Biz Owner/HR Manager User Guide

Congratulations!
You made an important
decision in your
business HR
modern, efficient,
people-oriented.
You are going to use the
elegant
Kakitangan.com!

Kakitangan.com has a dream.

We hope to bring great HR systems (and BEST Practices!)
from bigger companies to the smaller SMEs.

We hope to work with you to build awesome people-process, people feel happier and
more productive, and your HR budget spend in your people motivation and
performance improvement not merely on hiring due to lose of talents.

We hope to make an impact to help you growing better and happier, and
we are happy to work with you in your journey to becoming
a great company.
2

Content of this document

At a glance (slides 4-5)
Try out the system for the first time (slides 6-26)
Payroll
Leave
Benefits birthday, medical coverage

Extra Settings (slides 27-51)

Company Settings
Leave Settings
Add Employees
Shared Calendar

What does user see? (slides 52-60)

Termination of users? (slide 61)
Top Notch Security (slide 62)
Useful Links in FAQ (slide 64)
Future development (slide 65)

We started from Leave Application System

Because almost every companies need it.
From Leave, we goes into employee database, employee benefits (medical
insurance etc) and now working on Payroll.
More to come later!
the development team is ex-Microsoft, Facebook and Zalora dev leads, and we blended it
with 20 years experience HR managers. Every week or 2 weeks we have new version updates
that carries WANTED features from all users.
You may let us know what do you want most too so youre in part of the Kakitangan.com
history in building the awesome HR best practice.

Its a web-base cloud system, that means you dont need to install any software
in your computer. It works with your desktop and mobile (by login into
Kakitangan.com), and the system grows when your company grows.
(Latest version of Google Chrome works best)

With or without Kakitangan.com

Problems of using paper leave system

Using Kakitangan.com

Employees: Hates data filling by hand again

and again. It took some time to realize
manager approved or not. Application lost in
someones drawer?

Employees: Mobile supported. Click, click,

type reason, apply. Immediate notification
after manager approve or reject. Application
is recorded in system.

Managers: Should I approve or not How

many days of balance this person still has?
Who else are applying leave at the same
period? Cant make an informed decision.

Managers: Full set of needed information

inclusive of balance of leave, and who else is
taking leave too (+-3 days of the application
date).

HR: Have a stacks of papers for filling and

worst, data enter these information manually
into computer again (Excel or Payroll).

HR: Have a set of softcopy (can opened by

Excel to do all sorts of magic) of records ready
anytime.
5

Setting up the system for the first time

Sign Up a Company
Registering a company is effortless, it is done
by Signing Up a company account with
Kakitangan.com. The registration is completed
once you have successfully login to the system.

Every company should have a identifiable name. We

recommend to use your business registration name (e.g.
Awesome Company Sdn Bhd) to avoid potential
duplication with others.
Office locations can be more than one. This is important
for setting up holidays in calendar. (every states in
Malaysia has different list of holidays)
Click Create Account and you will get a notification
through an email.
7

By now you should already sign

up an account in
Kakitangan.com

Confirmation of Sign up

After creating your company account you will receive an email of confirmation from kakitangan.com
Click Confirm email address and you will be directed to Log In page
9

CONGRATULATIONS!!!
You have completed Sign Up
process with Kakitangan.com
Now, use your
email as username, and
Password created just now
to login.

10

First time setup

Its really easy, just follow the steps in the system.

Step 1: Register your company on our
website which you have already done!

Step 2 is to set up your own profile [First

HR Administrator]

Click Complete Profile

Step 3: Click on Payroll, Leave and
Benefits that are shown in this image.
Once you click on one of them, come back
to this screen by clicking Dashboard. After
clicking on the 3 of them, the Lets Go
will turn to blue and you can click on it.
11

Step 2 First HR Info set up

1. Its first employee in the system
thats you!
2. You may add more employees later.
3. You may grant other people with HR
permission later a HR can configure the
system settings and edit people data,
apply, approve, reject with withdraw
leaves on behalf of others
4. You may create different leave types later.
5. Detail in next few slides
12

Step 2 (contd) Admin Info set up

Personal Info
First Name
Last Name
Gender
Email
Phone
DOB

*Note:
Email cannot be changed its an login ID. You
may add another employees with new email
and delete old employees though

13

Step 2 (contd) Admin Info set up

Employment Info
1. Employee no (create one if you dont have)
2. Start Date (Date of Joining the Company so that the system can calculate correct pro-rata entitlement),
3. Reports to (your manager but at this moment the system only has you. So leave it to you first and you
can change later when you add your manager into the system),
4. Position
5. Location (this will determine which states public holiday appears at your calendar)
6. Department.
Notes:
Reports to:
For the purpose of first time set up.
Select your own name. This is
because you have not fill up other
employee. You can change later
when all employees added into the
system.

Click Save
Your own profile set up is complete.
14

Step 3 Try out the System

Now, play with what system can
offer!
Payroll goes into it, and try to
setup your payroll, and observe the
calculation of EPF/SOCSO/PCB
Leave apply for a test leave! An
email notification will be sent to
you. Try approve your leave on the
mobile phone or desktop!
Benefits see what are we offering
in employee benefits :-) by the way,
it gives you notifications of the
employee birthdays too!
15

Payroll System
It gives you

Payroll Calculator
Payroll Report
Bank transaction (Now with
Maybank)
Payslip email distribution

Just a very affordable monthly

fee:
RM6 per person + RM100 per
company
Check with us we give hefty
discount for annual fee
commitment from time to time!
16

Payroll Calculator
(post-subscribe screen)
Import to import previous months pay to date
Configure to configure the company wide settings
Contributions EPF/SOCSO/LHDN report & PDF forms
History previous payroll history
Adjust Company EPF Contribution (x% from base),
Or change the Month of Payroll here.
Switch to other employees here
You can pay
people by
monthly, daily
or hourly rate.
Change here.

You can adjust the additionals or deductions for this

employee. The system should generate the EPF (8 or
11%)/SOCSO/LHDN (Formula or Jadual rate) accordingly.

Generate a Payroll Report for everyone you configured

17

Monthly Payroll Report

You can mark people as

paid, and send payslip.

You may
clear off
the payroll
data for
this month.

Employees will receive

an email where they click
on a link, login and
download it.

In proper
HR practice
were not
supposed
to adjust
data in this
month
after paid.

AFTER mark as paid,

a) LHDN button here can
generate text file to be
used in e-data PCB online
payment.
b) Text file that the
banks system will take
the input.
Note: file generation will
be empty before mark as
paid.

Contribution Reports
Under report, there is
contributions where you can have
the overview about employers
contribution of EPF, SOCSO and
LHDN.

You can export the csv file as well

as download PDF submission form
for EPF, SOCSO and LHDN.

Applying a Leave yourself!

Select Leave Type you want to
apply. i.e. Annual Leave, Sick Leave,
Maternity leave, Carry Forward, etc

Then, select the Date you want to

apply for the leave. Also please fill
in your reason, so manager can
make a right decision.
Click apply and you application will
be sent via email to your
supervisor/manager.
(currently, it is YOU! As youre the
one youre reporting to)
20

Benefits Medical Insurance

While we are working to bring the core
HR system to SMEs as affordable as we
can, we need to sustain the R&D
operation to continue improving the
system for you.
One thing we hope to offer is help you
providing medical coverage for your
employees. Let employees have a peace
of mind while working with you.
If you are buying it from us, we get 10% of
the deal from insurance company as
commission. We appreciate your support
in the Kakitangan.com dream!

21

Buying Medical Insurance- Its easy, simple and hassle-free.

Step 1:
Find a plan that suits your requirement.
Basic: Covers Hospitalisation & Surgical
Procedure.
No worries when sickness or emergency
strikes.
Enhanced: Covers Hospitalisation &
Surgical and clinics visits too.
Fever? Cough? Flu? Just visit anyone of the
panel clinics to get a fast and efficient
diagnosis. Go home and have a good rest.
Premium: You get everything from Basic &
Enhanced, and more. You get extra
Personal Accident Coverage. You are truly,
completely covered.
22

Buying Medical Insurance- Its easy, simple and hassle-free.

Step 2:
Assign your employees accordingly.
You can determine
a) which employee gets what types of
coverage based on their job levels in
the company.
b) Who should be covered under the plan.
We offer 4-tiers of coverage, i.e.
Employee Only.
Employee & Spouse.
Employee & Children.
Employee & Family.
Take your time. Play around with the
calculator and see your quote based on
the different requirements you have.
23

Buying Medical Insurance- Its easy, simple and hassle-free.

Step 3: Press

Get your personalized quote within

seconds.
And our Benefits Expert will get in touch
with you soon.

24

Benefits Birthday Calendar and Reminder

Every month, HR needs to figure out who
is having birthday next month over and
over again.
We have a feature for you!
If Date of Birth (DOB) is filled up in the
system, the system has a calendar
displaying upcoming birthdays!
Every month the system will also send
you a birthday reminder email.
You may buy cakes, flowers etc from the
merchants working with Kakitangan.com.
And some of them give really good
discounts!
25

After you click all 3 buttons, you can exit to

normal system
Its time to configure the
system in detail, and add more
of your colleagues?
Lets Go!

26

The world after first-time experience (1) dashboard

Company
wide Settings

Add/Edit your
employees

The Leave Policy

Settings

Reports
(We keep
improving)

Benefits

27

The Company Settings remember to save the settings!

You can edit the location(s) your business operates. The
location added will be available in your employees profile,
which determines the holiday enjoyed at the location.
Therere 3 permission models in the system. Employee views
own data, manager views team (multi-level) and HR can view
and edit everything & configure system. You may add
additional or remove HR permission employees here.

If you want a cc copy of the leave request/approve/reject

emails, this is the feature for you. People receiving notification
is not necessary the HR permission employee.
You may decide which day is the working day, and which day
is half day for example at Kedah companies have weekend
on Friday/Saturday. You may check/uncheck the setting so
people can apply a leave during public holiday (or not).
This is to enable file attachment for leave application
medical cert or death cert etc.
28
max size is 1MB in picture format.

Add employee info

Adding employee can be done in 2 ways.
1. Add employee one-by-one
2. Add Employee by Batch Import

29

Add employee info one-by-one

Adding employee is simple.
1. Personal Details
i. First Name
ii. Last Name
iii. Gender
iv. Email
Note: if employee does not have email click box no email.
Please take note, employee with no email cant take leave on their own as they will not
be invited to use kakitangan.com. Their leave will be applied by Leave administrator.
We recommend you to get employees email created before adding the employee
profile info. (note: personal email is allowed)

2. Employment Info
i. Employee no.
iii. Reports To
v. Location

ii. Start Date (Date of Join)

iv. Position (Job Title)
vi. Department

Notes: Reports to
For the purpose of first time set up. Select your administrator name. This is because you
have not fill up other employee. You can change later when all employee has been fill up.

3. Leave Taken Info (How many days taken before using

kakitangan.com?)
i. Annual Leave
ii. Sick Leave
iii. Hospitalisation iv. Carry Forward Balance Info

30

Add employee info by batch import

Click Template.xlsx
o and it will download Excel files.
o Please complete the template
accordingly.

31

Add employee info by batch import

Instructions is given. Please read before
starts to fill in the employees sheet.
Please complete the template in the employees
sheet accordingly and save as a COMMA
DELIMINATED CSV FILE: employees.csv

32

Add employee info by batch import

Click at Step 2 box below and browse to CSV files
name employees.csv
Select employees.csv and click open. Then it will
show you the Review List. Click Confirm to start
Importing Data.
If theres error in data, it will show red colour in
table. You may email the csv to us to help
checking what is wrong.

Congratulations!! You have finished Step 3.

You will be directed to Step 4.
33

Manage Leave Policy

We have predefined Leave Type for your convenience.
i. Annual Leave
ii. Sick Leave
iii. Hospitalization
iv. Maternity
v. Paternity
vi. Compassionate
Company Leave Year
Define your company's leave year by selecting the start month for
every leave year (12 months cycle).
You can always create new leave types! (e.g. Study leave, Exam
leave, Disaster Leave, Marriage leave etc)
All these leave can be disable according to your preference.
Click Enable button

34

Annual Leave Policy

Setting Leave Entitlement:
Check 'Yes' if
all employees in the company
getting the same flat number
of entitlement day(s), enter the
number of entitlement day(s).

Check 'No' if
all or different employees getting
different entitlement day(s), and
then click 'Set Custom Entitlement'
button.

35

Annual Leave Policy

Setting Custom Leave Entitlement:
Kakitangan.com provides setting custom
entitlement when all or different employee
category observing different leave entitlement
rules.

User Group offers the flexibility to group

employees who are eligible for the same
entitlement. To create a new or modify
existing user group, click Manage Groups

36

Annual Leave Policy

Setting Custom Leave Entitlement:
Manage Team allows you to create new
and modify existing user group for
employees who have similar entitlements.
User group is assigned to a leave type, thus
leave entitlement rule for a specific user
group can be defined accordingly.
It is possible to create any number of user
group as required, and one employee could
be in multiple user group at the same
time.
The system comes with 3 predefined
groups Everyone - Not editable and not deleteable, is used for assigning (dragging)
employee to another group.
Male and Female - Editable and not deleteable, is used for Maternity and Paternity
Leaves
37

Annual Leave Policy

Setting Custom Leave Entitlement:
Drag an employee from Everyone to the
create group box or click on the box.

Enter the name for your User Group. Use a meaningful

name that represents the grouping of the employee.
Example, Manager
Assign an employee by checking the box

Click 'Create', the new user group (Manager) will be

created and listed under the groups panel

38

Annual Leave Policy

Click Refresh Groups

Click drop down box Everyone

Select Manager
And you can start create Leave Group for Manager

39

Annual Leave Policy

Length of Service allows you to define
the eligibility period in month(s) of a
specific entitlement rule for a specific
User Group.
Entitlement is the amount of leave day(s)
employee is allowed to have during the
specific eligibility period for the specific
User Group.
Click 'Add Rule' to create additional
entitlement rule(s).
Click 'Save' to save your custom
entitlement rules.

40

Annual Leave Policy

You could create multiple User Group.
Example:
Annual leave for Director could be 21 days
per year, 18 days for non sales employee
and 16 days for sales employee. Non sales
and sales employees get additional 3 days
when they have completed 3 years of
service with the company. In this case, 3
user groups with 5 entitlement rules shall
be created as follows.
Repeat process Setting Custom Entitlement

Congratulations!! You completed setting

up your Custom Entitlement.
41

Another Example
This is to setup to define for everyone
to have x days where they earn leave
month by month in the first year of
serving the company.

42

Annual Leave Policy - Calculating annual leave entitlement for your

employee, select one that is applicable to you:

Accrual on pro-rata basis - Employee has to earn the entitlement

based on the number of days worked starting from the hire date
(for new employee) or first day of the company's leave year (for
existing employee). For example, an employee is hired on 1 April
2015 and is entitled to 12 days of annual leave per year. In this
case, the employee gains 0 day on his first day and 0.5 day on 15
April 2015.

Full Entitlement on pro-rata basis - System calculates the total

entitlement for the year, and employee gets their full
entitlement as soon as an employee joined (for new
employee) or on the first day of the company's leave year (for
existing employee). For example, an employee is hired on 1 April
2015 and is entitled to 12 days of annual leave per year. In this
case, the employee gets 9 days on his first day.

Accrual on pro-rata basis for the first year, full entitlement the
following year - This is the combination method for which an
employee has to earn the entitlement on the first year, and
subsequently gets full entitlement on the first day of the
following leave year.

Rounding Method: This largely affects pro-rated calculation, select the rounding method
(down or up), and then select either to the nearest 0.5 day or 1 day.

43

Annual Leave Policy

System provides auto carry forward un-utilised annual leave to the following leave year. If this is applicable to you,
check 'Yes' and enter the number of days allowed to be carried forward, else 'No' if this is not applicable to you.
We also allowed carry forward to have expiry within number of months. Key in number of months you desired.

44

Sick Leave and Hospitalization Policy

Setting Sick & Hospitalisation Entitlements

Check 'Yes' if
all employees in the company getting the same flat number of entitlement day(s), then enter the number of
entitlement day(s).
Check 'No' if
all or different employees getting different entitlement day(s), and then click 'Set Custom Entitlement' button.
45

Maternity, Paternity and Compassionate Policy

Enter the number of entitlement day(s) based on your company's policy, else enter zero (0) day if it is
not applicable to you.

46

Replacement Credit Policy

If your staff worked over the weekend or public holiday, do you need to reimburse leave credit for him so he can
have a day more of leave?
Now you can do that!
Turn it ON, then click Complete button at bottom. You can also choose a custom message you want when you come
in again this message is shown to them when they apply for credit.
47

Replacement Credit Policy

Now, you can see the Replacement Credit Tab in Their Leave Applications page.

Employee can now apply for a

replacement credit. This application will
be send to manager for approval.

If it is approve the employee will have a credit increase in the

replacement leave type.

48

Manage Leave Policy

When you have finish set up all your Leave Policies Dont forget to Click 'Complete' at the bottom of the page to
save your entries.

Congratulations!! You have finish set up your company Leave Policy.

49

Shared calendar

You can now view in the calendar

of the employees who are on leave
to prevent applying leaves on the
same day!
You may adjust the permission of
who people can see (or no one) in
the Dashboard->Company Settings

Now, time to bring users in

Go Users screen
Click on the yellow
button Resend the
invitations
You users will be
engaged to join
Kakitangan.com and
setup their accounts!

51

What does User see?

52

First thing first,

Employees will
receive an invitation
email to start their
journey at
kakitangan.com.

Click Get Started.

53

Employee - Create
own password for
Kakitangan.com.

Then re-enter it
for confirmation,
and click
Create Password

54

Use email as username, and

the password created just
now, to login into the
Kakitangan.com system.

55

Aha, FUN part Applying Leave

Click Leave Application button on
top will bring you to this page.
Select Leave Type you want to
apply. i.e. Annual Leave, Sick Leave,
Maternity leave, Carry Forward, etc
Then, select the Date you want to
apply for the leave. Also please fill
in your reason, so manager can
make a right decision.
Click apply and you application will
be sent via email to your
supervisor/manager.
56

Kakitangan.com
support leave
application and
manager approval
on both desktop
and mobile
phone.
Manager receives
an email and
decide to approve
or reject base on
the scheduling of
the team.
57

Once the
manager/supervisor
approve or reject, an
notification email will
be sent to employee.

58

Employee can view

the previous leave
application records
and its status via
view application.
Manager can see
also the teams
leave applications.

59

Employee Payroll
View
If the company uses
Kakitangan.com Payroll
system, the employee can
view their payslip, and
download the previous
payslips.

60

Does system keep track of terminated employees?

Yes.
Once you terminated an employee (and fill in the last day of working), every night the system
will find the terminated person. Once it is after the last day, the person will be removed from
the User list, and included at the Report->Terminated Users.
If the employees email is a personal email (like Gmail or Hotmail), the email will then be
refreshed and the employee may use this email to join another company that uses
Kakitangan.com.

61

Bank Level Security

Bank level security
Storage - We host our system on #1 cloud infrastructures in the
world, Amazon Web Services, ensuring our servers will be safe
from any physical sabotaging. Many Fortune 500 and banks
using it.
Data transfer You see the green color bar on your internet
browser? We use premium HTTPS data encryption! Data
transfer from your computer to server are protected from being
hijacked. (Dont trust those websites without the company
entity name show on address bar)
Access of data We are the 1st startup conducting PDPA audit
(Personal Data Protection Act). We use security auditor that
audited the Maybank2U. Data access is strictly restricted within
our own company.
62

Side track if you need to delete a user group

Click on the
group
name
Then click
on the
pencil
button
besides the
group

63

Useful Links
All FAQ and Knowledge Base
https://kakitangan.uservoice.com/knowledgebase
Is my data safe in Kakitangan.com?
https://kakitangan.uservoice.com/knowledgebase/articles/653134-is-my-data-safe-inkakitangan-com
What if I lost my password?
https://kakitangan.uservoice.com/knowledgebase/articles/650542-how-do-i-recovermy-kakitangan-com-password
Improve Kakitangan.com! (suggest ideas or vote for other peoples ideas)
https://kakitangan.uservoice.com/forums/285155-improve-kakitangan-com
Why is hospitalization leave deducted when I apply a sick leave?
https://kakitangan.uservoice.com/knowledgebase/articles/783405-why-ishospitalization-leave-deducted-when-i-apply
64

Future development plan

You should let us know what you hope for!
Ask & vote for the features you like at
https://kakitangan.uservoice.com/

We release new versions every week to 2 weeks. We include

features the are most wanted by the users.
Yes you heard it correctly. Unlike other traditional software vendors,
YOU determine the R&D future of Kakitangan.com.

65

with

66