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Complete User Guide

A comprehensive guide to using the jagaSTAFF HR Management System, from onboarding to daily operations.

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1.1 Registering a New Company

Go to the main jagaSTAFF website (e.g. jagastaff.com).

Click “Sign Up” or “Get Started”.

Fill in your company details:
- Company Name – Your official company name.
- Company URL (Slug) – This will be your unique login URL (example: `app.jagastaff.com/yourcompany`).
- Admin Name – Full name of the main system administrator.
- Email – Official email address used for login.
- Phone Number – For contact and support.

Choose your subscription plan (Monthly or Yearly).

Click “Register”. jagaSTAFF will send a verification email to the admin email.




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Company registration page with fields for company name, URL slug, admin name, email and phone.



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1.2 Verification & Initial Setup

Open your email inbox and look for the jagaSTAFF verification email.

Click the verification link provided in the email.

The system will automatically create a dedicated database for your company.

Once setup is complete, you will be redirected to your company’s unique login page.




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Verification email example + first-time login screen for a new company.



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2.1 Logging In

Visit your company URL (e.g. `app.jagastaff.com/yourcompany`) or use the main login page and select your company.

Enter your Email and Password.

Click “Login”.




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Login page with company logo and email/password fields.



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2.2 Forgot Password – Magic Link Login

If you forget your password:

1. On the login page, click “Forgot Password?”.
2. Enter your registered email address.
3. jagaSTAFF will send you a Magic Link.
4. Open the email and click the Magic Link to log in instantly.
5. After logging in, you can set a new password.




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Forgot password form + example email showing Magic Link.



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3.1 Admin Dashboard

Once logged in, you’ll see a dashboard tailored to your role.

Typical items shown:
- Summary Cards: Active Employees, Payroll This Month, Pending Leave Requests.
- Departments: Overview of departments.
- Attendance Summary: Today’s Attendance, Late Arrivals (This Month), “On Leave Today” count.
- Company Calendar: Upcoming events and public holidays.




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Admin Dashboard showing summary tiles, trial banner (if any), and company calendar.



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3.2 Employee Dashboard

Employees see a simplified dashboard:

- Next payday information
- Leave balance (e.g. remaining annual leave)
- Today’s attendance status (Clock In / Clock Out)
- Latest company announcements or events




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Employee dashboard view on laptop or mobile showing leave balance and attendance button.



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4.1 Adding a New Employee

The HR Records module is the central database for all employee information.

1. Go to Employees > Employee List.
2. Click “Add Employee”.
3. Fill in the required details:
- Personal Information: Name, IC/Passport, Date of Birth, Gender.
- Employment Details: Position, Department, Join Date, Basic Salary, Employment Type.
- Statutory Details: EPF No, SOCSO No, EIS No, Tax (TIN/LHDN).
4. Click “Save”.

When you save:
- jagaSTAFF automatically creates a user account for the employee.
- A welcome email is sent containing login URL, username (email) and initial password or login instructions.




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“Add Employee” form with personal, job and statutory tabs.



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4.2 Viewing & Updating Employee Profiles

In Employees > Employee List, click an employee’s name.

You will see tabs such as:
- Profile – Personal and employment details.
- Payroll – Salary, allowances, deductions.
- Leave – Leave balances and history.
- Documents – Offer letters, IC copies, certificates.

To update, click Edit, modify the fields, then Save.




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Employee profile page with multiple tabs (Profile, Payroll, Leave, Documents).



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5.1 Clock In / Clock Out (Employee)

1. Log in via browser on mobile or desktop.
2. Go to Attendance or use the Clock In/Out widget on the dashboard.
3. Tap “Clock In” when you start work.
4. The browser will ask for location (GPS) permission. Click “Allow” to record your location.
5. At the end of your working day, tap “Clock Out”.




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Mobile view showing Clock In button with GPS indicator.



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5.2 Monitoring Attendance (Admin/Manager)

Go to Attendance > Daily Report.

Filter by date, department or employee.

You can see:
- Who has clocked in
- Late arrivals
- Absentees
- Recorded locations for clock-ins (if GPS is enabled)




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Daily attendance list/table with status icons (On Time / Late / Absent).



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5.3 Working Hours & Shift Settings

Admins can define working patterns:

1. Go to Settings > Attendance Settings.
2. Configure:
- Standard Working Hours (Start/End time).
- Shifts (e.g. Morning Shift, Night Shift) with different hours.
- Office Location & Radius for Geofencing so employees can only clock in from the office area.
3. Assign specific shifts to employees via their profile or shift assignment screen.




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Attendance settings page showing office location, radius and shift definitions.



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6.1 Submitting a Leave Request (Employee)

1. Go to Leave > Apply Leave.
2. Choose:
- Leave Type (Annual, Sick/MC, Emergency, etc.).
- Start Date and End Date.
3. Add a Reason and upload an attachment (e.g. medical certificate) if required.
4. Click “Submit Request”.




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Leave application form with date picker and leave type dropdown.



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6.2 Approving Leave (Manager)

Managers receive a notification when a subordinate submits a leave request.

1. Go to Leave > Approvals or Pending Requests.
2. Review the request details and any attachments.
3. Click “Approve” or “Reject”, and optionally add comments.

Once approved:
- Leave balances are automatically updated.
- Attendance will show the employee on leave (not absent).




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Manager view of pending leave requests with Approve/Reject buttons.



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6.3 Viewing Leave Balances

Employees can see their current balances and usage on the My Leave page or dashboard cards.

Admins can adjust entitlements in Leave Settings and view all employees’ balances.




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Card-style view showing remaining annual leave, sick leave, etc., plus history table.



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7.1 Running Monthly Payroll

jagaSTAFF’s payroll engine follows Malaysian regulations for EPF, SOCSO, EIS and PCB.

1. Go to Payroll > Run Payroll (or similar).
2. Select the Month and Year.
3. The system automatically calculates:
- Basic Salary
- Allowances & Deductions
- EPF, SOCSO, EIS and PCB contributions
- Any attendance-based deductions (e.g. unpaid leave, absences)
4. Review the draft payroll:
- You may adjust specific items (e.g. extra allowance or manual deduction).
5. Once satisfied, click “Confirm & Process” to finalise payroll.




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Payroll run screen showing list of employees, gross pay, contributions and net pay.



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7.2 Payslips

After processing payroll, payslips are generated automatically.

For Employees
1. Go to Payroll > My Payslips.
2. Select the desired month.
3. View or download the PDF payslip.

For Admin
Access Payroll Reports to:
- Download payslips in bulk.
- Export payroll summaries or bank files (if supported).




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Employee view of My Payslips with a list of months and a “Download PDF” button.



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8.1 Submitting a Claim (Employee)

1. Go to Claims > New Claim.
2. Choose the Claim Type (Medical, Travel, etc.).
3. Enter:
- Claim amount
- Date of expense
- Description (optional)
4. Upload receipt or supporting documents.
5. Click “Submit”.




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New Claim form with fields for type, amount, date and file upload.



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8.2 Approving Claims (Manager/Admin)

1. Go to Claims > Approvals / Pending Claims.
2. Check each claim’s details and attachment.
3. Approve or reject the claim with comments.

Approved claims can be included in the next payroll cycle as reimbursements.




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Claims approval table showing status, amount, and approval buttons.



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9.1 Generating Offer Letters

1. Go to Documents > Offer Letters (or similar).
2. Select an Offer Letter Template.
3. Choose the employee or candidate.
4. The system automatically merges their information (name, position, salary, start date) into the template.
5. Preview and generate the letter as a PDF.

The employee can view and digitally acknowledge the letter in their portal.




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Offer letter template selection + preview of generated letter.



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9.2 Tax Forms – EA & Form E

EA Form (for Employees)
At year-end, jagaSTAFF generates EA forms based on payroll data.
Employees can download their EA form from Documents > My EA Forms.

Form E (for Employer)
Admins generate a summary of all employees’ remuneration under Documents > Tax Forms > Form E.
Export the report for submission via LHDN e-Filing.




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EA Forms list for an employee + Form E admin report view.



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10.1 Setting Up KPIs (Admin)

1. Go to KPI / Performance > KPI Templates.
2. Create templates for different roles or departments.
3. Add KPI items and scoring metrics (e.g. 1–5 scale).




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KPI template configuration screen with list of KPI items.



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10.2 Performance Review (Manager)

1. Go to KPI / Performance > Assessments.
2. Select the employee and assessment period (yearly/half yearly).
3. Fill in scores and comments for each KPI.
4. Submit the assessment.

Employees can then view their performance results and manager comments in their portal.




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Manager’s performance review form for an employee.



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11.1 Company Profile

Only Admins have access to System Settings.

Update company name, logo, address, phone and email.
This information is used for branding across dashboards, payslips and documents.




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Company profile settings page with logo upload.



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11.2 Users & Roles

Add new admin or manager accounts.

Assign roles such as:
- Admin
- Manager
- HR
- CEO

Every user automatically has an Employee self-service role; additional roles are layered on top.




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User list showing assigned roles and “Edit Roles” modal.



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11.3 Calendar & Public Holidays

Manage company events and holidays under Calendar Settings.

jagaSTAFF may come preloaded with Malaysian public holidays; you can add custom company events (e.g. company trip, annual dinner).




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Calendar management screen with event types and date selection.



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11.4 Notifications

Configure which email notifications are sent:
- Leave requests & approvals
- Claim submissions & approvals
- New user welcome emails
- System alerts




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Notification settings with toggle switches for each notification type.



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12. Need Help?

If you require further assistance:

- Visit the Help / Support section in the app (if available).
- Check the FAQ on the main website.
- Or contact the jagaSTAFF support team via the official support email.

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