Sentrifugo 3.1 User Guide

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3.1 Sentrifugo User Guide
Guide

Table of Contents
Introduction....................................................................................................................................................7
Prerequisite Skills..........................................................................................................................................7
How to Use This Guide ..................................................................................................................................7
1. Getting Started..........................................................................................................................................8
1.1 What are the roles available in Sentrifugo?...............................................................................................8
1.1.1 Super Admin.....................................................................................................................................8
1.1.2 Default Role Groups in Sentrifugo ......................................................................................................8
1.2 How do I log in to Sentrifugo? ..................................................................................................................9
1.2.1 Super Admin.....................................................................................................................................9
1.2.2 Employees/Users ............................................................................................................................ 11
1.3 How do I set up Sentrifugo? ................................................................................................................... 12
1.3.1 Configuration Wizard....................................................................................................................... 12
1.4 How do I add Employees to Sentrifugo?..................................................................................................17
1.4.1 Adding Organization Head (Employee #2)......................................................................................... 18
1.4.2 Adding Other Employees ................................................................................................................. 18
1.4.3 Adding Employees in Bulk................................................................................................................ 21
1.5 How do I add Business Units and Departments (without using configuration wizard)? ............................... 22
1.5.1 Adding Business Units...................................................................................................................... 22
1.5.2 Adding Departments ....................................................................................................................... 23
1.5.3 No Business Unit............................................................................................................................. 24
1.6 How do I add Job Titles and Positions?....................................................................................................25
1.6.1 Adding Job Titles............................................................................................................................. 26
1.6.2 Adding Positions.............................................................................................................................. 26
2. Dashboard................................................................................................................................................ 28
2.1 How do I add Widgets?.......................................................................................................................... 28
2.2 How do I add Shortcuts?........................................................................................................................ 30
2.3 How do I add Announcements?.............................................................................................................. 33
2.4 How do I add BirthdayAnnouncements? ................................................................................................ 34
3. Leave Management..................................................................................................................................37

3.1 How do I configure Leave Management Settings?.................................................................................... 38
3.2 How do I create Leave Types? ................................................................................................................ 39
3.3 How do I allocate Leave to Employees?...................................................................................................40
3.4 How do I deduct Leaves from an Employee? ........................................................................................... 43
3.5 How do I create HR Email Group for Leave Management?........................................................................44
3.6 How do I raise a Leave Request?............................................................................................................. 46
3.7 How do I cancel a Leave Request? ..........................................................................................................49
3.8 How do I Approve/Reject an Employee’s Leave Request?.........................................................................51
3.9 How do I view the Approved Leaves and Leave Requests of all the Employees Reporting to Me? ............... 52
3.10 How do I view my own Leave(s)/Leave Request(s)?................................................................................ 55
3.11 How do I create Holiday Groups?..........................................................................................................57
3.12 How do I create Holidays?.................................................................................................................... 57
3.13 How do I assign Holidays to Employees? ............................................................................................... 58
4. Self Service.............................................................................................................................................. 62
4.1 Leave Requests......................................................................................................................................62
4.2 How do I view My Details?..................................................................................................................... 62
4.3 How do I view My Holiday Calendar?......................................................................................................68
4.4 How do I view My Team details? ............................................................................................................ 68
5. Service Request .......................................................................................................................................70
5.1 How do I create Service Request Categories?.......................................................................................... 71
5.2 How do I create Service Request Types? .................................................................................................72
5.3 How do I configure Service Request settings?.......................................................................................... 73
5.4 Who are Approvers, Executors and Viewers? .......................................................................................... 74
5.5 How do I raise a Service Request?...........................................................................................................74
5.6 How do I view my Service Requests?.......................................................................................................75
5.7 How do I execute a Service Request?......................................................................................................76
5.8 How do I approve a Service Request as Management (Approver)/Manager?............................................. 79
5.9 How do I close a Service Request as an Executor?.................................................................................... 80
6. HR............................................................................................................................................................. 82
6.1 Adding Employees.................................................................................................................................82
6.2 How do I manage Roles & Privileges?......................................................................................................82
6.3 How do I add External Users?................................................................................................................. 85
6.4 Holiday Management............................................................................................................................. 86
6.5 Leave Management............................................................................................................................... 86
6.6 Employee Configuration......................................................................................................................... 86

6.6.1 How do I select Employee Tabs?.......................................................................................................87
6.6.2 How do I set Employee Configuration? ............................................................................................. 88
6.6.3 How do I configure Identity Documents settings?.............................................................................. 90
7. Recruitments............................................................................................................................................ 92
7.1 How do I create a Job Requisition/Opening? ........................................................................................... 93
7.2 How do I Approve/Reject a Requisition/Opening? ................................................................................... 95
7.3 How do I enter a Candidate’s details?.....................................................................................................96
7.4 How do I Schedule an Interview?............................................................................................................ 98
7.5 How do I provide Feedback for an Interview?.......................................................................................... 99
7.6 How do I select/reject a Shortlisted Candidate? (Management’s Final Approval)..................................... 101
7.7 How do I add a Candidate as an Employee?........................................................................................... 102
8. Background Check.................................................................................................................................. 106
8.1 How do I add a Screening Type?........................................................................................................... 107
8.2 How do I add an Agency?..................................................................................................................... 108
8.3 How do I select an Employee/Candidate for Screening?......................................................................... 110
8.4 How do I set up HR and Management Group Emails?............................................................................. 112
8.5 How do I provide Feedback as an External User?................................................................................... 113
8.6 How do I close a Background Check Process?........................................................................................ 115
9. Organization........................................................................................................................................... 119
9.1 How do I view/edit information about my Organization?....................................................................... 119
Business Units & Departments................................................................................................................... 120
9.2 How do I view my Organization Structure?............................................................................................ 120
9.3 How do I view my Organization Hierarchy? ........................................................................................... 121
9.4 How do I add Announcements?............................................................................................................ 122
9.5 How do I add Policy Documents?.......................................................................................................... 123
9.6 How do I view Policy Documents? ........................................................................................................ 124
10. Analytics............................................................................................................................................... 126
10.1 How do I view/generate Reports?....................................................................................................... 126
11. Site Config............................................................................................................................................ 129
11.1 How do I view/edit Site Preferences?.................................................................................................. 129
11.2 How do I set General Site Preferences?............................................................................................... 130
11.3 How do I set Identity Codes?.............................................................................................................. 132
11.4 What should I do if my Country/State/City are not available in Sentrifugo?........................................... 133
11.5 How do I add Currency and Currency Conversions? ............................................................................. 134
12. Modules ................................................................................................................................................ 136

13. Logs...................................................................................................................................................... 136
13.1 How do I view Activity Logs?............................................................................................................... 136
13.2 How do I view User Logs?................................................................................................................... 137
14. Expenses............................................................................................................................................... 138
14.1 How do I add an Expense Category?.................................................................................................... 139
14.2 How do I add a Payment Mode?......................................................................................................... 141
14.3 How do I add an Expense?.................................................................................................................. 142
14.4 How do I submit an Expense for approval?.......................................................................................... 144
14.5 How do I export an Expense?.............................................................................................................. 145
14.6 How do I clone an Expense?............................................................................................................... 146
14.7 How do I approve/reject Employee Expenses?..................................................................................... 148
14.8 How do I forward an Expense to another Manager? ............................................................................ 149
14.9 How do I upload Receipts?................................................................................................................. 152
14.10 How do I download my Receipts? ..................................................................................................... 153
14.11 What are Unreported Receipts?........................................................................................................ 154
14.12 How do I add Receipts to Expenses/Trips?......................................................................................... 155
14.13 How do I delete a Receipt?............................................................................................................... 157
14.14 How do I create a Trip? .................................................................................................................... 158
14.15 How do I allot an Advance to an Employee? ...................................................................................... 159
14.16 How do I view the Advance allotted to me?....................................................................................... 160
15. Assets.................................................................................................................................................... 163
15.1 How do I create an Asset Category?.................................................................................................... 164
15.2 How do I add an Asset?...................................................................................................................... 165
15.3 How do I view my Asset(s) details? ..................................................................................................... 167
15.4 How do I raise a Service Request related to my Asset?......................................................................... 168
16. Appraisals............................................................................................................................................. 169
16.1 How do I add Parameters? ................................................................................................................. 170
16.2 How do I add Questions?.................................................................................................................... 171
16.3 How do I add Skills?........................................................................................................................... 172
16.4 How do I add Ratings?........................................................................................................................ 173
16.5 How do I Initialize an Appraisal process?............................................................................................. 174
Step 1: Initialization............................................................................................................................... 175
Step 2: Configure Line Managers ............................................................................................................ 176
Step 3: Configure Appraisal Parameters.................................................................................................. 181
16.6 How do I undo/discard Line Manager Configuration?........................................................................... 186

16.7 How do I set additional appraisal questions as a Manager?.................................................................. 187
16.8 How do I enable the appraisal to Employees?...................................................................................... 190
16.9 How do I view a Manager’s Status?..................................................................................................... 191
16.10 How do I provide Self Appraisal?....................................................................................................... 192
16.11 How do I provide appraisal ratings and comments for an Employee?.................................................. 193
16.12 How do I check Employee Status?..................................................................................................... 195
16.13 What is Feedforward?...................................................................................................................... 195
16.14 How do I add Questions for Feedforward? ........................................................................................ 195
16.15 How do I initialize Feedforward?....................................................................................................... 197
16.16 How do I Appraise my Manager? ...................................................................................................... 199
16.17 How do I view Managers’ Feedforward details?................................................................................. 199
16.18 How do I view Employee Feedforward Status? .................................................................................. 201
16.19 How do I view my Appraisal History?................................................................................................. 202
16.20 How do I view my team’s Appraisal History?...................................................................................... 203
17. Disciplinary Incident Management...................................................................................................... 206
17.1 How do I create a Violation Type?....................................................................................................... 206
17.2 How do I raise a disciplinary incident?................................................................................................. 208
17.3 How do I view my disciplinary incidents?............................................................................................. 209
17.4 How do I view my team members’ (employees) disciplinary incidents?................................................. 210
17.5 How do I provide my appeal statement?............................................................................................. 212
17.6 How do I provide an appeal statement for another employee?............................................................. 213
17.7 How do I take a corrective action against anemployee? ...................................................................... 214
17.8 How do I print my disciplinary incident?.............................................................................................. 215
17.9 How do I print an employee’s disciplinary incident?............................................................................. 216
18. Additional Features ............................................................................................................................. 218
Upload Employees’ Profile Photo as HR...................................................................................................... 218
HR Configuration Wizard ........................................................................................................................... 218
Create New Shortcut Button...................................................................................................................... 220
Contacts................................................................................................................................................... 221

Introduction
This is a post installation guide to provide users information on how to use Sentrifugo easily. If you require
instructions for installing Sentrifugo, please follow this link: http://www.sentrifugo.com/installation-guide.
Thisguide comprisesof adetaileddescriptionof Sentrifugo’sfeatures, capabilities, and step-by-step procedures
to use this application efficiently.
Prerequisite Skills
Sentrifugo end users do not require any specialized or additional technical skills to use the application.
How to Use This Guide
We wouldrecommendyoutofollow thisguide in a sequential order of the chapters. The chapters have been
placedina progressive ordertohelpyouuse Sentrifugooptimally. Sentrifugo3.0User Guide’schaptersconsist
of ‘Howto’ questionstomake iteasierforuserstolocate solutions fortheirqueries.Followingare some of the
frequently used conventions across the user guide:
Convention/Icon Description
Tip iconusedinthisdocumentto highlight easy
to use tips to simplify your Sentrifugo
experience.
Note icon used in this document to highlight
important points.
View icon used in Sentrifugo application
Edit icon used in Sentrifugo application
Delete icon used in Sentrifugo application
More actionsiconusedin Sentrifugo application
Information icon used in Sentrifugo. Hover the
mouse pointer over this icon to view a brief
description for an option

1. Getting Started
1.1 What are the roles available in Sentrifugo?
1.1.1 Super Admin
SuperAdmin installsthe applicationand provideshisemail credentialswhile installing. He/she is responsible for
settingupand configuringthe applicationtomake itreadyforuse.The SuperAdminwill be the first employee in
the application,forexample:EMP0001 or SENT0001. HoweverinSentrifugo,the SuperAdmin will notbe included
inthe organization’semployees’list.The employees’ list starts from the second employee (Organization Head).
The SuperAdminhasunlimitedaccessoverthe entire application. Inotherwords,he/shehasfull control,andis
responsible foradministeringSentrifugo.
1.1.2 Default Role Groups in Sentrifugo
There are 6 main role groupsavailable bydefaultinSentrifugo:
 Management
 Manager
 HR
 Employee
 SystemAdmin
 External User
Withineachrole groupa maximumof 5 role groupscan be created.Forexample:
Since the SuperAdminwill notbe includedinthe employee’slist,he/she will not be
able to perform employee actions like raising a leave request, service request,
submitting timesheets etc. You can add another employee to Sentrifugo for the
Super Admin user, with his/her actual details like Name, Job Title, Reporting
Manager etc.

1.2 How do I log in to Sentrifugo?
1.2.1 Super Admin
After installing Sentrifugo your (Super Admin) credentials will be sent to your email address and will also be
available in a downloadable PDF file. To access the application follow the link provided on the screen after
installation.
Please refer Figure 1.
Figure 1
a. Super Admin login credentials
b. Follow this link to open the application
c. Download PDF file containing login credentials
SuperAdminreceivesthe below email:
Management
Board of
Directors
Senior
Management
Stakeholders
Managing
Directors
SeniorDirectors

Please referFigure 2.
Figure 2

1.2.2 Employees/Users
After the HR/Management/Super Admin adds you to Sentrifugo, your credentials will be sent to your provided
email address.Youcan accessthe applicationthroughthe linkprovidedin the email containing your credentials.
Figure 3
The link leads you to the Sentrifugo login screen.

You can log inusingyouremployee IDoryourregisteredemail address.
1.3 How do I set up Sentrifugo?
The SuperAdmincan beginsettingupSentrifugobyusingthe ConfigurationWizard.
1.3.1 Configuration Wizard
ConfigurationWizardallowsyoutoconfigure settingsthatreflectrequirementsunique toyourorganizationand
make your applicationreadytouse. Configuration Wizardisthe firstscreenthat isdisplayedif youare logging
intothe applicationforthe firsttime.
Informationisgatheredin5steps.
Step 1: Modules

Figure 4
a. All the modulesare displayedin acircularrepresentation
b. Clickon a module icontoactivate or inactivate amodule
c. ClickSAVE buttonto applythe changesmade
d. ClickNextbuttonto proceedtothe nextstep
e. ClickConfigure Later and youwill be redirectedtothe dashboardandyou can complete the Configuration
as per yourconvenience
f. ClickBack To Site buttonandyou will be redirectedtothe dashboard.The nexttime youlogin,itwill
resume fromwhere youhaddiscontinued earlierinthe configurationwizard.
Step 2: Site Config

Figure 5
g. Make changesto the Site Configurationsbasedonyourorganizationpreferences
h. ClickAdd Time Zone to addthe requiredtime zone
Whenyouclick Add time Zone anotherwindow will popupwhichwill letyouselectthe time zone(s) yourequire
inyour organization.
Step 3: Organization

Figure 6
i. ClickAdd Country to addthe requiredcountry
j. ClickAdd State to add the requiredstate
k. ClickAdd Cityto add the requiredcity
l. Enter information aboutyourorganization
Aftersavingyourorganization’sdetails,anADD Employee buttonwill appearonthe topright cornerof the
configurationwizardscreen.However,itisnotmandatoryto add an employee inthisstep,youcanevenaddan
employeeafterthe entire configurationiscompleted.
If you wantto add an employee pleaserefertosection 1.4 How do I add employees to Sentrifugo?
Step 4: Business Units

You can create businessunitsanddepartmentshere.
Figure 7
m. Create a newbusinessunitbygivingitsname andstreetaddress.
n. Create a newdepartmentwithinthe businessunit
o. Addanotherdepartment(Tohave multipledepartmentsunderabusinessunit)
p. Clickhere toadd the firstemployee (organizationhead)
Step 5: Service Request

You can add otheremployees only after adding
the Organization Head.
Ensure that you always after entering details in each
section of the Configuration Wizard and only then proceed.
Figure 8
q. Create a newservice category
r. Create a newrequesttype
s. Addanotherrequesttype
ClickBack To site to go back to the application’sdashboardandexitthe configurationwizard.
1.4 How do I add Employees to Sentrifugo?
Gatheringmanagementdetailsisanimportantaspectof an organization.The firstemployee youadd will be the
OrganizationHead.

While addingemployeesensure that they align with the hierarchy of your
organization (top down approach). Reporting manager is a mandatory
field, while adding employees.
1.4.1 Adding Organization Head (Employee #2)
On clicking inthe configurationwizardscreen (referFigure8) the below screenwill appear:
Figure 9
a. Enter the all the mandatorydetails
b. Positioncan be configuredlater
c. Jobtitle can be configuredlater
d. Go back to the configurationwizardandresume configuringyourapplication
1.4.2 Adding Other Employees

Figure 10
a. ClickHR inthe top menu
b. ClickEmployeesoption onthe leftpanel
c. Click+Add buttonon the rightside

Figure 11
d. The lettersinthe employeecode (configuredinSite Configstep) willappearbydefault.Youwill needto
enterthe Employee IDmanually.
e. Enter the requireddetailsrelatedtothe employee
f. ClickSave buttonto addthe employee
Onlythe SuperAdmin’sIDnumberwill be fixedas0001. All the otherEmployees including the
Organization Head can have customized employee ID numbers. For example:
Super Admin: EMP0001
Organization Head: EMP0022
Manager: EMP345
Employee: EMP90

1.4.3 Adding Employees in Bulk
Employeescanbe addedinbulkusingthe importoption.Youhave todownloadthe importformatexcel doc,fill it
in with all the employees' details and then import it.
Figure 12
a. Click HR in the top menu
b. Click Employees option on the left panel
c. Click Import Format on the right side above the Employees grid to download the format
d. For furtherguidance,click on the Help link. You will be directed to the import guide, which will provide
you detailed information on how to add employee in bulk.
Please refer Figure 13 to view the Import Format.
Figure 13
In bulkimport,emailscontainingthe credentialswill notbe sent automatically to the employees. The employee
data will only be saved in the database. In order to send emails, you will need to run the cron job:
http://..(your domain name)../..(your application name)../index.php/cronjob
For example: http://example.com/sentrifugo/index.php/cronjob

1.5 How do I add Business Units and Departments (without using configuration
wizard)?
Business Units and Departments are the two main organizational units of Sentrifugo. A Business Unit can have
multiple departments and not vice versa. Below is an example of the Organization Structure in Sentrifugo.
1.5.1 Adding Business Units
Figure 14
a. ClickOrganizationin the top menu
b. Clickon BusinessUnitsonthe leftpanel
c. Clickon +Add buttonon the rightside
Please logoutof the applicationandthenrunthe cron job in your browser.

Figure 15
d. Enter the necessarydetails
e. Clickon Save buttonto save the BusinessUnit
1.5.2 Adding Departments
Figure 16
b. Clickon Departmentson the leftmenupanel
c. Clickon +Add buttonon the rightside

Figure 17
d. Enter the necessarydetails
e. ClickSave buttonto create a new department
1.5.3 No Business Unit
If you needonlyDepartmentsandnoBusinessUnits,thenyoucango forthe option‘NoBusinessUnit’.While
creatinga Department(refer1.5.2Adding Departments) selectthe option‘NoBusinessUnit’inthe Business
Unit field.

Figure 18
a. Selectthe option‘NoBusinessUnit’
1.6 How do I add Job Titles and Positions?
Jobtitle isan employee’sdesignationandPositionisthe designationlevel.Forexampleif the Job title is Software
Engineer, then the Position can be Senior Software Engineer or Associate Software Engineer.

1.6.1 Adding Job Titles
Figure 19
b. ClickEmployee Configuration,itwill expandtogive more menuitems
c. ClickJob Titles
d. Click+Add buttonon the rightside
Figure 20
e. Fill inthe requireddetails
f. ClickAdd Pay Frequencyto add differentfrequencycategorieslike Monthly,Daily etc.
g. ClickSave buttonto create a newjobtitle
1.6.2 Adding Positions

You can create a PositiononlyaftercreatingaJobTitle
Figure 21
b. ClickEmployee Configuration,itwill expandtogive more menuitems
c. ClickPositionsinthe submenu
Figure 22
f. ClickSAVE to successfullycreate aposition.

2. Dashboard
Sentrifugo’s dashboard enables you to have all the information you need at a glance. You can decide what
elements you need on the dashboard by configuring widgets. You can also view announcements and your
colleagues’ upcoming birthday.
2.1 How do I add Widgets?
Figure 23
You can configure yourwidgetsonyourdashboardusingthe below methods:
a. Clickthe organizationlogoon the topleftcorner(Thiswill take youto the dashboardfromany other
screen)
b. ClickClickhere linkat the centerof the dashboard

Or
c. Clickthe loggedin user’sname inthe top rightcorner
d. ClickSettingsinthe dropdown
Or
e. Clickthe gear icon inthe bottomleftcorner
Figure 24
(Common for all)
f. ClickWidgetsbuttoninthe settingspage
g. Drag and drop the selectedmenuitem(s) inthe widgetsbox
h. ClickSAVE buttonto addWidgetsinthe Widgetspane

2.2 How do I add Shortcuts?
Figure 25
You can configure yourshortcuts onyour dashboardusingthe below methods:
a. Clickthe organizationlogoon the topleftcorner(Thiswill take youto the dashboardfromany other
screen)
b. ClickClickhere linkat the centerof the dashboard
Or
c. Clickthe loggedin user’sname inthe top rightcorner
d. ClickSettingsinthe dropdown
Or
e. Clickthe gear icon inthe bottomleftcorner

Figure 26
(Common for all)
f. ClickShortcuts buttoninthe settingspage
g. Drag and drop the selectedmenuitem(s) inthe widgetsbox
h. ClickSAVE buttonto addShortcuts inthe Shortcutspane
Thisis howyourwidgetsandshortcuts will appearonthe dashboard afteryou’ve savedthemCheckthe image
below:

Click cancel to exit the Widgets/Shortcuts screen

2.3 How do I add Announcements?
Announcements can be created by the Super Admin, Management & HR. The announcements will appear on
every user’s dashboard.
Please referFigure 27
Figure 27
b. ClickAnnouncementsonthe leftmenupanel

Figure 28
d. Selectthe BusinessUnit(s),DepartmentandTitle
e. UploadAttachment if required
f. ClickPost buttonto publishthe announcements
2.4 How do I add Birthday Announcements?
Birthdayupdateswill be displayedif it’sany employee’s birthdayonthatparticulardate.
Figure 29

To add an employee’sbirthday:
b. ClickEmployeesonthe leftmenupanel
c. ClickEdit iconagainstany employee’sname
Figure 30
d. ClickPersonal menuoptiononthe leftmenupanel (leftsideof the form)
e. Enter the birthdate in the ‘Date of Birth’field
f. ClickSAVE button
Once the birth datesof employeeshave beenadded,abirthdayannouncementwill be displayedon their
birthdays.

Only the Super Admin and Organization Head can view every employee’s
birthday announcement. Others can only view birthday announcements of
employees in the same department as them.
Figure 31

After an approved leave request has been cancelled, the leave(s) are
credited back to the user’s leave balance.
3. Leave Management
One of the main features available in Self Service is Leave Management. You can raise leave requests and have
them approved by your reporting manager. Below is the leave management process flowchart.
ProcessDescription:
 A User (AnyUserwhohas a reportingmanager) raisesaleave request.
 The ReportingManager,HR andthe Userwill receive anemail notification.
 The User can cancel hisleave requestunapprovedorapproved(one daybefore the leavedate)
 The ReportingManagercan approve/reject/cancel (atanytime) the leaverequest.
 Once the action has beentakenbythe ReportingManager,HR and the User will receiveanemail
notification.

3.1 How do I configure Leave Management Settings?
The Super Admin/HR can configure the leave settingsandallotleavesforemployees.The employeescanthen
utilize the leavesallottedtothem.
Leave Management Options
Figure 32
To configure leave managementoptions:
b. ClickLeave Managementon the leftpanel
c. ClickLeave ManagementOptions inthe submenu
d. Click+Add button on the rightside
Figure 33

If each businessunitinyourorganizationhasdifferentworkingdays
and hours, then using this option you can configure the settings.
f. AllowLeave Transfers: If there are anyunusedleavesforanemployeeinthe currentyear,thenbyusing
thisoptiontheywill be carriedforwardtothe nextyear.
g. Skip Holidays:If a userappliesfora vacation whichincludesthe weekendoranypre-declaredholiday,
thenby usingthisoption,those dayswill be excludedfromthe vacationdays.
h. ClickSAVE button
3.2 How do I create Leave Types?
Figure 34
b. ClickEmployee Configurationonthe leftmenupanel
c. ClickLeave Types inthe submenu
d. Click+Add button on the rightside

The number of days assigned to a Leave Type denotes the maximum
number of days a User can apply for a leave at one go. It’s not the total
leave balance for a leave type.
Figure 35
f. ClickSAVE button to create a newleave type
3.3 How do I allocate Leave to Employees?
There are twowaysto allocate leavestoemployees:
1) Multiple employeesatonce (accordingtoBusinessUnits andDepartments)
2) One employee atatime
Multiple employeesatonce (according to BusinessUnits and Departments)

Figure 36
b. ClickLeave Managementin the leftside panel
c. ClickAdd Employee Leaves inthe submenu
Figure 37
e. Selectthe BusinessUnit(s)
f. Selectthe Department(s)
All the employeesinthe selectedBusinessUnit(s) and Department(s) will be displayed.

Figure 38
g. ClickEdit icon
h. Enter the numberof leavesforeachemployee
i. ClickSAVE button
One employee ata time
Figure 39
b. ClickEmployeesonthe leftmenu panel
c. ClickEdit iconagainstany employeename

You can allocate leavestoemployees only for the current year
Figure 40
d. ClickLeaveson the leftmenupanel (leftside of the form)
e. Enter the numberof daysfor thisemployee
f. ClickSAVE button
3.4 How do I deduct Leaves from an Employee?

You can add/remove leaves for an employee, whenever required.
(Only for the current year)
Figure 41
Figure 42
d. ClickLeaveson the leftmenupanel (onthe leftside of the form)
e. Enter the numberof dayswitha '-' sign precedingthe number forthe employee
f. ClickSAVE button
3.5 How do I create HR Email Group for Leave Management?
Employeesandtheirreporting managersare informedthroughemail notificationsaboutanyaction(leaverequest
raised,leave requestapprovedetc.)takenduringthe leave cycle. In order to send email notifications to HR also,
youwill needtoconfigure anHR email group. If an HR group email is not configured, the following message will
be displayed:

Figure 43
a. ClickSite Configon the top menu
b. ClickGeneral onthe leftmenu panel
c. ClickEmail Contacts inthe submenu
d. Click+Add button
Figure 44

EveryHR email mustbe unique foraBusinessUnit.If repeated, you
will get an error message:
e. Selectthe Business Unit
f. SelectLeave ManagementGroup
g. Enter groupemail id
h. ClickSAVE button
3.6 How do I raise a Leave Request?
Before raisingaleave request,ensure thatyouhave beenallottedleavesforthe currentyear.If youhave not
beenallottedleave aninformationmessagewill be displayed:
To raise a leave request:

Figure 45
a. ClickSelfService inthe top menu
b. ClickLeaveson the leftmenupanel
c. ClickLeave Requestin the submenu
d. The current monthcalendar will be displayedonthe right side panel
e. Click on previousandnext arrow buttonstomoveto previousor next month
f. ClickApplyLeave to applyleave forthe currentday
g. Clickon anydate on the calendarplugintoapplyfor a day’sleave
h. Clickand drag onthe datesto applyfora longleave (multiple days)
Afterf/g/h a small window ‘Create:Leave Request’ will open.

Figure 46
i. Enter the requireddetails
j. ClickAPPLYbutton
Leave requestswill be displayedin'PendingLeaves'until anactionisperformedbythe reportingmanager
Figure 47

3.7 How do I cancel a Leave Request?
Employeescancancel an unapproved leave request at any time. Once a leave request has been approved, they
can cancel it only ONE DAY BEFORE the actual leave date. Managers can cancel approved leaves at any time.
Employee
Figure 48
a. ClickSelfService inthe top menubar
b. ClickLeaveson the leftside panel
c. ClickMy Leavesin the submenu
d. ClickCancel iconin the Actioncolumn
A confirmation messagewillbe displayed
Figure 49
f.Click Yes buttontocancel the leave

You can viewyourcancelledleavesin SelfService >Leaves> My Leaves> CanceledLeaves
Manager
Figure 50
a. ClickSelfService inthe top menubar
b. ClickManage Employee Leaves onthe leftside panel
c. The leave requestsbyemployeeswill be displayedinagrid
d. ClickMore Action buttonin the Actioncolumn
A small popup windowwillopen.

Figure 51
e. SelectCancel
f. ClickSAVE button
3.8 How do I Approve/Reject an Employee’s Leave Request?
Employees’reportingmanagershave the privilegeto approve/rejectleave requests.
Figure 52

a. ClickSelfService inthe top menu
b. ClickLeaveson the leftmenupanel
c. ClickManage Employee Leavesinthe submenu
d. ClickMore Actions buttoninthe Actioncolumn
Figure 53
e. Selectthe status
ClickSAVEbuttonto complete the selectedaction.
3.9 How do I view the Approved Leaves and Leave Requests of all the Employees
Reporting to Me?
ReportingManagercan viewthe approved leaves and leave requests of all the employees reporting to them by
using the calendar plugin.

Figure 54
a. ClickSelf Service inthe top menu
b. ClickLeaveson the leftmenu panel
d. Selectthe option‘Employee reportingtome’
For the day(s) on which employees have taken leave(s) or raised leave request(s), a horizontal bar having the
employee’s name on it will be displayed across the dates.

Figure 55

3.10 How do I view my own Leave(s)/Leave Request(s)?
Figure 56
b. ClickLeaveson the leftside panel
d. A calendarpluginwill be displayed.
e. Selectthe option‘Me’(Itwill be selectedbydefault)
f. For the day(s) onwhichyouhave takenleave(s)/raisedleave request(s),ahorizontal barwill displayed
across those dates.

g. You can alsosee holidays
Your leavesrequestswillbe categorizedinto 5 types:
 PendingLeaves
 CanceledLeaves
 ApprovedLeaves
 RejectedLeaves
 All
Figure 57
Clickon anycategoryto viewthe leavesaccordingly.
An activitylogwill be displayedforeveryactionperformedbyuser(s) involvedinaLeave ManagementCycle.This
will provide usersmore clarityaboutthe statusof the process.

3.11 How do I create Holiday Groups?
HolidayGroupsare useful fororganizationshavingteamslocatedindifferentcountriesorwhichfollowdifferent
holidaycalendars.
Figure 58
b. ClickHolidayManagement onthe leftmenu panel
c. ClickManage HolidayGroup inthe submenu
d. Click+Add button
Figure 59
e. Enter the requireddetails
f. ClickSAVE
3.12 How do I create Holidays?

Figure 60
b. ClickHolidayManagement onthe leftmenu panel
c. ClickManage Holidaysin the submenu
d. Click+Add button
Figure 61
f. Adda newHolidayGroup
g. ClickSAVE button
By providingaHolidayGroupname,youwill be assigningthe HolidaytoaHolidayGroup.
3.13 How do I assign Holidays to Employees?

Figure 62
b. ClickEmployeesonthe leftmenuside
Figure 63

d. ClickHolidayson the leftmenupanel (Form’sleftside)
e. SelectaHolidayGroup fromthe drop downoption
f. Create a newHolidayGroup

Figure 64
g. A gridcontainingthe holidaysinthe holidaygroupwill be displayed
h. ClickSAVE
The employee will nowbe able tosee holidaysonthe calendarplugin.

Onlythe SuperAdmin/Management/HR has the privilege to
add/edit/delete all employees’ details.
4. Self Service
Self-Serviceenablesyoutoraise andhandle leave requests.Youcan accessyour personal information,documents
and leave details. You can also check the details of the employees working in your team. A Manager has the
privilege to add Employees to Sentrifugo, provided he is their reporting manager.
4.1 Leave Requests
Please refertoSection 3.4 – 3.8(3.Leave Management).
4.2 How do I view My Details?
Figure 65
a. Click Self Service inthe top menu
b. Click My Details onthe leftmenu panel

Official
Figure 66
Thisoptiondisplaysall yourofficialdetailssuchasEmployee ID, Email,andBusinessUnitetc.Youcannot edit/add
any detail except your contact number.

Documents
Figure 67
You can upload documentslike birthcertificate,degree certificate,tax proof documentsetc.

Leaves
Figure 68
You can viewthe leave limit,numberof usedleavesandthe leave balanceforaparticularyear.
a. Clickthe view icontocheck the break-upof yourleaves

Salary
Figure 69
You can viewyoursalaryand account details.

Personal
Figure 70
a. ClickEdit icon to addor modifyanydetails
You can add or editdetailsforothersubmenuoptionslike Contact, Skills,JobHistory, and Education etc.

The submenuoptionsappeardependingonthe Employee Configurationoptions selectedbythe Super
Admin/Management/HR.Please refersection 6.5 How do I add Employee Configuration tabs?
4.3 How do I view My Holiday Calendar?
Figure 71
a. Click Self Service inthe top menu
b. Click My Holiday Calendaron the leftmenu panel
c. Click Viewiconinthe Actioncolumntoview eachholiday’sdetails
4.4 How do I view My Team details?
Thisoptionwill appearonlyforuserswhohave employeesreportingtothem.
Figure 72
b. ClickMy Team on the leftmenu panel

Managers can only add employees to their team in other
words they have to be the employees’ reporting manager.
c. Click+Add buttonto add an employeetoyourteam (Refer section 1.4.2 Adding Other Employees)
Or
d. ClickView/Editiconto vieworeditemployeedetails

5. Service Request
Service Requestprovidesaccesstokeyservicesandinformationwhichare requiredbythe employees. Configure
the service requestworkflow withoutcodingor scripting.Youcanraise and handle service requests. Below is the
service request process flowchart.
Description:
 A User (AnyUserwhohas a reportingmanager) raisesaservice request.
 The Executor(s),Viewer(s)andthe Userwill receive anemail notification.
 The Executorhas 3 options:
o He/she canexecute andclose the service request
o RequestforManagementapproval
o RequestforUser’smanager’sapproval
 The actual executiontakesplace offline
 If the ExecutorhasrequestedforeitherUser’s ReportingManageror Management’sapproval,thenthe
requestwill onlybe closedonce one/bothof themhave approved. The ReportingManageror
Managementwill receive anemail notificationif anapproval issoughtfromthembythe executor(s).

5.1 How do I create Service Request Categories?
Figure 73
a. ClickService Requestinthe top menu
b. ClickConfigurationonthe leftmenupanel
c. ClickCategoriesinthe submenu
Figure 74
e. Enter the Requireddetails
f. ClickSAVE button

5.2 How do I create Service Request Types?
Figure 75
a. Clickon the Service Requestinthe topmenu
b. ClickConfigurationonthe leftside panel
c. ClickRequestType submenu
Figure 76
f. ClickADD NEW REQUEST to add more requestsinthe same category
g. ClickSAVE button

5.3 How do I configure Service Request settings?
Figure 77
b. ClickConfigurationleftmenu panel
c. ClickSettingsinthe submenu
Figure 78
f. ClickSAVE button

5.4 Who are Approvers, Executors and Viewers?
Approvers*Management*: Theyare responsible for providing approval for service requests. Executor(s) send a
requestforapproval to the Approver(s). You can have a maximum of 3 approvers and a minimum of 1 approver.
Executors *All roles except Management*: They are responsible for executing the service request. The actual
execution takes place offline. You can have any number of executors.
Request Viewers *All roles except Management*: They don’t have any responsibility in the service request
process. They can only view the actions taken by the executors and approvers via email notifications. You can
have any number of viewers.
5.5 How do I raise a Service Request?
Figure 79
b. ClickMy requestsummary on the leftside panel
Figure 80

d. Fill inthe requireddetails
e. ClickSAVE button
5.6 How do I view my Service Requests?
Figure 81
b. ClickMy requestsummary on the leftmenu panel
Service Requestshave beencategorizedonbasisof theirstatuses:
 All
 Open
 Closed
 Rejected
 Cancelled
c. Clickon the categoryyouwouldlike toview.
d. Numberof ticketspresentineach category
e. Clickon anyticketrecordto viewthe details

Figure 82
f.You can viewthe service requesthistoryhere
g. Click BACK to returnto the service requestgrid
5.7 How do I execute a Service Request?
If you have beenconfiguredasthe executororone of the executors for a service request category, then you will
receive anemail when an employee raises a request (Provided the executor and employee belong to the same
Business Unit).

The actual execution takes place offline.
Figure 83
b. ClickMy action summary on the leftmenu panel
c. ClickOpenin the submenu
d. Clickon anyticketrecordto view the details

Requestscan be closed at any point by the executor, except
when Management/Manager approval is pending
.
Figure 84
e. ClickClose requestbuttonto approve/rejectthe request.
e1. Selectanaction(Approve/Reject)
e2. Provide comments.
f. RequestManagementApproval for the service request(Theywillbe the approver(s)selectedwhile
configuringthe Service RequestSettings)
g. RequestManagerApproval for the service request(The employee’sreportingmanager)
h. ClickSUBMIT button

5.8 How do I approve a Service Request as Management (Approver)/Manager?
Figure 85
b. ClickMy Action Summary on the leftside panel
c. ClickTo approve inthe submenu
d. Clickon anyticket recordto viewthe details
Figure 86

e. Selectanyaction(Approve/Reject)
f. Provide comments
g. ClickSUBMIT button
h. ClickBACK buttonto returnto the service requestgrid
5.9 How do I close a Service Request as an Executor?
If you have requestedforapproval fromeither the Management (Approver)/Manager, you will receive an email
notification when they take an action.
Figure 87
b. ClickMy action summary on the leftmenu panel
c. ClickPendinginthe submenu
d. Clickon anyticketrecordto viewthe details

Figure 88
e. Selectanaction(Approve/Reject)
f. Provide comments.
g. ClickSUBMIT button

6. HR
HR (Human Resource) dealswith user,leaveandholidaymanagementconfiguration.It stores the employee data
which includes personal, official, experience, documents, education, visa & immigration details etc.
6.1 Adding Employees
Please refertosection 1.4 How do I add employees to Sentrifugo?
6.2 How do I manage Roles & Privileges?
Access to important data must be monitored and restricted to certain users only. Sentrifugo understands your
need for security and enables you to protect your data from unauthorized access through the ‘Access Control’
feature.
By using the option Roles & Privileges in the module HR, each role group can be allowed or disallowed to
add/delete/edit/view certain features. Only the Super Admin & Management role group can assign or deny
privileges to users.
As mentionedearlierinsection 1.1 What are the roles available in Sentrifugo?, there are 6 main role groups
available by default in Sentrifugo:
 Management
 Manager
 HR
 Employee
 SystemAdmin
 External User
Withineachrole groupa maximumof 5 role groupscan be created.

To create a newrole:
Figure 89
b. ClickRoles& Privileges inthe leftmenupanel

Figure 90

d. Clickon the defaultrole youwantonthe leftside
f. Clickon the triangle dropdownicontoview the privilege options
g. Selectthe modulesandtheirrespectiveprivilegesyourequire forthis role
h. ClickSAVE button
6.3 How do I add External Users?
External Users have limited access to information on Sentrifugo. There are 2 types of External Users in this
application:
 BackgroundCheckAgencyUsers
 External User(For anypurpose suitable for yourorganization)
For otherexternal rolessuchasVendorsandClients,pleaserefer Contacts.
Figure 91
a. Click HR inthe top menu
b. ClickContacts inthe leftmenupanel
c. ClickExternal Users inthe submenu

External roles will have only the privilege to ‘view’
Organization Details will populate in the drop down option
for field ‘Assign Role’.
Figure 92
f. Clickhere tochange the identitycode
g. ClickSAVE button
6.4 Holiday Management
Please refersection 3.11 – 3.13
6.5 Leave Management
Please refersection 3. Leave Management
6.6 Employee Configuration
Thisfeature will letyou choose the tabssuch as salary details, holidays, documents etc. to be displayed in every
employee record. You can also configure each tab and add details.

6.6.1 How do I select Employee Tabs?
Figure 93
b. ClickEmployee Configurationonthe leftmenu panel
c. ClickEmployee Tabs inthe submenu
d. ClickEdit icon to configure tabsforemployees

Figure 94
e. To enable specifictabsforemployees,select individualcheckboxes
f. To enable all the tabsfor employees,check“CheckAll”checkbox
g. ClickSAVE button
6.6.2 How do I set Employee Configuration?

Figure 95
b. ClickEmployee Configurationonthe leftpanel
c. Clickanysub menu optionyouwouldlike toadd(We have chosen‘EmploymentStatus’asan example)
d. Click+Add buttonon the rightside panel
Figure 96

f. ClickSAVE button
6.6.3 How do I configure Identity Documents settings?
Figure 97
b. ClickEmployee Configurationonthe leftmenupanel
c. ClickIdentityDocumentsin the submenu
d. Click+Add buttonon the rightside panel

Figure 98
e. Enter documentname
f. Selectif yourequire adocumenttobe mandatoryor not
g. Selectif documentsneedstohave anexpirydate
h. ClickSAVE button
Employeeswill be able toaddtheirdocumentsinSelf Service >My Details> Personal >Edit

7. Recruitments
Recruitments simplifies your hiring process by giving you the provision to initialize a requisition, manage
candidate CVs, interviews and shortlist/select candidates. Below is the recruitment process flowchart.

Description:
 A User (Management/Manager/HR) raises a requisition request. According to the number of approvers
selected(Min:1Max: 3), the approvers (Management, Manager) have to approve/reject the requisition
request. A requisition can be rejected at any level
 After the requisition request has been approved, the HR can enter the details (CV) of the candidate
 The HR will then schedule an interview
 The interview takes place offline
 The interviewer (Management/Manager/HR/Employee) provides the feedback about the candidate
 The Management has to give their final consent, they can either approve/reject
 Once the Management approves, the HR can add the candidate to the application
7.1 How do I create a Job Requisition/Opening?
Figure 99
a. ClickRecruitmentsinthe top menu
b. ClickOpenings/Positionsonthe leftmenu panel

Figure 100
d. RequisitionIDwill be generatedautomatically
f. Selectthe approver(s)
g. ClickSAVE button

7.2 How do I Approve/Reject a Requisition/Opening?
Figure 101
b. ClickOpenings/Positionsonthe leftmenu panel
c. ClickEdit iconin the action column
Figure 102

d. Selectanaction (Approve/Reject) inthe fieldrequisitionstatus
e. ClickUPDATE button
7.3 How do I enter a Candidate’s details?
Figure 103
b. ClickCandidateson the leftside panel

Figure 104
d. Selectthe RequisitionID
e. Enter Candidate’sname
f1. Clickto uploadresume
Or
f2. Clickhere toentercandidate detailsinaform
g. ClickSAVE button

7.4 How do I Schedule an Interview?
Figure 105
b. ClickInterviewsonthe leftmenu panel
Figure 106
d. Selectthe RequisitionID
e. Addcandidate detailsif theyaren’tadded
f. Enter the requireddetails
g. ClickSAVE button

The interviewerandcandidate willreceive email notificationsinformingthemaboutthe interview.
7.5 How do I provide Feedback for an Interview?
Figure 107
a. ClickRecruitmentsmenuoption
b. ClickScheduledInterviews onthe leftside panel
c. ClickEdit iconagainstan interview
Figure 108
d. ClickEdit iconagainstan interview round

Figure 109
e. Provide feedback,commentsandselectthe roundstatus
f. ClickUPDATE button

Figure 110
g. Click+Add to add anotherinterview round(Providedyouhave given‘Schedule fornextround’as
roundstatus)
h. Provide the interview andcandidate status
i. ClickUPDATE button
7.6 How do I select/reject a Shortlisted Candidate? (Management’s Final
Approval)
Figure 111

b. ClickShortlisted& SelectedCandidates onthe leftmenu panel
c. ClickEdit iconagainsta requisitioncode
Figure 112
d. Selectthe status(select/reject)
e. ClickUPDATE button
7.7 How do I add a Candidate as an Employee?
Afteran employee hasbeenselectedbythe Management.The candidate canbe addedto Sentrifugo.

Figure 113

Figure 114
d. Select‘Interview’ inthe fieldMode of Employment
e. The shortlistedcandidates’nameswill be populatedhere,selecta candidate fromthe dropdownlist
f. Enterall the requireddetails
g. ClickSAVE button
An activitylogwill be displayedforeveryactionperformedbyuser(s) involvedinaRecruitmentCycle.Thiswill
provide usersmore clarityaboutthe statusof the process.

8. Background Check
Background Check module enables the Pre and Post-Employment screening process. You can configure the
screening types and manage the agencies you wish to work with. Below is the Background Check process
flowchart.
Description:
 A User (Management, HR) selects an employee or candidate to have a background check performed on
him/her
 The User selects the screening type and an agency for that screening type

 An External User (Agency User) logs into the application and provide details/feedback about the
employee/candidate.
 The User views the feedback and provides his/her own comments.
 The User closes the process.
8.1 How do I add a Screening Type?
Figure 115
a. ClickBackground Check inthe top menu
b. ClickConfigurationonthe leftmenu panel
c. ClickScreeningTypesinthe submenu
Figure 116
f. ClickSAVE button

8.2 How do I add an Agency?
Figure 117
b. ClickConfigurationonthe leftmenu panel
c. ClickAgenciesinthe submenu

Figure 118
f. Enter POC(Pointof Contact) details
g. Enter ContactType (The rolescreatedforan external userwill be populatedhere.Please refersection 6.2
How do I add Roles & Privileges)
h. ClickSAVE button

8.3 How do I select an Employee/Candidate for Screening?
Figure 119
b. ClickScreeningonthe leftmenu panel
c. ClickEmployee/Candidate Screening inthe submenu

Figure 120
e. SelectanEmployee/Candidate
f. SelectaScreeningType
g. Choose the agency
h. ClickSAVE button

8.4 How do I set up HR and Management Group Emails?
Figure 121
a. ClickSite Configon the top menu
b. ClickGeneral onthe leftmenu panel
c. ClickEmail Contacts inthe submenu

Every HR/Management group email must be unique for a Business Unit. If
repeated, you will get an error message saying
Figure 122
e. Selectthe businessunitthe HRgroup
f. Select‘BackgroundCheck – HR Group’(HR)/ ‘BackgroundCheck’ManagementGroup(Management)
g. Enter groupemail id
h. ClickSAVE button
8.5 How do I provide Feedback as an External User?
Figure 123

b. ClickScreeningonthe leftside panel
d. ClickEdit icon againstan employee/candidate name
Figure 124
e. Clickon the Editicon againstan employee/candidate name inthe BackgroundCheckProcessGrid

Figure 125
f. Uploadfeedbackdocuments
g. ClickSAVE button
h. Enter comments/feedback
i. ClickPOST button
8.6 How do I close a Background Check Process?

Figure 126
b. ClickScreeningonthe leftmenupanel
d. ClickEdit iconagainstan employee/candidatename
Figure 127
To close a specific Background process:
e. Clickon the Editicon againstan employee/candidate name inthe BackgroundCheckProcessGrid

Figure 128
f. You can upload feedbackdocumentsorentercomments
g. Select‘Complete’forthe BackgroundCheckStatus
h. ClickSAVE button

Figure 130
To close all Background processes for an employee:
i. Select‘Complete’forthe BackgroundCheckStatus
j. ClickSAVE button

9. Organization
Organization lets you can manage your organizational information, Business Units and Departments,
Announcements and Policy Documents.
9.1 How do I view/edit information about my Organization?
Thisinformationwasfirstgiveninthe Step3: Organizationof the ConfigurationWizard.
Figure 131
b. ClickOrganizationInfo on the leftmenu panel
c. Your organization’sdetailswill be displayedhere
d. ClickEdit iconto modifydetails

Figure 132
e. Enter or modifydetails
f. You can change your companylogo
g. ClickUPDATE button
Business Units & Departments
Please refertosection 1.5 How do I add Business Units and Departments?
9.2 How do I view my Organization Structure?

The OrganizationStructure isfordisplaypurpose onlyandcannotbe edited.
It isformedaccordingto the BusinessUnitsandDepartmentsyouaddinthe
application.
Figure 133
b. ClickOrganizationStructure onthe leftside panel
c. Your OrganizationStructure will be displayedhere
9.3 How do I view my Organization Hierarchy?

The OrganizationHierarchyisfordisplaypurpose onlyandcannotbe edited.
It isformed accordingto the employeesyouaddto the application.
Figure 134
b. ClickOrganizationHierarchy onthe leftmenu panel
c. Your OrganizationHierarchywill be displayedhere
9.4 How do I add Announcements?
Refersection How do I add Announcements?

9.5 How do I add Policy Documents?
Users will have accesstoview essential documents wheneverrequired. Youcaneasily access& store all the
organization'simportant policy documents
Figure 135
a. ClickOrganizationmenuoption
b. ClickPolicyDocuments onthe leftmenupanel
c. ClickCategoriesinthe submenu
Figure 136
f. ClickSAVE button

Figure 137
g. Clickon the category name inthe submenu(we have selected‘Leave Policy’as anexample)
h. Click+Add button
Figure 138
i. Enter the requireddetails
j. Click+Add button
9.6 How do I view Policy Documents?

If a user is not able to view Policy Documents, go to HR > User Management >
Roles& Privileges andcheckwhetherthe user’srole hasbeengrantedprivilege to
view Policy Documents.
Figure 139
b. ClickPolicyDocuments onthe leftmenu panel
c. Clickon the categoryname youwant to view (We have used‘Leave Policy’here asanexample)
d. Clickon the Viewiconagainsta documentname

10. Analytics
Analyticsusesdescriptivetechniquestorepresentyourorganization'sdataandallowsyoutogenerate custom
reportsand thenexportthemto Excel or PDF.
Your organizational datasuchas Employee Status,EmployeesonLeave,AttritionRate will be presentedinthe
formof pie charts,line andbar graphs. Clickon Analytics inthe top menuoptiontoview the charts/graphs.
10.1 How do I view/generate Reports?

Figure 140
a. ClickAnalyticsin the top menu
b. You will be redirectedtoAnalyticspage where graphical representationof organizationstatisticsare
displayed
c. Clickon a menuiteminthe Analyticsmenu
d. Clickon the correspondingsubmenu

Figure 141
e. In the selectedsubmenupage,clickonExporttoPDF or Exportto Excel to generate report
Or, to generate customreports
f. Provide the specificationsrequiredtogenerate report
g. ClickGENERATE REPORT to generate acustom report

11. Site Config
Site Configurationallowsyoutoconfigure the standardsusedinyourorganizationsuchaslocations,currency
codes,date formats,ethniccodes,etc.
11.1 How do I view/edit Site Preferences?
Thisinformationwasfirstgiveninthe Step2: Site Configof the ConfigurationWizard.
Figure 142
a. ClickSite Configin the topmenu
b. ClickSite Preferencesinthe leftmenupanel
c. You can viewyourSite Preference detailshere
d. ClickEdit icon

Figure 143
e. Enter/Editthe details
f. ClickSAVE button
11.2 How do I set General Site Preferences?
You can set general preferences like time zones, nationalities, gender codes, ethnic codes etc. which will be
consistent across the entire application.

Figure 144
a. ClickSite Configin the top menu
b. ClickGeneral onthe leftmenupanel
c. Clickon anyoptioninthe submenu (We’ve usedGenderasan example)
d. Click+Add button
Figure 145
e. Enter/Editthe details
f. ClickSAVE button

11.3 How do I set Identity Codes?
Identitycode isthe alphabets used in an Employee ID. For example in the Employee IDs EMP0033 and USER009,
EMP and USER are the identity codes respectively.
Figure 146
a. ClickSite Config in the top menu
b. ClickGeneral onthe leftmenupanel
c. ClickIdentityCodesinthe submenu
d. Your defaultidentitycode detailswill be displayed here
e. ClickEdit icon
Figure 147
f. Editthe details
g. ClickSAVE button

11.4 What should I do if my Country/State/City are not available in Sentrifugo?
Figure 148
b. ClickLocation on the leftmenupanel
c. ClickCountriesinthe submenu
d. Click+Add button
Figure 149
e. Select‘Other’inthe Countryfield
f. Provide OtherCountryname andcode
g. ClickSAVE button
Once an unavailable ‘Country’name isadded,itwill be appearinthe dropdownoptionwhenyouwanttoadd a
state or city. Youcan use the same procedure shownabove toadd StatesandCitiesnotavailable inthe
application.

11.5 How do I add Currency and Currency Conversions?
Currencies
Figure 150
b. ClickCurrencyon the leftmenupanel
c. ClickCurrenciesinthe submenu
d. Click+Add button
Figure 151
f. ClickSAVE button

Currency Conversions
Figure 152
a. Click Site Config menuoption
b. Click Currencyon the leftmenupanel
c. ClickCurrency Conversions inthe submenu
d. Click +Add button
Figure 153
f. Enter the requireddetails
g. ClickSAVE button

12. Modules
Please refersection 1.3.1Configuration Wizard: Step 1
13. Logs
Logs allowyouto checkthe amountof activityhappeningonthe applicationalongwiththe dailyusers'login
record.
13.1 How do I view Activity Logs?
Figure 154
a. ClickLogs inthe topmenu
b. ClickActivityLog inthe leftmenupanel
c. You can viewthe activitylogshere
d. Clickon ViewRecord toviewthe modifiedrecord.
e. Clickon the action(Add/Edit/Cancel) optiontoview the employeeswhoperformed those actionsin
that menu.

On clickingaction(Edit/Add) option,a small window will open:
ClickingViewRecordwill take youtothe record’spage.
13.2 How do I view User Logs?
Figure 155
a. Clickon Logsin the top menu
b. Clickon Userlog inthe leftpanel
c. You can viewthe userlogshere

14. Expenses
Expensesallows you to manage your expenses, trip budgets, advances and receipts. You can create and
send your expenses for approval to your Reporting Manager. Expenses can be placed into various
categories such as food, travel, entertainment etc.
ProcessDescription:
 User (Anyuserwitha reportingmanager) canadd a new Trip
o User can submitthe Trip forapproval
o User can exportthe tripas an expense
 Advances
o User can check the advancesallottedtohim/her
o User can allotadvancesto employees reportingtohim/her
 Receipts
o User can add/uploadreceipts
o User can attach receiptstoexpenses
o User can downloadexistingreceipts
 User can add expenses
o User will needtoenterexpense details
o User can selectanadvance amount/addthe expense toa trip/uploadreceipts(optional)
o User can thensubmithis/herexpense
o The user’sreportingmanagerreceivesthe user’sexpenserequest,he/she can:
 Approve the expense
 Rejectthe expense
 Forwardthe expensetoanothermanagerwhocan performthe actionson his/herbehalf.
(The othermanageralsohas the same optionsi.e Approve/Reject/Forward)
Note:There isno limitonhowmanytimesan expensecanbe forwarded.

14.1 How do I add an Expense Category?
Figure 156
a. Click Expensesinthe top menu
Figure 157
b. ClickCategory onthe leftmenupanel

Or
Figure 158
d. Click+Add on the top rightcorner
e. SelectCategory
Figure 159
f. Enter Categoryname
g. ClickSAVE button

14.2 How do I add a Payment Mode?
The methodof paymentforexample:creditcard,netbanking,cashetc.
Figure 160
Figure 161
b. ClickPaymentMode onthe leftmenupanel
Or

Figure 162
d. Click+Add onthe topright corner
e. SelectPaymentMode
Figure 163
f. Enter PaymentMode name
g. ClickSAVE button
14.3 How do I add an Expense?

Figure 164
b. ClickExpensesinthe leftmenupanel
Figure 165
d. Enter the requireddetails
e. Notfunctional inthe currentversion
f. Employerscanpre-allocate acertainamountof moneycalled Advance toan employee,whichcanbe
usedforexpensesincurred duringtrip(s)orforproject(s) andclient(s).
g. AddTrips formanagingmultiple expenses,clientsandprojects.A Tripcomprisesof the variouscosts
incurredina trip like travel,food,andaccommodation
h. UploadReceiptstosupportyour expenses

i. ClickSAVE button
14.4 How do I submit an Expense for approval?
You will needtocreate anExpense,before youcansubmitit.
Figure 166
b. ClickExpensesinthe leftpanel
c. ClickViewbuttoninthe action column
Figure 167

d. ClickSubmitbutton
A confirmation messagewillbe displayed.
Figure 168
e. ClickYes
14.5 How do I export an Expense?
You will needtocreate an Expense,before youcanexportit.
Figure 169
b. ClickExpensesinthe leftpanel

Figure 170
d. ClickExportexpense button
An expensereportinPDFformatwill be downloaded.
14.6 How do I clone an Expense?
You can clone an expense if a new expense has similar details to the one you want to clone. It will save you the
trouble from creating a new expense from scratch.
You will needtocreate anExpense,before youcanclone it.
Figure 171
b. ClickExpensesonthe leftmenupanel

Figure 172
d. ClickClone option
You will be redirectedtothe AddExpense screen.The detailswill be autofilledbydefault,youcaneditthe
details.
Figure 173

e. ClickSAVE button
14.7 How do I approve/reject Employee Expenses?
Figure 174
b. ClickExpensesinthe leftmenupanel
c. ClickMy Employee Expenses inthe submenu
d. Click Viewiconinthe action column
Figure 175
e. ClickApprove/Reject

Figure 176
f. ClickYesButton
14.8 How do I forward an Expense to another Manager?
Figure 177
b. ClickExpensesonthe leftmenupanel
c. ClickMy Employee Expenses inthe submenu
d. Click Viewbuttoninthe actioncolumn

Figure 178
e. ClickForward option
A small popup windowwillopen

Figure 178
f. Click Forward buttonagainstthe Manager’sname to whomyou wantto forwardthe expense to
The other manager will receive an email notification informing him about the forwarded expense. He/she can
Approve/Reject/Forward the expense.

14.9 How do I upload Receipts?
Figure 179
b. ClickReceiptsonthe leftmenupanel
c. Clickhere touploadreceipts OrDrag and dropfileshere

14.10 How do I download my Receipts?
Figure 180
a. ClickExpensesinthe top menu
c. Selectthe receiptyouwanttodownload
d. ClickDownload button
Or
e. ClickMore Action icon

Figure 181
f. SelectDownload
14.11 What are Unreported Receipts?
Receiptswhichhaven’tbeenattachedwithanyExpenseorTripare placedinthe UnreportedReceiptscategory.
Figure 182

14.12 How do I add Receipts to Expenses/Trips?
To uploadreceiptswhileaddingexpenses,please refer 14.3 How do I add an Expense?
Figure 183
a. ClickExpensesinthe top menu
c. ClickMore Actions icon
d. ClickAdd to Expense

Figure 184
e.ClickAddto Expense.
The belowimage showsthe receipthasbeenaddedtoanexpense:

If you need to add a new expense after adding a receipt, then you can add
expenses from Expenses > Receipts > Click on More Actions Button > Add New
Expense.
14.13 How do I delete a Receipt?
Figure 185
c. ClickMore Actionsicon
d. ClickDelete Receipt

Figure 186
e. ClickYES Button
14.14 How do I create a Trip?
AddTrips formanagingmultiple expenses,clientsandprojects.A Tripcomprisesof the variouscostsincurredina
triplike travel,food,andaccommodation.Thishelpsthe managerstogetan overview of the employee’sentire
tripexpense atone go.
Figure 187
b. ClickTrips on the leftmenupanel
c. Click+Add Button

Figure 188
e. ClickSAVE button
14.15 How do I allot an Advance to an Employee?
SentrifugoallowsManagertopre-allocate acertainamountof moneycalled Advance to an employee, which can
be used for expenses incurred during trip(s) or for project(s) and client(s).
Figure 189
b. ClickAdvanceson the leftmenupanel
c. ClickEmployee Advancesinthe submenu
d. Click+Add Button

Figure 190
e. Employeesreportingtoyouwill be populatedinthe dropdownoption
f. The Employee’sprojectswill be populatedhere
g. Enter the requireddetails
h. ClickSAVE button
14.16 How do I view the Advance allotted to me?
Figure 191
b. ClickAdvanceson the leftpanel

c. ClickMy Advancesin the submenu
d. You can viewthe advance amountandthe person’sname whohasallottedyouthe advance
Figure 192
e. Advance amountallottedtoyou
f. Advance amountutilizedbyyou
g. Advance amountreturnedbyyou
h. Balance Advance amount
i. Clickhere toreturn Advance amount

Figure 193
j. Enter the requireddetails
k. ClickSAVE button

15. Assets
Keepa track of your organization’sassetslike computers, laptops, phones etc. and assign them to employees. It
enablesthe Employerstohave quickaccessto informationrelatedtoall the assetsinthe organization. A user can
create assetcategoriesandsubcategories.Assetdetailssuchas invoice number, vendor details, warranty status,
asset images etc. can be added and then assigned to employees.
ProcessDescription:
 User (Management/HR/SystemAdmin) canadda new AssetCategory
 User thencreatesa newassetby providingassetdetailsandallocatingthatassetto an employee
 User can allocate/reallocatingexistingassetstoemployees
 A User (AnyUser/Employee whohasareportingmanager) raisesanasset request.
 The Executor(s),Viewer(s)andthe Userwill receive anemail notification.
 The Executorhas 3 options:
o He/she canexecute andclose the service request
o RequestforManagement’sapproval

o RequestforUser’smanager’sapproval
 The actual executiontakesplace offline If the ExecutorhasrequestedforeitherUser’sReporting
Manager or Management’sapproval,thenthe requestcanbe closedonce one/bothof themhave
approved
 If the User’sReportingManageror Managementrejectthe request, thenthe executorcanclose the
request
 The ReportingManageror Managementwill receive anemail notificationif anapproval issoughtfrom
themby the executor(s).
15.1 How do I create an Asset Category?
Figure 194
a. Click Assetsin the top menu
Figure 195

b. ClickAssetCategory on the leftpanel
c. Click+Add button
Figure 196
f. ClickSAVE button
15.2 How do I add an Asset?
Figure 197
a. Click Assetsin the top menu

Figure 198
b. ClickAssetson the leftpanel
c. Click+Add button
Figure 199
e. ClickSAVE button

15.3 How do I view my Asset(s) details?
Figure 200
a. Click SelfService inthe topmenu
b. ClickMy Detailson the leftmenupanel
c. ClickAssetDetailsmenuoptionon the form’sleftside
d. Viewyourdetailshere

An asset name will only be populated if an asset is allocated to the
employee. Also, please ensure the asset category is configured in:
Service Request > Configuration > Settings > +Add
15.4 How do I raise a Service Request related to my Asset?
Figure 201
b. ClickMy requestsummary on the leftmenu panel
c. Click+Raise a Requestbuttonon the right side
Figure 202
d. SelectAssetinthe field‘RequestFor’
f. ClickSAVE button

16. Appraisals
Performance Appraisal is a systematic evaluation of Employees’ performance and to understand their
abilitiesforfurthercareertransition.Itisgenerallydone bythe supervisorsonthe basis of factors such as
parameters,questions,ratingsetc.InSentrifugo,the appraisal isconfiguredforanentire business unit or
for a specific department. Below is the flowchart of the appraisal process followed in Sentrifugo:

ProcessDescription:
 A User (Management/HRforonly specificdepartment) initializesanappraisal
 The appraisal can be enabledtoManagers/Employees
 If it is initializedtothe Managersfirst,thentheycan assignquestionsinadditiontothe onessetbythe
User whoinitializedthe appraisal.
 Afterthe Managers submittheirquestions,the appraisalcanbe enabledtothe Employees.(If youdon’t
require aManager to provide additionalquestions,thenyoucandirectlyenable the appraisal tothe
Employees)
 The eligibleEmployeeswillsubmittheirself-appraisalandsenditto theirL1 Manager.
 L1 Managers will providetheircommentsandratingsforeach questionandoverall commentandrating
for the Employees
 Dependingonthe numberof appraisal levelsselected,the L2/L3..Managers can onlyprovide overall
ratingand comment
 The User will close the appraisal cycle
 Managementwill initializefeedforwardforEmployeeswhohave completedtheirappraisalorforall
Employees
 Employeeswill provide feedbackabouttheirManagers
 Managementwill viewthe feedbackandclose the feedforward process
16.1 How do I add Parameters?
Parametersdefinethe performanceindicators defined by the supervisors to assess the capabilities
of the Employees.
Figure 203
a. ClickAppraisalsin the top menu
c. ClickParametersin the submenu

Figure 204
e. Enter the parameter
f. Provide Description
g. Click SAVE button
16.2 How do I add Questions?
Questions are determined for each parameter defined in the parameters section. For each
parameter, the supervisor can provide more than one question.
Figure 205
c. ClickQuestionsinthe submenu

Figure 206
e. Selectaparameterfromdropdown
f. Addotherparameter
g. Enter the question
h. Provide description
i. ClickADD NEW QUESTION to adda new question
j. ClickSAVE button
16.3 How do I add Skills?
Skillsare the skill setthatenhancesthe Employee’sprofile.
Figure 207

Sentrifugo 3.1 User Guide

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Sentrifugo 3.1 User Guide