profile bank is created for the prospective candidates. The CVs can then be searched on a number of criteria like City, Expected Salary, Skill sets, Experience, etc. Number of rounds can be taken for the candidates till the HR get hold of a suitable person for the opening in their organisation. The offer letter and the intimation letter is sent through the HRMS software. Also when a new similar openings is available in the next few months, the HR can save time by selecting the short listed candidates from their earlier interviews instead of going for the entire process again.

Training Management

           HR can shedule courses in the entire year and prepare a training calendar. Also according to the needs, the HR can nominate any employee or an entire department for the training and feedback of the Employees is recorded after successful completion.

Appraisal Management

          Hr can set 'n' number of question attribute wise for a total 360° Appraisal for any Employee. The employee is graded over a scale defined by the HR and need specific training can be pin-pointed from this module.

        Note: Training Management and Appraisal System needs to be customised to every client since no two companies have an identical style of functioning.