Admin guide

This guide is for owners and HR, who set up the business and run HR in it. Signing in and the home page are in the user guide, and short answers are in the questions and answers.

Roles

Each person has one role in each business they belong to. Someone who owns one business and does HR for another signs in once and switches between them from the top bar.

A business always has at least one active owner. As employee records, leave and attendance arrive in later updates, HR will run them; employees will see only their own.

Signing up

If the sign-in page shows Create an account, you can set up your business yourself:

1. Press Create an account, enter your email and press Send me a link.
2. Open the email from CodeHR and its link. The link works once, for 24 hours. If nothing arrives within a few minutes, look in the spam folder, then ask again.
3. Under Your business, enter its Legal name and State. The trade name, PAN, address and PIN code are optional and can wait for the business settings.
4. Under Your account, enter your name and a password of at least 8 characters.
5. Read the Terms of service and the Privacy notice, tick to accept them, and press Set up my business. You are signed in as its owner.

If the email already has a CodeHR login, the message says so and sends no link. Sign in with that login and set up the business as below.

If the page shows Continue with Google, you can use your Gmail address or Google Workspace account instead of a link. Press it and choose your Google account, then fill in Your business as in step 3, check your name, accept the terms and press Set up my business. You sign in with Google from then on, and have no password; to add one, use Forgot your password? on the sign-in page. If the Google account's email already has a CodeHR login, you are signed in to it instead.

If the sign-in page has no Create an account link, CodeHR support sets up the business and sends you a link to finish it.

Another business of your own

Open the menu under your name and choose Set up a new business. It is also on the page where you choose a business. Enter its details, tick to accept the terms and press Set up the business. You become its owner and switch to it. One login can set up three businesses a day.

First steps for a new business

1. Fill in the business settings: the address, PAN, the leave year and the weekly offs. Upload the logo.
2. Add the people who run HR with you, as HR or as another owner.
3. To try things out without touching the real business, use the practice business from the menu under your name.

Business settings

Go to Settings → Business. Owners and HR see this page; only an owner can change it. Press Save settings when you are done.

Business. The Legal name is the business's registered name. The Trade name is optional; when set, it is shown in the app, such as in the top bar.

Address and registration.

• Address line 1 and 2, City, PIN code and State. The state is where the main office is.
• PAN: the business's 10-character PAN, such as AAACE1234F. Lowercase is saved as uppercase.

Leave and attendance.

• Leave year: January to December or April to March. Leave balances are counted, carried forward and lapse over this year. Choose it before leave starts being recorded.
• Weekly offs: the days nobody is expected at work. Each day has five boxes, one for each week of the month. Tick all five for a day that is off every week, such as Sunday, or only some, such as the second and fourth Saturdays. The line under the table reads back what you ticked, for example "Every Sunday, and the second and fourth Saturdays". A new business starts with every Sunday off.
• Employees may check in and out from their phone or browser: tick it if employees mark their own attendance in CodeHR. The time is taken from CodeHR's clock, not the phone's. Leave it off if attendance comes only from the attendance device.

Logo. Under Logo, choose a PNG or JPG of up to 1 MB and press Upload logo. Remove logo takes it off.

The team

Go to Settings → Team. Only an owner sees it. It lists everyone who can sign in to the business, with their role and whether their access is active.

Adding a person

Under Add a person, enter their Email, Name and Role, and a Temporary password of at least 8 characters, then press Add person. Give them the password in person or by phone, not in the same message as the address. They choose their own password the first time they sign in, or sign in with Google instead.

If the email already has a CodeHR login for another business, they are added with their existing password and the temporary password is not used.

Changing access

Open a person from the list to:

• Change role: pick the new role and press Change role. The last active owner cannot be given another role.
• Deactivate: signs them out of this business at once. Their other businesses are not affected. Reactivate restores access. You cannot deactivate yourself, or the last active owner.
• Set temporary password: when someone forgets their password, enter a new temporary one. They must change it when they next sign in. This works only for people who use no other business on CodeHR, since the new password would open those too. For anyone else, contact CodeHR support. Where the sign-in page shows Forgot your password?, people can also set a new password themselves by email.

History, at the top of a person's page, opens the audit log for that person alone.

The practice business

Owners and HR can try anything in a practice copy of their business. Nothing done there reaches the real business.

• Open it from the menu under your name: choose Practice business. On a phone it is under More.
• The first time, it has your business's details and logo, and nothing else.
• While you are in it, a yellow strip under the top bar says so, and the top bar shows Practice beside your role.
• Everyone in the business shares one practice business and has the same role in it. People are added and removed in the real business only.
• To go back, press Back to and your business's name in the strip, or choose Leave practice business from the menu.
• While in it, an owner can empty it under Settings → Business with Start again. That removes everything made in it, for everyone, and copies the business's current details and logo into it again.

The audit log

Settings → Audit log lists who changed what in the business, and when, newest first. Only owners see it.

• Each entry has the time, the person, what they did (such as Business details changed or Role changed), the record and the changes. An edit lists only the fields that changed, as before → after. A new record lists the fields it was saved with. A long list of fields is folded; select it to open it.
• Select the record's name to open it. The History button on a person's page opens the log for that record alone. Show every record goes back to the whole log.
• Filter by person in Who, by kind of record in Record type, by dates, or search for a record's name. The name searched is the one the record had at the time.
• Operator (command line) means the change was made outside the app by whoever runs CodeHR, for example when the business was created for you. Former member is someone who no longer belongs to the business.
• Entries are never edited or removed, and they are kept for as long as the business exists. Passwords are never logged; a reset shows only that it happened. Signing in and changing your own password are not logged.

Not yet in this version

• Locations, departments and designations.
• Employee records, reporting lines and the org chart, and loading employees from a spreadsheet.
• Holidays, leave types and policies, applying for and approving leave.
• Attendance from device export files and check-in from the browser, corrections, the monthly register and locking a month.
• Invitation links, so people can be asked to join without a temporary password.