FAQs

These are some Frequently Asked Questions with regard to using HRMagic

System Access

a) Can I login using my email address or username?

Yes, you can log in using either as long as they are the correct ones on your profile.

b) How do I access HRMagic off my computer or mobile phone?

You can access it via https://hrmagic.co/ or your company subdomain eg. https://qed.hrmagic.co/

c) How can I reset my password if I have forgotten it?

Click on the “Forgot my password” tab on the login page, enter your email address, and then press Recover Password. You will receive a link to set a new password in your email box. Use that to reset your password.

d) What happens if I forget to log out?

After some time, the system terminates the session.

e) Why is it important to have a valid email address in my HRMagic profile?

This email address is used for official communications

Employee Module

a) Is it possible to update many employee profiles at once?

This is possible by clicking on the batch update tab via Employees >> Batch Profile Updates. You might have the HR rights to do this action.

b) If I find any of my employee records are wrong, what can I do?

Inform your HR supervisor who has the rights to edit/updates your employee profile through the view employees section.

c) How easy is it to create/update an employee profile?

You can create/update an employee profile from the View employee section or go to the main menu and click on Employees >> Add Employees.

d) As HR, how can I enable an employee to get email alerts?

You can set up these alerts from the employee profile under the account.

e) What happens when an employee is terminated?

The employee is removed from the list of active employees but information kept in the database.

Leave Module

a) How does a user request for leave?

By submitting a leave request draft via Leave->Leave requests

b) How does a supervisor know that there is a leave request to approve?

The supervisor gets a notification by email or by seeing the notification that appears on the dashboard among the actions.

c) How does an employee know that his/her leave request has been approved?

Once the leave request is approved the employee will get a notification through email indicating the status of the leave application.

d) Can I request leave more than once a month?

Yes, you can, as long as your leave days are available.

e) What are the different leave types supported?

The system allows any organization to add as many leave categories as possible. Go to settings -> Leave categories to manage the leave types. This option is only available to Admins. The default ones are sick leave, maternity leave, and annual leave.

Recruitment Module

a) Where do applicants access the job advert?

The job advert is published on the organization career page linked to HRMagic e.g. https://qed.hrmagic.co/careers. Alternatively, it may be available on your organizational subdomain that is linked/integrated into HRMagic.

b) How does a candidate get informed when they get hired?

Qualified candidates are formally sent job offers through letters or emails or called directly by the company hiring. Note that decision to hire is not in any way influenced by HRMagic.

c) How does the HR set up the hiring team for a specific published job?

While adding a new job to the system, there is a section where HR can add hiring managers. Email notifications are sent to the different employees/ consultants who are added under the Hiring Team section of the "Add New Job" tab.

d) As an employee already in HRMagic, can I still apply for a job?

Yes, you can.

e) If an applicant doesn’t finish applying, can he/she come back and continue from where they stopped?

Yes, he/she can. Once you enter the email you used to apply, HRMagic will automatically retrieve your records.

Finance and Payroll Module

a) What is the difference between saving a payroll as draft/completed?

Once you save as a draft, the payroll can be edited at any time but if you save as completed, the payroll cannot be edited at all as it’s saved and locked. A completed payroll is considered as a final one. We advise

b) Do employees get any notification when the payroll is completed? And, how do I set it?

Once the payroll has been marked as completed, the employees will receive an email notification if set that option is set in the payroll settings.

c) How does an HRMagic admin set up the approval process for a payroll process and why is it necessary?

Payroll approvers are set up from the company settings under Payroll and Remuneration. If not set, the employee who generates the payroll will still have the right to complete it.

d) Can HRMagic generate payslips once Payroll is completed?

Yes, HRMagic generates payslips

e) Can I export the generated payroll?

Yes, can export the generated payroll to excel.

f) What kind of reports can our finance officer generate from this module?

The Finance Officer can generate a Bank Credit Instruction Report, PAYE, NSSF Remittance Report, and Payroll Analysis Report. Also, custom pivot reports are available for those interested in further data analysis.

g) Can HRMagic support multiple currencies?

Yes. However, note that payroll can only be generated in one currency. You can not have a payroll with mixed currencies. The system will however allow to set the exchange rate and be able to see the equivalent in the functional currency. For example, if you generate a USD payroll (country set is Uganda), HRMagic will show you the equivalent net salary and statutory taxes in UGX. Note that statutory taxes such as PAYE are converted to the local functional currency for that country.

h) Is HRMagic able to generate payrolls for different countries?

Yes. It’s possible to set up HRMagic for any country and start using it there and then. Note that we shall have to make some minor customization dependent on the tax and social benefit formulae and requirements for that country of operation. We have built it to support multiple jurisdictions.

i) Does HRMagic cater for statutory payroll deductions such as PAYE, NSSF, WHT, and Provident Fund?

Yes. These can be set via Finance and Payroll >> Allowances and Deductions.

j) My organization runs multiple payrolls for senior, middle, and lower management. Can HRMagic support that set up as I would like to manage them under one account?

Yes.

k) When is the Forex rate exchange required?

These are for the payrolls with employees who are not being paid using the functional/local currency

l) Does the Forex rate exchange affect the local currency payroll?

No, it doesn't affect the payroll.

m) If the payroll has been completed, is it affected by a change in rates?

It will not be affected by a change in rates. The change in rates comes in depending on the transaction date put in the Forex exchange settings

n) Why is it important to lock/prevent the rate from being edited once it's been used?

To prevent the payroll figures from changing every time the user updates the draft payroll

o) If I need to reach the HRMagic team, how can I do that?

Drop an email to [email protected], [email protected], or reach us on Twitter @HRMagic_UG.