Enkept HRMS System Documentation

Last Updated: 03-Mar-2025 [v1.0]

System Overview
Enkept HRMS is a cloud-based Human Resource Management System (HRMS) designed to streamline workforce management through digital automation. It provides organizations with tools for staff record management, attendance tracking, leave management, payroll integration, visitor management, recruitment, and compliance tracking.
The platform is accessible via web and mobile applications (iOS and Android) and is equipped with secure authentication, access controls, and multi-location support. Enkept enables businesses to improve operational efficiency, reduce manual dependencies, and enhance overall workforce transparency.
Functionalities
1. Core HR
  Enkept HRMS provides essential HR functionalities to manage employees, organizational structure, and HR policies effectively.
  1. Staff Record Management – Maintain comprehensive employee records.
  2. Staff Events Management – Track employee lifecycle events.
  3. Multiple Number Series for Staff Code – Configure staff ID formats as needed.
  4. Access Control – Define access permissions for users.
  5. Staff Timeline – Maintain a chronological view of employee events.
  6. User Groups – Create and manage user groups for access control.
  7. Notifications to Employees – Send organization notifications.
  8. Organizational Structure – Define organization hierarchy.
  9. Vendor Setup – Manage external vendors linked to organization operations.
  10. Roles, Departments, Grades Setup – Define organizational roles and levels.
  11. Module Visibility Control – Restrict access to specific modules.
  12. Custom Email Template – Configure email templates for communications.
  13. Multi-Location Setup – Manage employees across multiple locations.
  14. Separate Admin Users – Assign admin roles with different privileges.
2. Document Management
  1. Publish Organization Policies to Staff – Share company policies.
  2. Template Repository – Store and manage document templates.
  3. Issue Documents to Staff – Assign and distribute official documents.
3. Onboarding & Separation Management
  1. Pre-Onboarding – Initiate onboarding before the joining date.
  2. Onboarding Workflow – Define step-wise onboarding processes.
  3. Background Verification – Basic – Add verification checks details.
  4. Probation Management – Track and manage probationary periods.
  5. Probation Policies – Configure rules for probation evaluation.
  6. Separation Workflow – Manage exit processes.
  7. Separation Policies – Define rules and approvals for resignations.
  8. Separation Initiation Option – Enable exit initiation by employee or admin.
4. Project Management
  1. Project Creation & Assignment – Set up projects and assign staff.
  2. Milestone Tracking – Monitor project progress and completion.
5. Employee Self-Service
  1. Login via Phone Number or Email – Secure authentication.
  2. Mobile App – Access on mobile devices.
  3. Attendance & Regularization – View attendance and request corrections.
  4. Leave Management – View leave balance and apply for leaves.
  5. Holiday Calendar – Access organization-wide holiday details.
  6. Onboarding & Assigned Tasks – Employees can track assigned onboarding tasks.
  7. Separation & Assigned Tasks – Employees can manage exit formalities.
  8. Issued Documents – Employees can view HR-issued documents.
  9. Internal Job Applications – Apply for open positions within the organization.
  10. Manager's Team View – Managers can approve requests for their team.
6. Alumni Management
  1. Alumni Directory – Maintain a list of past employees.
  2. Separate Alumni Login – Provide exclusive access for ex-employees.
  3. Alumni Job Portal – Enable alumni to apply for internal job openings.
  4. Alumni Forums – Facilitate networking and discussions.
  5. Issued Documents Access – Alumni can retrieve past HR documents.
7. Recruitment
  1. Job Postings – Create internal and external job openings.
  2. Website Embedding – Integrate job listings with company websites.
  3. Application & Resume Management – Track and manage candidate applications.
  4. Selection Workflow – Define the recruitment process steps.
  5. Onboarding Integration – Seamlessly transition selected candidates to onboarding.
  6. Recruitment Dashboard – Get insights on hiring processes.
8. Expense Management
  1. Expense & Advance Filing – Employees can submit expenses and advances.
  2. Expense Policies – Define company expense guidelines.
  3. Travel Desk – Manage travel-related expense requests.
  4. Corporate Cards – Integration for business expenses.
  5. Approval Workflows – Manager/Admin review and approval.
  6. Expense Dashboard – Track expenses with reports.
  7. Finance Reports – Generate reports for reimbursements and deductions.
9. Rewards & Recognition
  1. Appreciation System – Recognize and reward employees.
  2. Multiple Reward Programs – Create structured reward schemes.
  3. Nominations & Awards – Set up a nomination and award system.
10. Forums
  1. Category Creation – Organize discussions by topics.
  2. User Access Control – Define permissions for participation.
  3. Topic Management – Employees can start discussions.
  4. Engagement Features – Allow upvotes, downvotes, and reporting.
11. Attendance Management
  1. Shift & Attendance Policies – Define work shifts and attendance rules.
  2. Multiple Input Options – Form-based attendance or bulk uploads.
  3. Attendance Reports – Generate real-time attendance insights.
  4. Late/Early Reports – Track attendance anomalies.
  5. Overtime Management – Define policies and track overtime hours.
  6. Off Days & Holiday Policies – Manage off-day allocations and public holidays.
12. Mobile App-Based Face Attendance
  1. Kiosk Mobile Apps – Available on Android & iOS.
  2. Attendance at Multiple Locations – Enable check-in across sites.
  3. Geo-Fencing – Restrict attendance to designated areas.
  4. Device Binding – Ensure only registered devices can mark attendance.
  5. Location Restrictions – Enforce location-based attendance rules.
  6. Security Controls – Encrypted attendance data storage.
  7. Face Recognition Logs – Maintain photo-based logs.
13. Leave Management
  1. Leave Policies – Configure various leave types.
  2. Leave Application – Employees can apply for leaves.
  3. Approval Process – Managers/Admins can approve/reject leave requests.
14. Integrations
  1. Biometric Device Integration – Sync attendance with biometric systems.
  2. Attendance Middleware – Connect Enkept with third-party attendance solutions.
15. Automation
  1. Workflows – Automate repetitive HR processes.
16. Visitor Management
  1. Face Biometric Attendance – Register visitors via face recognition.
  2. Visitor Recall – Quick check-in for returning visitors.
  3. Pre-Booked Visitors – Enable advance visitor registration.
  4. Entry Slip Generation – Issue digital or printed entry passes.
Technical Requirements
1. Hosting and Infrastructure
  1. Enkept HRMS is hosted on cloud infrastructure, ensuring high availability and scalability.
  2. Data is stored securely using database storage with backup policies in place.
  3. The platform leverages security services for encryption and compliance.
2. Supported Platforms
  1. Web Application: Compatible with the latest versions of Google Chrome, Mozilla Firefox, Microsoft Edge, and Safari.
  2. Mobile Application: Available on Android (Google Play Store) and iOS (Apple App Store).
3. Security & Compliance
  1. Authentication: Uses OTP-based authentication, eliminating the risk of credential leakage. Stored OTPs are encrypted for enhanced security.
  2. Access Control: Role-based access for staff, managers, and administrators.
  3. Data Protection: Complies with India’s data protection laws and follows global security best practices.
  4. Encryption: Data in transit is secured via HTTPS, and critical data is encrypted at rest.
  5. Audit Logs: Tracks all critical actions performed on the system for audit purposes.
Service Levels & Support
1. Uptime Commitment
  1. Enkept HRMS aims to provide 99%+ uptime, excluding scheduled maintenance windows.
  2. In case of unforeseen downtime, efforts will be made to restore service at the earliest.
2. Maintenance & Updates
  1. Regular updates will be provided to enhance system features and security.
  2. Critical security patches will be deployed as needed without prior notice.
  3. Feature enhancements and non-critical updates will be available without notice.
Support Availability
1. Email Support: Available at support@enkept.com with a response time of 7 business day for related queries.
2. Priority Support: Available for enterprise customers as per the agreed SLA.
3. Help Documentation & Training: Online resources and training materials will be provided for onboarding and troubleshooting.

Disclaimer:

This document provides an overview of the Enkept system, its functionalities, and associated warranties as outlined in the agreements. The information herein is subject to change as Enkept evolves. While we strive to maintain accuracy, Fastcurve reserves the right to update features, service levels, and policies without prior notice, except as contractually required. This document does not constitute a legally binding commitment beyond the terms agreed upon in the Master Service Agreement (MSA) or other contractual arrangements.