SWARM HR User Guide

What is SWARMHR

SWARM – Software for Workforce Automation and Resource Management is a cloud-based HR management software suite with a comprehensive set of features that can help businesses make the best use of their workforce. It helps businesses automate routine processes that keep them running in a smooth and uninterrupted manner, thus freeing their workforce to focus on core business eliminating the potential for human error.

Additionally, SWARM enhances communication within businesses, enabling better coordination and record keeping than otherwise possible. Summed up, the features included in the software suite make it not just powerful but also versatile, making it well-suited to a wide range of businesses in a wide range of industries.

Features:

Through SWARM HR, users can use these features to facilitate their HR processes:

  • SWARM HR is cloud-based. As a result, users can access its features whenever and wherever so long as they have something capable of connecting to the Internet, meaning that businesses can become much more flexible through its
  • SWARM-HR is available via Web, Android and iOS As a result, users can access its features via Desktops, iOS or Android devices.
  • Users can see the tasks that have been set for them, check up on their time-sheets
  • Users can see the messages that have been sent to them by other organizational users
  • Users can send messages to other users within the organization.
  • SWARM-HR enables Businesses to on-board employees, maintain employee documentation, maintain employee different data sets and ability to configure access to employees via Web, Android and iOS
  • SWARM HR enables Business to invoice clients for their services with flexible configurations and automation.
  • Furthermore, users can make requests for leave as well as claim expenses through SWARM rather than separate

More Features:

SWARM HR provides management with increased control over their HR processes through these features:

  • Like other users, managers with administrative privileges can look through tasks, time-sheets, and documents to make sure that their users have all the information needed to do their Furthermore.
  • Information that has been uploaded through SWARM HR is not just recorded but also compiled into a usable format for the convenience of managers with administrative privileges.

USER Privileges

This is the home page of the application. It is accessible only to users with a valid SWARM account. It has the list all the features available to a user logged in. The list is based on several factors like the user’s access level, the features assigned to the department of the user, special features given to the user and the actual set of features for which the organization has subscribed. This is the first page a user sees after a successful login.

 

 

 

Action And Event Log

In this module, the user can view his operations performed in the SWARM HR Web Application. The operation can be sorted by platform (Mobile or Web Portal), the user used to the operation/task. A user can view the operations performed like timesheets created, edited or submitted; raised leave request, cancel leave request; raised new request in cash advance; edit, delete and submitting of claim expenses etc. You can search operations date wise, or by type of operation performed, an active user did on the module.

 

 

 

Bills

Admin Assign the user’s Bills group, in a 2 ways i.e., 1) Bills Creator group and 2) Bills Approval Group.

Bills Creator Group

  1. In Bills Creator Group User can create a Bills, Biller List, and Attachment of the bills and before submitting the bills user can edit the bills.
  2. In Biller List User can Edit the Billers List and User can Add New Biller or a user can delete the Member from the Billers List.

 

The user can also see the Approved Bills and Rejected Bills with Details and Attached file of those Bills.

Bills Approval Group

  1. In Bills Approval Group User can View the Bills approve the bills and User can reject the Bills in Pending Tab.
  2. The user can View Approved Bills under the Approved bills tab with an Attached PDF.
  3. The user can view Rejected Bills under the Reject Bills Tab with an Attached PDF.

 

 

 

Cash Advance

Description

This feature allows the user to request a new cash advance. It has two sub-modules

  1. New Request
  2. List of the Cash Advance Request

New Request:

This section provides an option to the user to request cash advance by providing request date, amount requesting and how he would be re-paying the amount (monthly or one-time repayment). If he intends to repay using monthly installments by providing the installment amount.

 

List of the Cash Advance Request: 

This section has the list of all the requests made by the user along with its status.

 

Claim Expenses

Description

This feature allows the user to submit an expense claim. It enables the user to monitor, log and search every single claim made. It has 3 sub modules

  1. New Expense Claim
  2. Saved Expenses
  3. Expense
  4. New Expense Claim:

This section provides an option to the user to claim any expenses from the company by providing bill date, type, amount claiming and details. The user can also attach the bills. All the bills are combined into one pdf and saved to his profile.

 

Saved Expenses:

This section allows the user to manage all his saved expenses. Here the users can view all his saved expense claims, edit them or even delete it. User can also view the attachments as a PDF download them if required or even delete it. Once the user has saved all his claims he can submit them to the organization for the further processing of the same by selecting the appropriate expense. This generates a consolidated report and then submitted.

Expense Reports:

This section allows the user to manage all his submitted expenses. Here the users can view all his submitted expense claims, view the report generated  or view details of every report. He can also edit the rejected claims and re-submit them.

 

Email Signature

Description

This feature is an advanced feature which can any user only if the admin gives them permissions to access the same. This can be used to create a custom signature which can be used while sending any emails. Here the user can create alias to associate to his profile. This feature has 3 sub modules

  1. Self-Signature.
  2. New Alias
  3. View Alias List

Self-Signature:

This section provides an option to the user to create a custom signature to associate to his profile and used while sending emails.

New Alias:

This section allows the user to create a new alias to associate to his profile. Once the alias is saved an email will be sent with an activation link to activate the alias. The new alias can be used only upon activation. Custom Signatures can be created to the alias as well.

View Alias List:

This section allows the user to manage all his self-signatures as well as his alias. User can edit the name and mobile no associated with the alias. Email can be edited of only inactive alias. The user can also edit the signature associate with the alias. User can delete the same at any given point of time.

File-Storage

In this module, a user can able to view the folders, documents, and files created in the folders. The user can also download the documents/files.user can only view the files shared by the admin or manager.

 

If the user has no files shared with him he will see blank page i.e, no folders or files in it.  User can’t able to create the files or folders in this menu. This section is useful for sharing common files or documents for the employees.

 

 

Group Mailing

Description

This feature provides an interface to send an email to a pre-defined group of members. Employees of an organization can be added as members of an email group. Email groups are referred as Mailing Lists. Every mailing list can be configured to include an optional unsubscription link, optional personal addressing of group members, and/or an optional footer text. Messages need to be scheduled as jobs with the subject and body. Messages can be scheduled at least 30 minutes in advance, and a back end monitoring program will send emails according to the configured options of the mailing list.

Every email sent using this module has an inbuilt tracker, which tracks whether the recipient has read the email or not. It will also track the count; if the recipient reads the same message multiple times. All these statistics can be viewed through an inbuilt interface.

Other Features in the Group Mailing are:

  • He  can view Email List View
  • Create Mailing List
  • Add Members by Organization
  • Add Members by Department
  • Add External Members
  • View Sent Mails
  • Read by Details
  • Compose Message
  • Schedule Job
  • View Scheduled Jobs
  • Email Mailing List
  • Delete Mailing List
  • Edit Member Information

 

Message Template

Description

This feature allows user to create standard email templates which can be used to send standard emails . This feature has 2 sub modules

  1. New Message Template
  2. View Message Templates

New Message Template:

This section provides an option to the user to create a standard template. The message template can be configured with different features like mail track, privacy and signature. When the signature is enabled user can create a custom signature, to be used with the template. The template can also have attachments.

View Message Template List:

This section allows the user to manage all the message template. User can edit the template and its privileges. The attachments associated with the template can also be updated. User can view any template and send a test email and delete the template.

 

My Case

Description

This module allows the user to view cases related to his/her profile. Case is an activity involving a minimum of three stakeholders. The interface provides options to interact with other stakeholders, upload documents, and download documents.

This interface also allows one to monitor the case status as the case progresses.

Every case has a due date, and a back end monitoring program will send alerts to the corresponding stakeholders if there are any missing documents that need to be uploaded before the due date. The interface also provides an option to view the case activity.

 

 

 

  • This view is the landing page of the case module, when the user tries to access the module. This view provides a list of all cases associated to an employee.
  • An employee can have one, or more cases associated simultaneously, and this view provides the interface to view the case details, and the case activity for all active cases.
  • This view provides an interface to view case details and case activity for all completed cases.
  • This view provides an interface to view the case activity for a selected case. Case activity includes all activity related to a case from all stakeholders. Timestamp of the activity is also recorded, which results in more accountability, and transparency.
  • This view provides the complete details of the case. User can view the panel members associated with the case, the employer representatives/admins, and also view the current status of the case. User can also communicate with other stakeholders using the case notes section. For every note added in this section, an email is also sent to all the stakeholders for this case.
  • This view allows the user to edit the document name.
  • This view allows the user to upload new documents.

 

 

My Documents

Description: 

This feature can be used by the user to manage all his document at one place. All the documents can be categorized as on-boarding, employment and immigration documents.

 

Onboarding Documents:

This feature is used by the user to manage all his on-boarding documents. He can add various onboarding documents like I9, W4, 401k, Insurance, Employment onboarding document, direct deposit form and any other onboarding documents here. This list is managed by Super Admin. All the documents are uploaded with a timestamp, The User will be able to edit the name of the document. User is given a privilege to share the document. When sharing is activated an email option will be activated, using this the user can email the link to access this document. Sharing can be stopped at any point of time. The user will be able to view and download the document.

Employment Documents:

This feature is used by the user to manage all his employment documents. He can add various employment documents like offer letter, employment agreement, vendor letter, client letter, experience letter, resume, experience letter, I983, E-verify and any other onboarding documents here. This list is managed by Super Admin. All the documents are uploaded with a timestamp, The User will be able to edit the name of the document. User is given a privilege to share the document. When sharing is activated an email option will be activated, using this the user can email the link to access this document. Sharing can be stopped at any point of time. The user will be able to view and download the document.

Immigration Documents:

This feature is used by the user to manage all his Immigration documents. He can add various immigration documents like H1b, Passport, I983, Visa, Opt, Stem OPT, EAD, ID, DL, LCA, I-140 and any other onboarding documents here. This list is managed by Super Admin. All the documents are uploaded with a timestamp, The User will be able to edit the name of the document. User is given a privilege to share the document. When sharing is activated an email option will be activated, using this the user can email the link to access this document. Sharing can be stopped at any point of time. The user will be able to view and download the document.

 

 

My-Evaluation

In this module, a user can submit his “Performance Evaluation form” for a review of his manager/admin. the user can view the pending documents, Submitted documents and approved documents.

 

The user can view the submitted or pending documents. a user can also search for the documents in the search box provided in the top right section of the page.

 

 

My Info

My Info:

Description:

This page displays the profile information of a user. This page has different sections. He can set:

  1. Basic Information
  2. Address
  3. Profile Picture
  4. Current Projects
  5. Home Address History
  6. Work Address History
  7. Emergency Contacts
  8. Change Password.
  9. Change Work Address
  10. Change Home Address
  11. Edit Profile Information

 

 

My Messages

Description

This feature is used by users to communicate using SWARM HR. Here the user can send a new mail to any person. Any mail communicated to him using SWARM HR will be in the inbox and all the mails sent through the portal can be accessed using sent folder. It has three sub modules

  1. Inbox
  2. Sent
  3. Compose

Inbox:

This section will display all the messages sent to the user using the portal. User will be able to view and download the attachments as well

Sent:

This section will display all the messages sent by the user using the portal. User will be able to view and download the attachments as well

Compose:

This section is used by the user to send email. It can be used to send messages to any user outside SWARM HR as well. In this module the user can select any predefined templates and use them to send generic Emails. The User will email signature privilege can select any alias to send emails.

My Programs

My Program is also Known as LMS (Learning Management System) mainly to the User there will be a Complete Compliance training programs here.

 

For the User On click Start test button, the training program video will be Played after that on that basis Questionnaire will be there, If User Answered the Correct till up to the Mark then it shows Successor if a user fails the Test, the user has an option that user can retake the test again.

 

In Statistics tab a user can view his program name and who assigned him, the result of the test report and test score.

My-Task

In this Module, User can create a Task, Complete the task, regarding Swarm hr.

 

After creating the Task Admin will assign that task to the Particular user that assigned tasks will be viewed in the “Active Task” tab.

 

Here a user can give the Estimation time to complete the task and If Completed the task user can mark as completed.

In active tasks, a user can also view the Attached files and chat with the assigned member of the task. If the Task has been completed the user can view that task in a Completed Task Tab.

 

If a user has been created a task that the task will be shown in a Created task tab. a user can also view the Attached files and chat with admin.

 

My Timesheets

Description:

This module allows users to report time, and/or status report in a single interface. Reporting options can be configured for every employee, or for all employees of an organization through another configuration interface. Based on the configured options, this interface will change dynamically and the user will be able to access the interface accordingly.

This interface allows the user to report time for the current week/current day along with the status report. The interface also provides option to:

  1. Create a previous timesheet
  2. View the list of pending timesheets – saved, and submitted timesheets
  3. View the list of approved, and invoiced timesheets.
  4. Edit saved timesheets
  5. Attach files as time-sheet attachments while submitting a time-sheet
  6. Add additional notes to the time-sheet; for review by the admin.

For submitted, and approved time-sheets, the interface provides an option to view the time-sheet, and if configured – even the status report for the duration.

  1. Current Week’s Time-sheets
  2. Create Past Time-sheet
  3. View Status report
  4. Pending Time-sheets
  5. Edit Pending Time-sheets
  6. Approved Time-sheets.

 

 

Request Leave

Description

This feature allows the user to submit leave request. It provides a platform to monitor the leaves taken by a user. It has two sub modules

  1. New Leave Request
  2. List of the Leave Request

Leave Request Home Page :

In this interface, the user will be able to view the status of all leave requests till date. All the requests are color-coded according to their current status.

Requesting a New Leave :

Click on a desired date in the Calendar to start a new request. If the selected date is valid, the following dialog box will open:

Request to Cancel a leave :

To cancel an existing leave request, click on the desired leave request. The following dialog box will open:

 

Sample Forms

Description

This feature allows the user to access all the reference documents of the organization. User can download any document. If a Super User accesses this feature, he can upload a new reference document and delete any existing document.

Admin Privileges

Description

This is the home page of the application for user with Admin privilege. It is accessible only to users with a valid SWARM account. It has the list all the features available to a user logged in. The list is based on several factors like the user’s access level, the features assigned to the department of the user, special features given to the user and the actual set of features for which the organization has subscribed. This is the first page a user sees after a successful login.

 

 

 

Assign-Task

When the user created a task, an admin will receive the task in Pending Assignment Tab. Admin can assign the task to the new user. the user can make a chat with the assigned user. Then the tasks can be seen in assigned tasks. Admin can see the estimation time to finish the task set by the user.

 

If the admin thinks that assigned user taking much time to finish the task, admin can assign the task to the new user. If the user completed the task, then admin can view the task in archived tasks. If the task cannot be done or not a valid task, admin can archive the task.

 

Employee Log

Description:

This feature is used to view the time-log of all the employees for a day. The log is of the time reported through the punch in app. The log can be viewed separately for user and admin. The complete activity can also be viewed in this feature.

Employee Status

Description:

This module is used by the admin to manage an Employee. This module has various sub modules in this he can manage

  1. Managing the access type
  2. Disabling any active
  3. Managing Passwords
  4. View and managing profile of the
  5. Print User Details

Managing the access type

Using this feature the Admin will be able to manage the access of any user. If the access type is Web Only, then the user can login into SWARM only through the website. If the access type is Mobile Only, then the user can login into SWARM only through the App available either in the Google play store or Apple app store.

Disabling any active employee.

Using this feature the admin can disable any user. If the user is disabled, then no information related to that user will be available to anyone in SWARM. To access the profiles of the disabled users the organization admin can access through the archived employees feature

Managing Passwords

This feature can be used by the admin to reset password of any user. On resetting the password, both admin as well as the user will get an email with the new password.

View Profile

Using this feature the admin will be able to manage the entire profile of any employee. There are various sub modules in this where admin can manage.

  1. Basic Information
  2. Address
  3. Profile Picture
  4. Current Projects
  5. Previous Projects
  6. Home Address History
  7. Work Address History
  8. Emergency contacts.

Print user details 

This feature is used to print the summary of the profiles for all the active users.

Reports

Description:

This feature is used to generate various reports related to a user or for the entire organization. The various reports generated by this module are

  1. Employee Time sheet Report
  2. Employee Report
  3. Employee Project Report
  4. Employee Address/LCA Report

Employee Timesheet Report

This feature can be used to generate timesheet report for an employee from the start or for a period by selecting the appropriate dates. This feature can also be used to generate timesheet report for all the users of the entire organization.

Admin is given a provision to print the time sheets in a formatted form with all his basic details. He can even copy, export as CSV or Excel as well.

 

Employee Report

This feature is used to view the general report for all the users of an organization. It generates 3 different types of reports

  1. Employee Report
  2. Admin Report
  3. User Report

Employees Project Report

This feature is used to generate reports related to projects of all the users of an organization. There are 2 types reports

  1. Current project report
  2. Project History report

Employee Address/LCA Report

This feature is used to view the Address/LCA report of all the users. This feature display both home and work address and notifies if both are in same state or not. It also displays the immigration status of the employee. It also shows if the LCA of the employee is uploaded or not.

Cumulative Report: 

This feature is used to view the cumulative address report. It shows how many employees are working in a state.

Invoice

Description:

This feature is used to generate an invoice of any users of Swarm. Invoices can be generated only the employee has valid project associated and the time-sheets of the user are approved. There are various sub-modules in this feature

Time-based Invoice:

Once all the fields are selected appropriately then a preview can be generated. There are 3 sub modules in this feature

  1. Generate invoice
  2. View timesheet
  3. preview

 

 

 

Customized invoice:

This feature can be used to generate custom invoice for any user. The template will fetch all the basic details of the invoice is present from the profile of the user. If no information is available, the admin can enter the details here and then generate the invoice

Current invoice list:

This module allows the admin to view the current invoice list. Current invoice list are the ones for which the due date is not past.

Admin will also be able to perform various actions relating to an invoice like

  1. View the Details.
  2. edit the invoice
  3. email the invoice
  4. view the pdf generated
  5. delete the invoice
  6. Manage payments
  7. View Emails sent from this module

Past due invoice list:

This module has list of all the open invoices which are past the due date.The invoices are categorized based on the age of the invoice. The admin will be able to export these invoices as a CSV file. All the actions performed on the current invoice list can be performed here also

Closed invoice list:

This module can be used to view the invoice which are closed. To view the list the admin has to select the month and year for which he has to access the invoice list.The admin will be able to export these invoices as a CSV file. All the actions performed on the current invoice list can be performed here also

 

supplier payments:

This module has the supplier payments generated for any invoice. This will be generated for the employees who have a valid supplier associated. A pdf is also generated for this. The admin can send the pdf as a mail to any concerned person

Invoice Search:

This feature can be used to search invoices of a employee or of a vendor or client. All the actions performed on the current invoice list can be performed here also. The invoices can be exported as an CSV file

Manager Privileges

Description

This is the home page of the application for user with Manager privilege. It is accessible only to users with a valid SWARM account. It has the list all the features available to a user logged in. The list is based on several factors like the user’s access level, the features assigned to the department of the user, special features given to the user and the actual set of features for which the organization has subscribed. This is the first page a user sees after a successful login.

 

Approve Cash Advance

Approve Cash Advance:

Description:

This feature can be used by an Manager  to approve or reject any cash advance request made by a user. This module has 3 sub modules.

  1. Pending Cash Advance List
  2. Approved Cash Advance List
  3. Rejected Cash Advance List

Pending Cash Advances List: 

This module shows the list of the pending cash advance list. The Manager will be able to approve or reject the request. Manager will also be able to view the complete history of the approved cash advance request for an employee

Rejected List:

This module has the complete list of the rejected claims.

Approved List:

This module has the complete list of the approved request as well as process request. The Manager is provided an option to mark any approved request as processed.

The Manager has additional privileges which can be accessed under Manager privileges. These privileges are accessible by users with Manager role and super Manager role

Approve Expenses

APPROVE EXPENSES :-

Description:

This feature can be used by an admin to approve or reject any expense claim made by an user. This module has 3 sub modules.

  1. Pending Claims
  2. Approved Claims
  3. Rejected Claims

Pending Claims:

This module displays the list of the pending expense claims made by a user. The admin will be able to approve or reject the Claims. Admin will also be able to view the complete history of the approved expense claims for an employee. Admin is also given a privilege to edit a claim before approving them. Admin can also view the Expense Report.

 

Approved Claims:

This module has the complete list of the approved claims as well as process the request. The admin is provided an option to mark any approved claim as processed. While marking as processes, admin can provide a note along with an attachment. Admin can also view the PDF of the report.

 

Rejected Claims

This module has the complete list of the rejected claims. Admin can also view the PDF of the expense report.

 

 

Approve Leaves

Description:

This feature can be used by an admin to approve or reject any leave request made by a user. This module has 2 sub modules.

  1. Pending Requests
  2. Approved Requests
  3. Rejected/Cancellation  Requests

Pending Requests:

This module displays the list of the pending Leave Requests made by a user. The admin will be able to approve or reject the Claims.

View Pending Request Leaves Page:

This module has the complete list of the approval/cancellation leave requests. with Approve/Reject Icons whether to approve/reject the Leaves

 

 

Approve Performance Evaluation

In this Module, Manager Has Permission to approve his Department Members “performance Evaluation forms” here Manager can approve or Reject the Evaluation forms of an employee and The Approved Evaluation Forms will be appeared in “Approved Tab”. And the Pending Evaluation forms will appear in Pending Tab.

 

In Approved Evaluation Forms Manager can view the both Approved Template and the Submitted Template of the Users.

 

 

Approve Timesheet's

Description:

This module allows valid users to approve/reject time-sheets of employees. Valid users need to have Manager privileges, along with basic access to this feature, Users with access to this module can view the weekly /Daily time-sheets of employees. From this interface, users can do the following operations:

  1. Edit, and/or Approve, or Reject submitted time-sheets
  2. Edit and/or Send reminder to employees to submit their time-sheets
  3. View previously approved time-sheets for a duration, or for an employee, or both
  4. Create time-sheets for other employees
  5. View the history of time-sheets for a selected duration
  6. Approve multiple time-sheets at once

 

Landing Page

This is the landing page of the approve time-sheets module. This view will fetch pending time-sheets of all employees. If the time-sheet in the displayed list is submitted, it can be edited, approved, or rejected. If the time-sheet is not yet submitted, the admin can edit the time-sheet, and can send a reminder to the employee to submit the time-sheet.

Weekly Time-sheet (View Status report) 

This view allows the admin to view the status report of the employee (if configured).

Approved  Weekly Time-sheets

This view allows the admin to view previously approved time-sheets, which are not yet invoiced. Admin can also un-approve selected time-sheets.

Weekly Time-sheet History

This view allows the admin to view and print the time-sheet history of all employees for a selected duration.

Create Weekly Time-sheet page

This view allows the admin to create a back dated time-sheet for another employee. Admin can also upload any file attachments if required.

Weekly Time-sheet (Activity)

This view allows the admin to view all activity related to a time-sheet’s life cycle.

 

 

Approved  Daily Time-sheet :-

This view allows the admin to view previously approved time-sheets, which are not yet invoiced. Admin can also un-approve selected time-sheets.

Daily Time-sheet History

This view allows the admin to view and print the time-sheet history of selected employees for a selected duration.

Create Daily Time-sheet

This view allows the admin to create a back dated time-sheet for another employee.

Approved Daily time-sheet (Check box)

This option allows the admin to select and approve multiple time-sheets at once.

 

My Team

Description :-

This feature can be used by a  Manager to view the Assigned Employees.to those Employees Manager can Approve Cash Advance,Approve Claim Expenses, Approve Request Leaves,Approve Performance Evaluation and Approve Time sheets.

 

HR Privileges

Description:

This is the home page of the application for user with HR privilege. It is accessible only to users with a valid SWARM account. It has the list all the features available to a user logged in. The list is based on several factors like the user’s access level, the features assigned to the department of the user, special features given to the user and the actual set of features for which the organization has subscribed. This is the first page a user sees after a successful login.

The HR has additional privileges which can be accessed under admin privileges. These privileges are accessible by users with HR role and super admin role.

 

 

 

Add Employee

Add Employee:

Description:

This module can be used to onboard an employee to SWARM HR Portal. There are two options available for a HR to add new employee to the portal.

  1. One Employee
  2. Multiple Employee

One Employee

To add single employee to the portal there are two options available. The Landing page of adding a single employee has list of all information required to add an employee. Based on the information available HR a choose any one option to add an employee. Once the employee is added to the portal, he will receive an email with the credentials to access SWARM HR

Multiple Employee:

This module can be used by the HR to add multiple employees to SWARM HR at once by uploading an excel file. If the HR does not have the template of the excel he can download it from the template using the link provided. He can enter all the employee information in the template and upload the file. On successful upload of the file, profiles for all the employee will be created and an automated email will be sent to their email with the credentials to access SWARM HR.

Assets management

Description:

This feature can be used by HR to manage all the Assets of the organization. The landing page will have the list of assets assigned to an employee along with all the details related to the asset. HR has been provided to add a new asset and associate it to any employee.

E-Signature

Description :

E-signature Module is available for HR Privileges. With E-Signature HR can request new sign request, View the Documents sent out and Sent a new request for predefined templates.

Requesting a new E-Signature:

To request a new E-Signature, click on “New Request”  button on the top right corner of the page. This will open a new dialog box.

 

Accessing the Templates

The Admin can view all the global templates by clicking the button.

 

The admin can send the predefined templates to user by clicking the “Edit” button which will open a dialog box displayed below

 

 

Type the desired Signer 1 and Signer 2 emails IDs, the document title will be pre filled which can be edited and type any message to send it to the user along with the document. On successful creation the prepare page like before would appear where the fields can be modified and finalized.

 

Data-Exchange

This feature can be accessed by users with “HR” privileges. Following table lists all the operations that can be performed using this module.

Entity Type Add Data Update Data Export Data
Vendors  ✓  ✓  ✓
Clients  ✓  ✓  ✓
Suppliers  ✓  ✓  ✓
Projects  ✓  ✓  ✓
Departments  ✓  ✓  ✓
Employees  ✓  ✓  ✓
Project Association  ✓  ✓  ✓

This feature allows the HR to add or update SWARM HR data using excel files. Please note that we currently support file imports only in .xls or .xlsx format. All file exports will be in .xls format. Additional support to handle other file formats will be added in the future updates.

 

Landing Page

The landing page will have two sections. The section titled “Import Data to SWARM HR” will facilitate importing, and/or updating data into the SWARM HR system from an excel file input. The section titled “Export Data from SWARM HR” will facilitate exporting existing data in an excel file.

 

Importing Data from an Excel File

Importing data from an excel file takes place in four steps.

5.5.1. Entity and Operation Selection

From the first drop-down menu, select the entity type for which you wish to import the data. Once the entity type is selected, select the type of operation – Insert/Update from the second drop-down menu. Insert operation will add new information to SWARM HR and Update operation will update the existing data.

 

Upload the file by clicking the “uplod”button. This will open a dialog box for file selection.

Select the file to be uploaded from your computer and click the”upload”  button. Your file will be uploaded, and you will be taken to the next step.

Define Column Mapping

Your file can have columns defined in any order. In this step, you can review the columns to be used for several properties of the selected entity. SWARM HR will try to identify possible matches from your file, but you can always review and override the column-property mapping.

Once you select all mappings, click on the “Submit”button. This will take you to the next step.

Review Data

Based on the column mapping defined in the previous step, all data from the file will be re-arranged and displayed for your review. Please review the data and make sure that the column-property mappings are properly defined.

If you find any discrepancies, you can go back to the previous step by clicking the “Back to Mapping” button and redefine the mappings.

Once you have reviewed the data, click the”Import Data to Swarm hr” button to import data into SWARM.

Import Result

This interface will display the results of the selected file operation on the selected entity. This interface displays the accepted and rejected records separately.

 

 

Case management

Description:

This module allows the user to view cases related to his/her profile. Case is an activity involving a minimum of three stakeholders. The interface provides options to interact with other stakeholders, upload documents, and download documents. This interface also allows one to monitor the case status as the case progresses. Every case has a due date, and a back end monitoring program will send alerts to the corresponding stakeholders if there are any missing documents that need to be uploaded before the due date.

The interface also provides an option to view the case activity. Case activity reflects all activity right from case creation, change of case status, document upload, document deletion, communication log, and all activity by all stakeholders. This will help the stakeholders to track, and correct any errors during the case progress.

For the employer representative / HR, this interface also provides option to edit the case details, such as changing the case due date, modifying the case documents list(s), adding/removing HRs, and adding/removing external panel members.

When the case details are accessed, the HR can also update the case status. Once the case is complete, the case can be marked as complete. This will archive the case, and for all archived cases, the edit functionalities are disabled for all stakeholders. They cannot add new documents, or edit existing ones. However, all documents are still accessible, and all stakeholders can view the case activity, and download documents.

Case Members:

There can be up to three types of case members associated with a case.

  1. Employee – Employees of the organization who have a user account with SWARM HR.
  2. Admin – Employee of the organization who acts as a representative of the organization. This employee will have the “HR” role associated to his/her profile.
  3. Panel Member – External member associated with the case. These members do not have a profile with SWARM HR, but may still have access to cases assigned to them.

Operational Work Flow:

Panels and Panel Members

Panels are based on the different types of cases your organization handles. Ideally, you will have a panel for every case type.
Every panel can have one or more panel members. Panel members do not have user profiles in SWARM HR, but they can still access the cases assigned to them.

Create new Case Type (Organization Admin):

This operation should be performed using the “Case Management” page. New Case Types can be defined using the top most section.
To add a new Manager, click on the “New Case Type” button on the top right corner of the section.

Delete Case Type(s) (Organization Admin)

This operation should be performed using the “Case Management” page. Existing case types can be found in the top most section.
To delete a case type, click on the “Delete” button below the desired case type.

Add and Delete Panel Members (HR)

This operation should be performed using the “Case Management” page. Click on the desired Case/Panel Type in the top most section. To add a new member, enter the First name, Last name, and Email address of the new member and click on Add Member the button. Click on the Delete Member button for the desired member to delete the member from the current panel.

Case Templates

Case Templates will have the basic information required for a case. Templates contain reusable information such as the list of documents for a specific case type. Templates will also contain the status list. Status list is the collection of different phases a case goes through during the processing.

Create Case Templates (HR)

This operation should be performed using the “Case Management” page. Click on “Case Template” the button on the top right corner of the “Case Templates” section to create a new template.

Case Activity

This view allows the admin to view the case activity for a selected case. Case activity report includes the details about the case activity, activity timestamp and the name of the stakeholder who performed the activity. Specify a template name that is easily understood by your administrative employees. There are four separate text boxes which can be used to specify the list of documents that are to be uploaded by each case member. All the required documents need to be separated by a comma, as shown in the sample document list.
For every template, there needs to be a list of statuses. This list will typically contain the several phases of application processing. There is no limit on the number of phases for a template.

Edit Case Template (HR):

This operation should be performed using the “Case Management” page. To edit an existing template, click on a desired template in the “Case Templates” section. The selected template will slide out and the template information is displayed.

Case

Creating a case provides a common space for the case members to interact and work together on a specific task. Case members can upload case related documents, view the case related activity, and add notes to the case. Case admins will have additional access to change the status of a case, mark the case as completed, and to delete case related documents.

Create & Edit Case (HR)

This operation should be performed using the “Case Management” page. Click on the “New Case” button on the top right corner of the “Active Cases” section to create a new case. Click on the “Edit Case” button for the case you wish to edit

Close a Case (HR)

To view the details of a case, click on the “Case Deatils” button for the desired case. This will open a new tab/window with the case details. To close a case, click on the “Make Case as Complete” button. This will archive the case.
This case will now be moved to the “Completed Cases” section. Once a case is completed, no further changes can be made.

View Assigned & Completed Cases (User)

This operation should be performed using the “My Case” page. All active cases will be displayed in the “Active Cases” section. All completed cases will be displayed in the “Completed Cases” section.

Employee Document

Description

This module is used by the HR to manage all the documents of the Employees at one place. He is given an option to view the profile of the employee. The landing page has the list of all the employee along with their contact information. View Profile in HR in this feature is same as in Employee Status Module in ADMIN privilege. Kindly refer Admin document for details of it.

On Boarding Documents.

This feature is used by the HR to manage all on-boarding documents. He can add various onboarding documents like I9, W4, 401k, Insurance, Employment onboarding document, direct deposit form and any other onboarding documents here. This list is managed by Super Admin. All the documents are uploaded with a timestamp, The HR will be able to edit the name of the document. HR is given a privilege to share the document. When sharing is activated an email option will be activated, using this the HR can email the link to access this document. Sharing can be stopped at any point of time. The HR will be able to view and download the document. HR is given a privilege to delete the document as well.

Employment Documents.

This feature is used by the HE to manage all his employment documents. He can add various employment documents like offer letter, employment agreement, vendor letter, client letter, experience letter, resume, experience letter, I983, E-verify and any other employmwnt documents here. This list is managed by Super Admin. All the documents are uploaded with a timestamp, The HR will be able to edit the name of the document. User is given a privilege to share the document. When sharing is activated an email option will be activated, using this the HR can email the link to access this document. Sharing can be stopped at any point of time. The HR will be able to view and download the document. HR is given a privilege to delete the document as well.

Immigration Documents

This feature is used by the HR to manage all his Immigration documents. He can add various immigration documents like H1b, Passport, I983, Visa, Opt, Stem OPT, EAD, ID, DL, LCA, I-140 and any other onboarding documents here. This list is managed by Super Admin. All the documents are uploaded with a timestamp, The HR will be able to edit the name of the document. User is given a privilege to share the document. When sharing is activated an email option will be activated, using this the HR can email the link to access this document. Sharing can be stopped at any point of time. The HR will be able to view and download the document. HR is given a privilege to delete the document as well.

 

Manage Teams

Assign / Transfer Employees to Manager (HR):

This operation should be performed using the “Manage Teams” page. In this page, list of all mangers is displayed along with the number of employees currently associated to them.

To assign new employees to a Manager, click on the “Manage” button for the desired Manager. This will open a dialog box:

 

In this dialog box, list of all employees is displayed along with their current Managers.

Select the desired employees you wish to associate to the current Manager and click on the button to assign employees.

If the selected employees already have a Manager, they will be transferred to the current Manager.

Performance Evaluation

In this Module, HR will create a Performance Evaluation Form and Share the evaluation form to the Employee, Here HR can create a New Performance Evaluation form with Required Criteria. On selecting the Create Evaluation Icon.

 

HR can create an Evaluation form According to the Department Wise or for All the Departments. After Creation of Evaluation form HR can view the Evaluation form under the “Templates Tab”, Here HR can Preview the Template, share the template, delete template and Information of the Template creation or shared. Can be viewed.

 

In “Evaluation Form Tab” HR can view the Pending Evaluations of users, Approved and Rejected Evaluation forms of the users. and can view the Templates of the Evaluation forms

 

Training Programs

In this Module, HR can create a program, Create a Questionnaire, Assign to Employees and Check the Statics of the Program.

 

While creating a Program HR can choose How Many Questions Has to be there, Completion time Of the Video, and Passing Score. Here while uploading the video file user can also give the Video Link of the program.

 

After successful creation of the Program, HR needs to fill the Questionnaire and Assign to the Employees for assigning the Employees HR need to click on Assign button to assign the Program while assigning the program the HR need to give the Expiry date to the Program for a user to complete it within the time period.

 

In Statistics HR can View that assigned Employees for the Programs with Expiry date and Assigned-by/Assigned on Date with the time. And User can view the Test Statistics of the Employees.

 

HR can also watch the Program video and after successful completion of the Program, HR can delete the program if needed.

Account Manager Privileges

Description

This is the home page of the application for user with Account Manager privilege. It is accessible only to users with a valid SWARM account. It has the list all the features available to a user logged in. The list is based on several factors like the user’s access level, the features assigned to the department of the user, special features given to the user and the actual set of features for which the organization has subscribed. This is the first page a user sees after a successful login.

The Account Manager has additional privileges which can be accessed under admin privileges. These privileges are accessible by users with Account Manager role and super admin role

 

Vendor

Description

This Module is used to manage vendors of the organization. There are various functionalities which can be done using this module. This module has the list of all the existing vendors list. Account Manager can add new Vendor by providing all relevant details. The Information can also be edited .

Vendor Contacts

This sub module can be used to manage contacts associated to a vendor. Account Manager can associate a new contact to a vendor by entering all the relevant data. The Contacts can also be edited.

Vendor Documents

This sub module can be used to manage documents associated to a vendor. Account Manager can associate a new document to a vendor by entering all the relevant data and the file. The various file that can be associated to vendor are MSA, Contract, PO, Insurance, W-9 and any other relevant file. These files can be viewed, downloaded, the name of the file can be edited. Account Manager is given a privilege to share the document by sending an email which will have the link to access the document. The document sharing can be stopped at any given point of time.

Clients

Description

This Module is used to manage clients of the organization. There are various functionalities which can be done using this module. This module has the list of all the existing client list. Account Manager can add new Client by providing all relevant details. The client can be associated to a vendor also. The Information can also be edited.

Client Contacts

This sub module can be used to manage contacts associated to a client. Account Manager can associate a new contact to a client by entering all the relevant data. The Contacts can also be edited.

Client Documents

This sub module can be used to manage documents associated to a client. Account Manager can associate a new document to a client by entering all the relevant data and the file. The various file that can be associated to client are MSA, Contract, PO, Insurance, W-9 and any other relevant file. These files can be viewed, downloaded, the name of the file can be edited. Account Manager is given a privilege to share the document by sending an email which will have the link to access the document. The document sharing can be stopped at any given point of time.

 

Projects

Description 

This Module is used to manage projects of the organization. There are various functionalities which can be done using this module. This module has the list of all the existing project list. Account Manager can add new Project by providing all relevant details. The project can be associated to a vendor and client. The Information can also be edited.

Project Contacts

This sub module can be used to manage contacts associated to a project. Account Manager can associate a new contact to a project by entering all the relevant data. The Contacts can also be edited.

Assign Project to Employee:

This sub module can be used to assign a project to an employee. For assigning a project to an employee the Account Manager must associate a relevant home address and work address of the employee. All the invoice related information can also be updated here.

Pay Roll

Description

This module can be used to maintain employees payroll creation, paystub generates and able to maintain Employees payroll information.

 

Admin will able to see all employees payroll information and ability to create and export the Payroll Data.

 

Payroll Data

Using this feature the Admin will be able to create the payroll for every user.
The template will fetch all the basic details of the payroll is present from the profile of the user. The admin will be able to export these payrolls as a .xls file.

Supplier

Description

This Module is used to manage suppliers of the organization. There are various functionalities which can be done using this module. This module has the list of all the existing supplier list. Account Manager can add new Supplier by providing all relevant details. The Information can also be edited.

Supplier Contacts

This sub module can be used to manage contacts associated to a supplier. Account Manager can associate a new contact to a supplier by entering all the relevant data. The Contacts can also be edited.

Supplier Documents

This sub module can be used to manage documents associated to a supplier. Account Manager can associate a new document to a supplier by entering all the relevant data and the file. The various file that can be associated to supplier are MSA, Contract, PO, Insurance, W-9 and any other relevant file. These files can be viewed, downloaded, the name of the file can be edited. Account Manager is given a privilege to share the document by sending an email which will have the link to access the document. The document sharing can be stopped at any given point of time.

Organization Admin Privileges

Description:

This is the home page of the application for user with Organization Admin privilege. It is accessible only to users with a valid SWARM account. It has the list all the features available to a user logged in. The list is based on several factors like the user’s access level, the features assigned to the department of the user, special features given to the user and the actual set of features for which the organization has subscribed. This is the first page a user sees after a successful login.

The Organization Admin has additional privileges which can be accessed under Organization Admin privileges. These privileges are accessible by users with Organization Admin role and super admin role

 

Admins & HR's

Description:

This feature can be used to manage various access levels to the users. If any user is added to the any of the group, they would be given access to all the modules under that access. Here there two additional group, Group Mailing and Custom Email Signature group. The users in these group will be access to the group mail and Email Signature group.

Group:

Organization Admin is given the privilege to give additional privileges to any users by adding to the appropriate group. There is an additional feature where they can be associated to department The access to any employee can be revoked at any given time.

Adding Employee:

Using this feature organization admin can add any existing employee to the group. If a new employee information is added then a new profile will be created which can be updated using Employee Status.

Manage Department Access:

A user added to any group can be associated to any department. Upon associating a department, they would be able to access information of the users belonging to that department. The association can revoked at any given point of time.

 

Archived Employees

Description

This feature can be used to access information of employees who have been disabled. These users will not have access to SWARM hr. The Archived employees can be activated at any given point of time.

Print User Details:

Using this feature the admin will be able to print the details of the archived users. This gives a snapshot of the information of the user along with his contact details.

View Profile:

This Feature can be used to view the complete profile of the archived employee. This feature is like view profile feature in Employee Status. Refer Admin document for more details.

Manage Departments

Description:

This feature can be used various department of the organization. The landing page gives a snapshot of all the existing departments along with its contact information.

Create New Department:

A new department can be created using this module. The logo of the department can be customized by uploading a new logo file.

Department:

The information of the department can be managed here. Organization Admin is given the privilege to edit any information of the department. He can view all the members belonging to the department. The admins associated to the department in ADMIN and HR module can also be viewed here. Any Active member of the organization can be added to the department.

Feature Management:

The organization admin can manage the features accessible to members of the department here. The admin can add any feature available to the organization to the department and can be revoked at given point of time. The members of the department can access only the features associated here.

 Privileges in SWARM HR

  • SWARMHR Admin
  • User
  • Admin/Manager
  • Human Resource (HR)
  • Account Manager
  • Organization Admin

SWARM HR Admin Privileges

This Access is a restricted access. It is accessible to only the owner of SWARM HR. Using this login Admin will be able to Onboard new organizations to SWARM HR. All the features accessible to Organization can be controlled here.

Organizations:

Description

Using this module Admin will be able to view all the organizations on boarded to SWARM HR. This feature can be used to on board new organization to SWARM HR. There are 3 sub modules in this feature.

  1. Active Organization
  2. Disabled Organization
  3. Add new Organization

Active Organization

Using this Admin will be able to manage all the active SWARMHR Organization. The Admin will be able to view all the details of the organization here and update the same. The logo can also be updated here. The access for the organization can be revoked at any given point of time. On revoke all the profiles created under this organizations are also revoked. There are various features which can be managed here

  1. Organization Contacts
  2. Organization Admins
  3. Plan Update
  4. Feature Update

Organization Contacts

This feature can be used to manage the organization contacts. Admin will be able view all the organization contacts here. A new contact can also be associated here.

 

Organization Admin

This feature can be used to manage Organization Admins. By default, an admin will be created. To add new organization admin, their profile must be created first using the default admin login. Organization Admin access can be revoked at any point of time.

Plan Update 

This feature can be used to update the plan of the organization. The plan will the basic features that are available to the organization by default. He also defines max allowed users that can be added to the organization on SWARM HR

Feature Update 

This feature can be used manage features of the organization. Additional features which are not part of the plan can be associated to the organization here. These additional features can be revoked at any given point of time.

Disabled Organization

Using this Admin will be able to manage all the disabled SWARM HR Organization. The Admin will be able to view all the details of the organization here. The Organization can be activated at given point of time. Admin will be able to view all the organization contacts and organization admins.

Add Organization

Using this feature the admin will be able to on board a new Organization into SWARM HR. To On board new organization admin will require all the basic details of the organization, logo file and a default admin details.

Subscription Plans

Description

This feature is used by the admin to create Subscription plans using which Invoices for the organizations onboarded on SWARMHR are generated. All the organizations must be subscribed to a plan when they are onboarded on SWARMHR. The landing page has the list of the existing plans of SWARMHR There are 3 submodules in this feature.

  1. Managing the plan (Add/Edit)
  2. Subscribing to a plan
  3. View all the subscriber list and unsubscribe from the plan

Managing the plan (Add/Edit) 

The Admin can create a new plan by entering a relevant name, All the details of the plan, rate, rate frequency, discount and discount type. Once the plan is created they can be updated as well. The updated values are effective for new invoices only. Values in earlier invoices are not updated.

Subscribing to a plan 

The admin will be able to subscribe any organization onboarded on SWARMHR to any one of the plans. Based on these plans only the organizations are billed for using SWARMHR.

View all the subscriber list and unsubscribe from the plan

The admin will be able to view all the organizations subscribed to a plan as well as the date when the organizations were subscribed. This feature also provides an option to unsubscribe an organization from the plan at given point of time.

Description

This feature can be used by the admin to generate invoices for organization who have been subscribed to plan. The landing page has an option to select the organization, based on the plan the organization is subscribed the period selection can be made.

  1. Month and year selection for Plan billed per month
  2. Week start date selection for plan billed per week
  3. Year selection for plan billed per annum

Once the all the fields are selected, a preview is generated. Admin is given an option to make any changes to the invoices here before generating the actual invoices. If the invoice is generated for the period selected a snapshot of the invoice is provided.

Current Invoice List

This module allows the admin to view the current invoice list. Current invoice list are the ones for which the due date is not past. Admin will also be able to perform various actions relating to an invoice like

  1. view the details
  2. edit the invoice
  3. email the invoice
  4. view the pdf generated
  5. delete the invoice
  6. Manage payments
  7. View Emails sent from this module

View the details 

The admin will be able view all the basic details of the invoice like the client details, plan, Bill rate, invoice period and other basic details

Edit Invoice

Using this feature the admin will be able to edit the bill rate, total hours and invoice amount. This change will be effective only to the invoice. The actual values associated to the profile won’t be affected. This will re-generate the invoice PDF.

Email Invoice 

This feature can be used to send invoice pdf as a mail to any concerned person. Every email sent using this module has a tracker, which tracks whether the recipient has read the email or not.

View Invoice 

This feature can be used to view the pdf generated. The admin can either print or download the pdf.

Payments 

This feature is used to manage any payments related to the invoice generated. The admin can add new payments, edit the existing payment or even delete. All these actions will re- generate pdf to include the payments details as well and update the amount due

Closed Invoice List: 

This feature will have the list of all the closed invoices. All the actions performed in current invoice list can be performed here also.

Description

This feature is used by Super Admin to communicate using SWARM HR. Here the user can send a new mail to any person. Any mail communicated to him using SWARM HR will be in the inbox and all the mails sent through the portal can be accessed using sent folder. It has three sub modules

  1. Inbox
  2. Sent
  3. Compose

Inbox:

This section will display all the messages sent to the Super Admin using the portal. Admin will be able to view and download the attachments as well. Inbox will also have any request made for demo from the home page.

Sent:

This section will display all the messages sent by the Super Admin using the portal. Admin will be able to view and download the attachments as well.

Compose:

This section is used by the Super Admin to send email. It can be used to send messages to Admin outside SWARMHR as well.

 

Description

This feature can be used to add help videos for all the modules of SWARMHR. These videos can be updated or deleted at any given point of time.

Screenshot:

FAQ:

Description:

This feature can be used to add FAQs for all the modules of SWARMHR. These FAQs can be updated or deleted at any given point of time. These FAQs can also have an image to explain the scenario.

Time Log - Mobile Users

Description

Punchin application is mainly used for time calculation of user login and logged out from the organization. Here the application can trace the geolocation of the user with the radius provided by the organization. If a user was in the location then the only user can punch in the application, if a user was out of the geofencing location then after 15min automatically user will be punched out of the session.

 

Support multiple departments

If a user is an associate with multiple departments, first need to select the department for Punch-In and the selected department is continuing until user punch-out

 

User Tracking

Once user Punch-In, tracking enable from background service on predefined interval and based on Geofencing. When the user is in within the Geofencing area tracking request will be sent to a server on predefined interval time. When the user is not in the Geofencing area Logging out forcibly and stop tracking from the background

 

 

Mail Notification

When user punched in and punched out within the radius then a user will get a mail whenever user punched in and punched out the application.