HRMS Setup Guide
Welcome to Verdeshell HRMS

Let's get your company up and running — one simple step at a time.

A friendly, click-by-click guide to setting up Verdeshell HRMS. No technical knowledge needed — if you can fill in a form, you can do this. It comes in four parts: set up your settings, add your people, go live, then a quick tour of everything else the app can do. Follow along in order and tick each step off as you go. Stop and come back anytime.

About 1 hour for the essentials 19 steps + a tour of every module Go at your own pace

? How to use this guide

  1. 1Work top to bottom — Part 1 (Settings) comes first because everything else builds on it.
  2. 2Every step names exactly where to click, using the app's own menu names.
  3. 3Some steps are marked optional — skip them if that feature isn't for you.

✓ Before you begin

  • ✓You're signed in as the company administrator.
  • ✓Have your company details handy — address, tax numbers.
  • ✓A list of your team and their work emails for Part 2.
Part 1 of 4

Settings — set up your workspace

Everything in this part lives under the Settings menu. You do it once, and it powers the whole app — how it looks, your structure, and the rules for attendance, leave, pay and expenses.

1

Tell the system about your company

Your name, country, currency and basic details — the foundation everything sits on.

~5 minDo this once
Settings › Company Profile
  1. In the left-hand menu, click Settings, then Company Profile.
  2. Type your company name and pick your country, currency and time zone.
  3. Add legal details if you have them — registered name, tax numbers (GST, PAN). Don't have them yet? Skip for now.
  4. Click Save.
💡Why this matters — your country and currency decide how money, taxes and dates appear everywhere. Getting them right now saves fixing things later.
2

See your plan & what's included

A quick look at which features your subscription unlocks — so nothing surprises you later.

~2 min
Billing
  1. Open Billing to see your current plan and how many employees it covers.
  2. Take note of which features your plan includes.
🔒Seeing a padlock somewhere? That feature isn't in your plan yet — that's normal, not a fault. The essentials (company, people, settings) are always available; you can upgrade here whenever you need more.
3

Add your logo and colours

Make the app, payslips and emails look like your company.

~3 minOptional
Settings › Branding
  1. Go to Settings, then Branding.
  2. Upload your logo and pick your brand colours — a preview shows how it looks. Then Save.
🎨Nice to have, not essential. You can come back anytime — it doesn't stop anyone using the app.
4

Add your offices

List the places your company works from — head office, branches, or sites.

~5 min
Settings › Locations
  1. Go to Settings, then Locations, and click Add Location.
  2. Give it a short name (e.g. "Head Office"), pick the city, and tick Head office for your main one.
  3. Click Save, and repeat for each office.
🏢Only one office? Add that one and move on — you can add more anytime.
5

Build your company structure

Your levels, departments and job titles — like drawing your org chart. The most important stage, in three small parts. Do them in this order.

~10 min

Part A · Job levels

The rungs of a ladder — the seniority steps in your company.

Settings › Hierarchy
  1. Go to Settings, then Hierarchy. If asked to name your structure, "Corporate" is a fine default.
  2. Add levels from the top down. Number 1 is most senior — e.g. 1 = Director, 2 = Manager, 3 = Team Lead, 4 = Executive.
💡Why first? Levels decide seniority — and who can approve whose requests. Job titles attach to them next, so they must exist first.

Part B · Departments

Your teams — Engineering, Sales, HR, and so on.

Settings › Departments
  1. Go to Settings, then Departments, and click Add Department.
  2. Enter a name and short code (e.g. "Engineering" / "ENG").
  3. Making a sub-team? Pick its parent department — it nests neatly underneath.

Part C · Job titles

The titles people hold, like "Software Engineer" or "HR Executive".

Settings › Designations
  1. Go to Settings, then Designations, and click Add.
  2. Enter the title, then pick which job level (from Part A) it belongs to.
6

Choose your employee ID format

How employee ID numbers look. Set this before you add people.

~2 minOptional
Settings › Employee Codes
  1. Go to Settings, then Employee Codes. A ready-made format is already there (like EMP-0001).
  2. Change the prefix, separator or number length if you'd like, then Save.
✅Happy with the default? Leave it — IDs are created automatically when you add each person, so you never type one in.
7

Set your attendance & leave rules

Working hours, holidays and time off — so these run themselves.

~10 minIf you track these

Do these in order — each screen is under Settings.

  1. Set your year dates. At the top of the Leave Types and Holidays screens, set when your leave year and holiday year start.
  2. Add your shifts (Settings › Shifts) — your working hours. Tick Night shift for timings past midnight.
  3. Add an attendance rule (Settings › Attendance) — start with one that applies to everyone.
  4. Add your holidays (Settings › Holidays) — use Import national holidays to add them all in one click.
  5. Add your leave types (Settings › Leave Types) — e.g. Casual, Sick, Earned — and days per year for each.
✨Automatic after this — once leave types have a yearly amount, each person's balance is worked out for you. Nothing to enter by hand.
➕Two extras, only if they apply: for timesheets, add the tasks people log time against under Settings › Timesheet Activities. Using biometric machines or a face kiosk? Register them under Attendance › Devices (you'll get a one-time key to enter into the device).
8

Set your expense rules

What people can claim, and who approves it.

~7 minIf you manage expenses
1. Expense categories

Add the kinds of expenses people can claim — Travel, Meals, Supplies — with any monthly or yearly limits.

Settings › Expense › Categories
2. Approval steps

Decide who signs off. The app supports up to five levels by amount — small claims go to the manager, larger ones also need finance. Set the amount for each level and choose who approves.

Settings › Expense › Approval
💡Approvals go in order — one level at a time, from the lowest up. You'll pick the actual approvers once your people exist (Part 2).
9

Set your tax & statutory rules

Your country's payroll rules — things like PF, ESI and Professional Tax.

~5 minIf you run payroll
Settings › Statutory
  1. Go to Settings, then Statutory.
  2. Add a set of rules for your country. The standard rates are already filled in — just review and Save.
  3. Operating in more than one country? Add a set for each.
💡Why now? These make payroll deduct the right amounts automatically when you run it in Part 3.
10

Review your roles

Roles decide what each person can see and do. You'll hand them out in Part 2 — here you just check the ready-made ones and add any of your own.

~5 minCustom roles only
Settings › Roles
  1. Go to Settings, then Roles to see all the ready-made roles (HR Manager, Manager, Finance, and more).
  2. Need something specific? Click Add Role, name it, and tick the permissions it should have.
  3. Choose how far each permission reaches — just themselves, their team, their department, or the whole company.
🧩Most companies never need this — the built-in roles cover the usual jobs. Create custom roles only if you have a special need. You give roles to people in Step 16.
11

Set up your letter & exit templates

Ready-made wording for the documents you send often — so you're not writing from scratch each time.

~5 minOptional
Letter templates

Templates for offer letters, confirmation and experience letters. Set them up once and reuse them for every new hire.

Settings › Letter Templates
Clearance templates

Checklists used when someone leaves — the items each department signs off before their last day.

Settings › Clearance
📄Both are optional and easy to add later — set them up when you start hiring or handling exits.
12

Email & automation

A few Settings extras — set now or come back later.

WheneverOptional
Send email from your own address

By default, emails come from Verdeshell. Switch them to send from your company's email if you'd like.

Settings › Email
Custom approval flows

Need approvals with several steps or special rules? Build your own. The built-in ones suit most companies.

Workflows
Cover when someone's away

Let an approver hand their duties to a colleague while on leave, so nothing gets stuck.

Settings › Delegations
Notifications

Each person chooses how they're notified (email and app). Point your team here if they ask.

Settings › Notif. Preferences
Part 2 of 4

Your organisation — add your people & data

Your settings are ready, so now you create the real records they apply to: your cost centres, your employees, the roles they get, and each person's salary.

13

Set up cost centres & projects

The "buckets" you track spending against — a department, a project, or a client.

~5 minFor cost tracking
Projects › Cost Centres
  1. Open Projects, then Cost Centres, and click Add.
  2. Give it a code and name (e.g. "CC-001 · Marketing"), and link it to a department if you like.
  3. Click Save, and repeat for each. Running projects too? Add them under Projects.
💡Why before people? Once cost centres exist, you can tag employees, budgets and expenses to them — so later reports show exactly where money and effort go.
14

Add your people

Bring your team in. Each person gets an email inviting them to sign in.

~1 min each
Employees › Add Employee
  1. Open Employees and click Add Employee.
  2. Fill in the four essentials: name, work email, employment type, and joining date.
  3. Now pick their department, job title, cost centre and reporting manager — everything you set up in Part 1 is here to choose from.
  4. Click Save. The system emails them a link to set a password and sign in.
📧The work email matters — that's their invite. The employee ID is created automatically in the format you chose in Step 6.
15

Adding a whole team at once

Got dozens of people? Skip the one-by-one and bring them all in from a spreadsheet.

~10 minFor many people
Bulk Import
  1. Open Bulk Import from the menu.
  2. Download the sample spreadsheet — it has a column for each detail.
  3. Fill in your people's details, then upload the file. Everyone is created at once, and any rows that need fixing are flagged for you.
📥Tip — start with just a few rows to see how it works, then upload the rest once you're comfortable.
16

Give your people their roles

Now that people exist, hand out the powers — who can approve, who runs payroll, who manages HR.

~5 min
Access & Roles
  1. Open Access & Roles from the menu.
  2. Pick a person, click Add role, and choose a built-in role — or a custom role you made in Step 10.
  3. Common choices: HR Manager for your HR lead, Manager for team leads (so they can approve their team), a Finance role for whoever handles pay.
💡Roles unlock buttons. If a manager ever says "I can't approve this", it almost always means they're missing a role — and this is where you fix it.
🔑A person needs to have received their invite (Step 14) before you can give them a role.
17

Assign each person a salary

Build a salary once, then give one to each employee. Three quick moves.

~10 minIf you run payroll
1. Build the pieces

Add the parts of a salary — Basic, HRA, allowances, deductions.

Payroll › Components
2. Make a template

Combine those pieces into a reusable salary template you can give to many people.

Salary › Structures
3. Assign to each person

Open a person, pick the template and enter their yearly amount (CTC). Done.

Salary › Assign
💡This feeds payroll — assigned salaries plus your statutory rules from Step 9 are what generate correct payslips in Part 3.
Part 3 of 4

Go live — start using Verdeshell

Everything's in place. Run your first payroll, and your team can begin using the app for their day-to-day work. There's very little left to set up here.

18

Run your first payroll

Your first real pay cycle — payslips and deductions handled for you.

~10 minIf you run payroll
Payroll › Create Run
  1. Open Payroll and click Create Run. Pick the month.
  2. Leave the office blank to pay everyone, or pick one office to pay just that location.
  3. Step through Process → Approve → Release. Payslips are generated automatically.
🧾Take your time on the first one — review the numbers before you Release. You can re-run before releasing if something looks off.
19

Your team starts using it

Setup's done — here's what everyone does day to day. Nothing to configure.

Ongoing
Your employees

Mark attendance, apply for leave, pick optional holidays, submit expense claims, view their payslips, file tax declarations and see their documents — from the web or the mobile app.

Your managers

See their team's requests in the Approvals inbox and approve or decline in a click.

You, the admin

Add new joiners, run payroll each month, post Company News, and keep details up to date. Everything else runs on the rules you set in Part 1.

🎉 That's it — you're live!

Your Verdeshell HRMS is set up and your team can start using it. Tick off what you've done — it saves automatically. Then explore what else the app can do below.

Part 1 · Settings
✓Company details entered1
✓Plan & included features reviewed2
✓Logo & colours added3
✓Offices added4
✓Levels, departments & job titles set up5
✓Employee ID format chosen6
✓Attendance, shifts, holidays & leave7
✓Expense categories & approval steps8
✓Tax & statutory rules9
✓Roles reviewed / custom roles created10
✓Letter & exit templates (optional)11
✓Email & automation (optional)12
Part 2 · Your organisation
✓Cost centres & projects13
✓People added & invited14
✓Bulk import (if adding many)15
✓Roles given to your people16
✓Salaries assigned17
Part 3 · Go live
✓First payroll run18
✓Team using it day to day19
This checklist is a personal reminder, saved only on this device and browser. It isn't shared with your team — everyone who opens this page keeps their own list. Your real setup lives in the Verdeshell app.
Part 4 of 4 · Optional

Explore the rest of Verdeshell

Your core setup is done. Verdeshell has plenty more built in — here's a quick tour so you know what's there and where to find it. Turn each on whenever your company is ready. Anything showing a padlock simply isn't in your current plan yet.

Hire, grow & exit

🧑‍💼
Recruitment

Post jobs, track candidates through your hiring stages, and send offers.

Recruitment
🚀
Onboarding

Give new joiners a checklist of tasks so their first days run smoothly.

Onboarding
👋
Offboarding

Handle exits cleanly — clearances, final settlement, and an alumni list.

Offboarding
⭐
Performance

Run review cycles, set goals, and capture feedback across your teams.

Performance
🎓
Training

Create courses and track who has completed them.

Training

Everyday work

⏱️
Timesheets

Let people log hours against tasks and get them approved.

Timesheets
📁
Projects

Organise work into projects and track effort and cost.

Projects
✈️
Travel

Employees raise travel requests and itineraries for approval.

Travel
🤝
Contractors

Manage contractor firms, their invoices and reports.

Contractors

Pay extras

💰
Bonus & Loans

Give one-off bonuses and manage staff loans that flow into payroll.

Payroll › Bonus / Loans
🧾
Tax Review & Form 16

Check employees' tax declarations and issue year-end tax forms.

Payroll › Tax Review / Form 16

Insight & compliance

📊
Reports & Analytics

Dashboards and downloadable reports on people, attendance and pay.

Reports / Analytics
📈
Budget & Forecast

Plan department budgets and forecast future staffing costs.

Budget Allocation / Forecast
🛡️
Compliance & Audit

Track compliance items and see a full history of who did what.

Compliance
📣
Company News

Post announcements everyone sees when they sign in.

Company News
🤝Need a hand at any point? Email our team at support@verdeshell.com — we're happy to help you get the most out of Verdeshell.