Hearth HRMS

Through the month, employees check in on their phones, apply for leave in two taps and get approvals as notifications. Managers approve from wherever they are. Exceptions such as a missed check-in go to the employee and their manager to fix as they happen, not at month end.

When the month closes, attendance and leave are already complete. HR runs payroll, reviews the changes from last month, and approves. Payslips reach every phone on payday, the bank file is ready to upload, and the statutory challans for the month are prepared. What used to take a week takes an afternoon.

Office teams check in on their phone or at the door. Field and site teams check in on their phone at an allowed location, a site, a client’s office or a route, so attendance is marked only where it should be.

Shift rules cover every working pattern: general shifts, rotating shifts, night shifts that cross midnight, and weekly offs on different days. Grace periods, late marks, half days and overtime follow your own policy, applied the same way to everyone.

Each employee’s salary structure covers basic pay, allowances and reimbursements, with overtime and leave deductions flowing in from attendance. Statutory deductions are calculated in every run:

• provident fund and ESI, within their wage limits;
• professional tax on each state’s slabs, for teams across states;
• labour welfare fund, in the states where it applies;
• TDS under the old or new tax regime each employee chooses, with investment declarations and proofs for the old regime.

Payslips, the bank transfer file and the statutory reports come out of the same run, and Form 16 is ready at year end.

Every statutory due date for PF, ESI, TDS and professional tax sits in one calendar, with the challans and returns prepared before each falls due. HR sees what is coming this month and what has been filed, and no deadline depends on someone’s memory.

New joiners receive their offer letter, sign their joining documents electronically and upload their papers before day one, so their first day starts with work, not forms. Assets such as laptops and ID cards are issued against their record.

When someone leaves, Hearth works out the full and final settlement: salary for days worked, leave encashment, notice period recovery, gratuity where it is due, and assets to return. HR checks it, pays it and issues the relieving letter.

Employees ask the assistant questions in plain words: how many leaves they have left, whether Saturday is a holiday, why this month’s salary is different, how to claim a reimbursement. It answers from your company’s own HR policies and the employee’s own records, and explains payslips line by line.

When it can’t answer, it passes the question to HR with the conversation attached. It never shows one employee another’s data, and every answer can be traced to the policy it came from.

Each company’s data is kept separate, stored in India and encrypted. Access is set by role: employees see their own records, managers see their team, and HR sees what HR needs. Salary data is visible only to the people who must see it, and every change is logged.

Employees, documents, salary structures and leave balances are imported from your spreadsheets. The first payroll can run alongside your old one, so every figure is checked before you switch.