Complete User Guide

Before you begin, get these three basics clear. They save a lot of time later.

1.1 The four user types

Important: Everyone registered in the system automatically becomes an Employee. The Admin or Manager role sits on top of that. So a Manager can also clock in and apply for leave like any other employee.

1.2 One URL for everyone

No matter which company you belong to, everyone logs in at the same address:

https://jagastaff.com/login

The system recognises your company automatically from the account that logs in. You do not need to type your company name into the URL.

The company code (slug) you choose at registration is used only for your public careers page: jagastaff.com/jobs/your-company-code

1.3 Your data is kept separate

Even though every company uses the same address, each company's data is fully isolated. You will only ever see your own company's employees, payroll and records.

Step 2.1 — Open the registration form

1. Go to https://jagastaff.com
2. Click the Get Started or Register button at the top of the page
3. You will be taken to the Register Your Company page

Step 2.2 — Fill in your company details

Step 2.3 — Create the Admin account

Step 2.4 — Answer the security question

At the bottom of the form there is a simple arithmetic question, for example:

What is 7 + 4 ?   [ ____ ]

Enter the answer. This stops robots from registering automatically.

Step 2.5 — Submit

Click Register. You will see the message:

Registration received! Please check hr@contoso.com to verify your company within 24 hours.

⚠️ The verification link is valid for 24 hours only. If you miss it, contact support to have it resent.

Step 3.1 — Open your email

Check the inbox of the Contact Email you entered. Look for an email titled:

Verify Your Company Email — JagaStaff

If it is not in your Inbox, check your Spam / Junk folder.

Step 3.2 — Click the verification link

Click the Verify Email button inside that email.

Step 3.3 — The system prepares your account

Automatically, within a few seconds, the system will:

1. ✅ Create your Admin login account
2. ✅ Grant it the full Admin role
3. ✅ Start your company's trial period
4. ✅ Set up a dedicated data space for your company

You will see a success page with a Login Now button.

Step 3.4 — Write down your login details

Address  : https://jagastaff.com/login
Email    : (the Admin Email you registered)
Password : (the one you set during registration)

Step 4.1 — Log in

1. Go to https://jagastaff.com/login
2. Enter your Email and Password
3. Click Login

You will be taken straight to the Admin Dashboard.

Step 4.2 — Get to know the main screen

Left sidebar — every menu in the system, grouped into sections:

• Main — Dashboard
• Account — My Profile
• Team Management — (for Managers)
• Self Service — for your own use
• Administration — for Admins only

Top bar — the notification bell 🔔 and your account menu.

A menu is missing? Some menus only appear if your subscription plan includes that module (for example Payroll or Recruitment). Check under Subscription.

Step 4.3 — If you forget your password

1. On the login page, click Forgot Password?
2. Enter your email
3. Click Send Magic Link
4. Open the email and click the link that was sent — you will be logged straight in
5. Go to My Profile to set a new password

⚠️ The system allows only 5 login attempts per minute. If you get locked out, wait a minute.

Follow this order. Each step depends on the one before it — for example, you cannot assign a shift to an employee until the shift exists.

Menu: Sidebar → Settings

What you enter here appears on payslips, official letters and the EA Form. Get it right from the start.

6.1 Company Information

💡 Logo tip: Use a transparent PNG around 200×60 pixels for the best result.

6.2 Working Hours

⚠️ Important: Work Start Time is the default. If an employee is assigned a specific shift, that shift's times are used instead of this default.

6.3 Save

Click Save Settings at the bottom.

Menu: Sidebar → Departments

Every employee must belong to a department. Departments drive reporting, filtering and recruitment.

How to add a department

1. Click Add Department
2. Fill in:
   • Name — for example Human Resources, Finance, Operations, IT
   • Code — (optional) a short code
   • Head of Department — (optional) the employee who heads it. Only needed if your leave approval flow includes a Head of Department level (see section 17.6)
3. Click Save

Repeat for every department in your company.

Suggested starting departments

Management          Human Resources
Finance & Accounts  Sales & Marketing
Operations          Information Technology

Edit / Delete

• Edit — click the pencil icon on the department's row
• Delete — click the bin icon

⚠️ Do not delete a department that still has employees in it. Move those employees to another department first.

Menu: Sidebar → Shifts

Skip this section if all your employees work the same office hours.

How to add a shift

1. Click Add Shift
2. Fill in:

3. Click Save

A complete example shift set

Night shifts (crossing midnight)

For a shift such as 20:00 → 06:00, just enter it as normal. The system understands that an end time earlier than the start time means the shift crosses midnight.

Important: The shift assigned to an employee is stored on the record at every clock in. So if you change a shift next month, past attendance records will not change. This keeps your history accurate.

Menu: Sidebar → Office Locations

Use this if you want employees to only be able to clock in while at the office.

Step 9.1 — Get your office coordinates

1. Open Google Maps on a computer
2. Search for your office location
3. Right-click exactly on the office building
4. The top number in the menu is the coordinate pair, for example: 3.139003, 101.686855
5. Click it to copy

The first number = Latitude · The second number = Longitude

Step 9.2 — Enter it into the system

1. Click Add Location
2. Fill in:

3. Click Save

Choosing a radius

⚠️ Do not set it too tight. Phone GPS is typically only accurate to within 10–50 metres. A 50-metre radius can stop employees who are genuinely inside the office from clocking in. 100 metres is a safe starting point.

Step 9.3 — Turn it on for employees

Geofencing is not applied automatically. You must set it on each employee:

Go to the employee record → the Attendance Restriction field → choose Office Only

Employees set to Anywhere can clock in from any location.

Menu: Sidebar → Leave Types

This is the most important part of the setup. Every setting here has a direct effect on pay.

How to add a leave type

Click Add Leave Type and fill in:

Basic information

Key settings (checkboxes)

☑ Is Paid Leave? Tick this if the leave is paid. Untick it for unpaid leave.

☑ Automatically create payroll deduction for approved leave under this type Tick this if leave of this type should be deducted from pay automatically.

• Annual Leave / Medical Leave → do not tick
• Unpaid Leave → tick

☑ Affects Attendance Tick this if a day of this leave counts as "absent" in attendance reports.

☑ Allow/Require Supporting Document Tick this if the employee must upload a document (for example a doctor's medical certificate).

☑ Is Emergency Leave Applicable? Tick this to switch on the emergency leave rules. Two extra fields then appear:

Recommended leave type set (per the Malaysian Employment Act)

💡 You must have an Unpaid Leave type. The system needs a leave type named "Unpaid" in order to convert emergency leave applications that exceed the cap. Without it, the employee's application is rejected with an error message.

How emergency leave works in practice

Settings: Emergency Leave · Notice Period = 1 day · Limit = 3 days

Menu: Sidebar → Claim Types

How to add one

1. Click Add Claim Type
2. Fill in:

3. Click Save

Suggested claim types

Menu: Sidebar → Payroll → Settings

This is where you define every allowance (Addition) and deduction (Deduction) that can appear on a payslip.

12.1 Add a new item

Click Add Item Type. A form appears.

12.2 Overtime (OT) settings

If the item is for overtime, also fill in:

An OT item set per the Malaysian Employment Act

12.3 Automatic deductions (Auto Formula)

This is a powerful feature — the system can deduct from pay automatically based on attendance.

Inside a Deduction item form, find the Auto Formula section:

Example 1 — Lateness deduction

Name    : Late Deduction
Type    : Deduction
Trigger : Late Attendance
Count By: Minutes
Rate    : 1.00          → RM1 for every minute late
Free Allowance : 15     → the first 15 minutes are forgiven

An employee 25 minutes late → an RM10.00 deduction (25 − 15 = 10 minutes)

Example 2 — Unpaid leave deduction

Name    : Unpaid Leave Deduction
Type    : Deduction
Trigger : Unpaid Leave
Count By: Days
Method  : Daily rate (salary ÷ working days)

The system deducts automatically based on the employee's daily rate.

Example 3 — Absence deduction

Name    : Absence Deduction
Type    : Deduction
Trigger : Absence
Count By: Days
Method  : Daily rate

12.4 Other recurring allowances & deductions

⚠️ Understand "Subject to EPF/SOCSO/EIS" When ticked, this allowance is added to basic salary before EPF/SOCSO/EIS are calculated, which raises the contributions. Refer to the EPF guidelines to decide which allowances are subject to contribution.

Menu: Sidebar → Calendar

13.1 Import Malaysian public holidays

1. Click the Import Holidays button
2. The system fills in the Malaysian public holiday list automatically
3. Review the list and delete any that do not apply to your state

13.2 Add your own events

1. Click a date in the calendar
2. Enter the event name and type
3. Click Save

Good for: state holidays, company days, annual general meetings, and factory shutdown days.

💡 Why this matters for payroll: The system reads this calendar to decide whether overtime worked on a given day counts as Public Holiday OT (a higher rate) or ordinary OT.

Menu: Sidebar → Employees → the Add Employee button

This is the longest form in the system. It creates three things at once:

1. The employee record
2. A login account
3. A payroll profile

The form is split into sections. We cover them one at a time.

14.1 Section: Account & Basic Information

⚠️ IMPORTANT — default password If you leave the Password field blank, the employee's password is password123. The system sends the employee a welcome email containing these login details. Tell employees to change their password the first time they log in, via My Profile.

14.2 Section: Organisation Structure

⚠️ Fill in the Direct Superior for every employee who applies for leave. If it is blank, their leave applications go to the company Administrators instead.

Removing a role. Untick it and click Save. Two safeguards apply: you cannot remove your own Administrator role, and the company's last Administrator cannot lose the role — give it to someone else first. If you remove the Manager role from someone who is still the Direct Superior of other employees, a yellow message says so: they keep approving those employees' leave until you choose a new Direct Superior for them.

14.3 Section: Work Settings

14.4 Section: Employment Information

14.5 Section: Salary & Statutory ⭐

This is the most critical section. A mistake here means wrong pay.

Worker type

What this choice affects:

Salary basis

The three Salary Basis options:

If you choose Daily Rated, you must also pick the calculation method:

Contribution rates

⚠️ PCB must be calculated manually. Use the official LHDN PCB calculator, then enter the amount here. The system deducts this amount every month until you change it.

Overtime rule

If you choose Replacement Leave, the system credits replacement leave automatically when payroll is processed, instead of paying money.

14.6 Section: Statutory Numbers

14.7 Section: Bank Details

14.8 Section: Recurring Allowances & Deductions

At the bottom of the form there are two tables: Recurring Additions and Recurring Deductions.

Anything entered here appears automatically every month in this employee's pay.

For each row:

• Type — choose from the payroll items you created in Step 7
• Amount (RM) — the amount
• Description — a note (optional)

Example:

14.9 Section: Other Details

14.10 Save

Click Save Employee.

The system will:

1. ✅ Create the login account
2. ✅ Send a welcome email with the login details
3. ✅ Create the employee record
4. ✅ Create the payroll profile
5. ✅ Save the recurring allowances & deductions

14.11 Managing existing employees

Menu: Sidebar → Employees

Note on changing passwords: When editing an employee, leave the Password field blank if you do not want to change their password. Fill it in only when you need to reset it.

Menu: Sidebar → Leave Entitlements

Once all employees are registered, you must set how many days of leave each person is entitled to this year.

⚠️ Without this step, employees' leave balances are zero and they cannot see their entitlement.

15.1 Set entitlements for many employees at once (recommended)

1. Click Add Entitlement
2. In the Employee list, hold Ctrl and click to select several employees at once
3. Fill in:

4. Click Save

The system creates a separate record for each employee you selected.

15.2 Repeat for every leave type

You need to repeat this process for each leave type that carries an annual entitlement.

Suggested entitlements (per the Employment Act 1955)

Annual Leave — by length of service:

Sick Leave — by length of service:

Others:

💡 Carried Forward: In your first year on the system, enter 0. In later years, enter the balance from last year that your company policy allows to be carried forward.

15.3 How the system calculates the balance

Leave Balance = (Total Days + Carried Forward) − Approved Leave This Year

16.1 For Employees — Clocking In

1. Log in from your phone or computer
2. Go to Attendance in the sidebar
3. Click the blue Clock In button

If your phone asks for location permission — click "Allow".

⚠️ The Clock In button stays greyed out (disabled) until the system has successfully read your GPS location. Give it a few seconds.

What happens:

• The system records your clock in time
• The system records your GPS location
• The system works out whether you are late against your shift
• If you are set to Office Only, the system checks that you are inside the office area

Error messages you may see:

16.2 For Employees — Clocking Out

1. Go to Attendance
2. Click the yellow Clock Out button

The system calculates your total hours worked automatically.

16.3 If you clocked out by mistake

Option A — Within the grace period (the first few minutes)

A Clock In Again (Normal) button appears. Click it to resume your session.

Option B — After the grace period has passed

1. On the Attendance page, find the Reason for correction form
2. Write your reason, for example: "Clocked out by mistake while still working. I actually left at 6:30pm."
3. Click Submit Correction Request
4. The Admin receives a notification and reviews your request

16.4 Overtime

Starting OT:

1. Make sure you have already Clocked Out of your normal session first
2. Under Overtime Actions, choose an Overtime Type:

3. Click Clock In Overtime

Ending OT:

Click Clock Out Overtime. The system records your total OT hours.

These OT hours are used during payroll processing to calculate overtime pay (or to credit replacement leave, depending on your profile settings).

16.5 For Admins — Monitor daily attendance

Menu: Sidebar → Attendance

You see today's attendance list: who is present, who is late, and who has not clocked in yet.

16.6 For Admins — The monthly report

Menu: Sidebar → Attendance → Monthly

1. Choose the Month, Year, and Department (optional)
2. Review each employee's summary: days present, total hours, total minutes late
3. Click Export CSV or Export PDF to download

16.7 For Admins — Correcting attendance records

Menu: Attendance → click View / Amend on an employee

You see a full month of daily rows.

To correct an existing record:

1. Find the row for the date in question
2. In the Amend (Admin) column, fill in:
   • In — the correct clock in time
   • Out Date — the clock out date
   • Out — the correct clock out time
   • Working Shift — change the shift if needed
   • Late Override — enter the minutes late manually (leave blank for automatic calculation)
3. Click Save

For a date with no record at all:

1. On that date's row, fill in the Create manual attendance form
2. Enter the In time, Out Date, and Out time
3. Click Create

For night shifts (for example 20:00 → 06:00):

In        : 20:00        (on the date the shift starts)
Out Date  : the next day (for example 6 March if the shift started 5 March)
Out       : 06:00

16.8 For Admins — Approving correction requests

1. On the Attendance page, find the Attendance Correction Requests section
2. Review the reason the employee gave
3. Click Approve or Reject

16.9 Audit trail

Every correction an admin makes is recorded permanently.

On the View / Amend page, scroll to the Attendance Audit Trail section:

• Action — filter by the type of action
• Search — search by user name, email, date, or message
• Date From / Date To — filter by date range
• Export Audit CSV — download the audit records

17.1 For Employees — Applying for leave

1. Sidebar → My Leave
2. Click Apply for Leave
3. Fill in the form:

4. Click Submit

Before you submit, a box under the form shows who will approve the application, in order — for example Rangit (Direct Superior) → Siti (Head of Department).

What happens after you submit:

• The application goes to Pending status
• The first approver — usually your Direct Superior — receives an in-system notification and an email
• If your company uses more than one approval level, each approver is notified in turn, and you get a notification each time it moves on
• The Approval column on My Leave shows each step: who approved, when, and any remarks
• The application becomes Approved only after the last approver approves. If anyone rejects it, it ends there

If you do not have enough balance, the application is refused with a message such as "only 3 day(s) are available (3 day(s) are already in requests waiting for approval)". Applications still waiting for approval count against your balance, so you cannot apply twice for the same remaining days.

Cancelling. On My Leave, click Cancel on the application and give a reason if you like:

• A pending application can be withdrawn at any time
• An approved application can be cancelled until the day before it starts — the days go back to your balance and your approvers are told
• Once the leave has started, ask your Admin to change it

A special message you may see:

⚠️ Emergency leave limit exceeded. Your request has been automatically converted to Unpaid Leave.

This means your emergency leave cap for the year is used up, and this application will be deducted from your pay.

17.2 For Employees — Checking your leave balance

At the top of the My Leave page there is a balance table:

17.3 For Approvers — Approving / rejecting leave

An approver is whoever your company's approval flow names: usually the Direct Superior, but also a Head of Department, the CEO or the owner. You do not need the Manager role to approve.

1. You receive a notification (the 🔔 bell and an email)
2. Sidebar → Leave Approvals
3. The Waiting for me tab lists only the applications at your step. Each shows the employee, leave type, dates, number of days, reason, supporting document, and who has already approved
4. Optionally type Remarks — the employee sees them
5. Click Approve or Reject

The red number on the Leave Approvals menu shows how many applications are waiting for you. If you are not a Manager, the menu appears under Self Service only while something is waiting for you.

The My decisions tab lists everything you have approved or rejected, with where each application stands now.

Going away? Delegate. Open the Away? Delegate tab, choose a colleague and the dates, and click Delegate. While you are away, applications waiting for you also go to them, marked "On behalf of" you, and they can approve or reject. You can still act yourself, and you can end the delegation at any time.

Reminders. If an application waits longer than your company allows (2 days by default), you get a reminder each day. After two reminders the Admins are told too. An application shows "waiting N days" in its progress.

17.4 For Admins — Managing all leave

Menu: Sidebar → Leave Requests

Admins can:

• See every leave application across the company, with its approval progress
• Create a leave application on an employee's behalf (click Add Leave Request)
• Approve / reject any application. If it is waiting for someone else, the button reads Approve (override) — it approves the application at once and skips the remaining approvers
• Reassign approver — hand a waiting application to someone else, for example when the approver has left or is away
• Delete an application

17.5 How leave affects pay

A deduction only happens if that leave type was ticked "Automatically create payroll deduction" during setup (Step 5).

17.6 For Admins — Setting who approves leave (Approval Flow)

Menu: Sidebar → Leave → Approval Flow

By default an application needs one approval, from the employee's Direct Superior. If your SOP needs more, set it here.

1. Default flow. Choose Multi-level, then build the list of approvers in order. Each level can be:

Use Add level, the arrows to reorder, and ✕ to remove. Up to 5 levels. Click Save default flow.

2. Rules (optional). A rule uses a different flow for some applications — a particular leave type, applications of at least N days, or both. For example:

• Unpaid Leave → Direct Superior → Owner
• Any leave, 3 days or more → Direct Superior → Head of Department

If several rules fit, the most specific one is used.

3. Missing approvers and reminders. When an approver cannot be found — for example no Head is set for the department — choose whether that level goes to an Administrator (recommended) or is skipped. Set Remind approvers after N days (0 turns reminders off).

4. Delegations. Set a colleague to cover an approver who is away and did not set it themselves, or end a delegation.

Good to know:

• Nobody approves their own leave, and nobody approves the same application twice. A Head of Department applying for leave goes to the next level.
• Changes apply to applications submitted from now on. Applications already in progress keep their approvers.

18.1 For Employees — Submitting a claim

1. Sidebar → My Claims
2. Click New Claim
3. Fill in:

4. Click Submit Claim

💡 Always attach the receipt. Claims without proof are usually rejected.

18.2 Checking a claim's status

On the My Claims page, the status is shown as:

Click a claim to see the full details and the attached receipt.

18.3 For Managers — Approving team claims

1. Sidebar → Team Claims
2. Review the details and the receipt
3. Click Approve or Reject

18.4 For Admins — Managing all claims

Menu: Sidebar → Claims

• See every claim in the company
• Approve / reject
• Export CSV or Export PDF for your finance records

Note: An approved claim does not go onto the payslip automatically. If you want to pay it through payroll, add it manually as an Addition in that month's payroll run.

19.1 Create a document template

Menu: Sidebar → Document Templates → Add Template

19.2 Placeholder codes

Type these codes into the template content. The system replaces them with the employee's real data automatically.

Employee information:

Employment information:

Salary information:

Company & document information:

A short example template

JOB OFFER LETTER

Date: {{document_date}}
Reference: {{document_no}}

To,
{{employee_name}}
IC No: {{ic_no}}
{{address}}

Dear Sir/Madam,

OFFER OF APPOINTMENT — {{position}}

{{company_name}} is pleased to offer you the position of
{{position}} in the {{department}} department.

Details of the offer:
  Position       : {{position}}
  Department     : {{department}}
  Start Date     : {{join_date}}
  Basic Salary   : RM {{basic_salary}}
                   ({{salary_in_words}})
  Work Location  : {{work_location}}

Please sign this letter to indicate your acceptance.

Yours sincerely,

{{company_name}}
{{company_address}}

19.3 Preview the template

Before using it, click Preview to see how the document looks with sample data.

19.4 Generate a document for an employee

Menu: Sidebar → Employee Documents → Create Document

Method A — From a template:

1. Choose Creation Method: From Template
2. Choose the Employee
3. Choose the Template
4. Fill in the Document Title, Issue Date, and Expiry Date (if any)
5. Click Generate

Method B — Upload an existing file:

1. Choose Creation Method: Upload
2. Choose the Employee and Category
3. Upload the file (PDF, DOC, DOCX, JPG, PNG)
4. Click Save

19.5 Send for signature

1. Open the generated document
2. Click Send for Signature
3. The employee receives a notification

19.6 For Employees — Signing a document

1. Sidebar → My Documents
2. Click the document awaiting your signature
3. Read the contents carefully
4. Click Sign Document
5. Confirm your signature

The system records the time, IP address, and signature details as evidence.

19.7 Download the PDF

Both Admins and employees can download the document as a PDF at any time by clicking Download PDF.

The appraisal process has 4 stages. Follow them in order.

20.1 Stage 1 — Create a KPI template (Admin)

Menu: Sidebar → KPI Templates → Add Template

Click Save.

20.2 Stage 2 — Add KPI items

1. On the template you just created, click Manage Items
2. Click Add KPI Item and fill in:

3. Repeat for every item

⚠️ The Weight of all items must total 100%

A complete example template:

20.3 Stage 3 — Create an appraisal period

Menu: Sidebar → KPI Periods → Add Period

Period statuses:

Click Activate to open the period, and Close when it is finished.

20.4 Stage 4 — Create the assessments

Menu: Sidebar → KPI Assessments

Create many at once (recommended):

1. Click Bulk Create
2. Choose the Period and the Template
3. Select the employees to be assessed
4. Click Create

Create them one at a time:

Click Add Assessment, then choose the employee, period, and template.

20.5 For Employees — Self assessment

1. Sidebar → My KPI
2. Click the active assessment
3. Click Self Assessment
4. For each KPI item, score yourself and write a comment
5. Click Save

20.6 For Managers — Assessing your team

1. Sidebar → Team KPI
2. Click the employee's assessment
3. Click Edit
4. For each item: enter the manager's score and comments
5. Click Save
6. When you are done, click Finalize to lock the assessment

20.7 View & download the results

• Employees — My KPI → click an assessment to see your scores and the manager's comments
• Admins — KPI Assessments → click Export PDF to download the appraisal report

This module has 5 stages, from raising a vacancy to issuing the offer letter.

21.1 Stage 1 — Job Requisition

Menu: Sidebar → Requisitions → Add Requisition

Once submitted, the requisition must be approved by an Admin before it can be advertised.

21.2 Stage 2 — Job Posting

Menu: Sidebar → Jobs → Add Job

21.3 Your public careers page

Once an advert is published, it is publicly accessible at:

https://jagastaff.com/jobs/your-company-code

For example: https://jagastaff.com/jobs/contoso

Share this link on social media, LinkedIn, or your company website. Applicants do not need an account to apply.

21.4 Stage 3 — Managing applicants

Menu: Sidebar → Applicants

1. Click an applicant's name to see the full details
2. Click Download Resume to download their CV
3. Update the applicant's status through the Update Status menu

The applicant status flow:

New → Screening → Interview → Offer → Hired
                     ↓
                  Rejected

21.5 Stage 4 — Interviews

On the applicant detail page:

1. Click Schedule Interview
2. Fill in the date, time, and interviewer
3. After the interview, click Add Feedback to record feedback and a rating

21.6 Stage 5 — Offer Letter

Menu: Sidebar → Offers → Create Offer

What you can do next:

21.7 After the candidate accepts

Register the candidate as an employee through Employees → Add Employee, as described in Step 9.

22.1 Notifications

The 🔔 bell icon in the top bar shows how many notifications are unread.

You receive a notification when:

• Someone reporting to you applies for leave (Manager)
• Your leave application is approved or rejected (Employee)
• An employee submits an attendance correction request (Admin)
• A document is sent to you for signature
• There is a new reply on a support ticket

What you can do:

• Click the bell to see the 5 most recent notifications
• Click View All to open the full notification centre
• Click Mark All Read to mark everything as read

Important notifications are also sent to your email.

22.2 Calendar

Menu: Sidebar → Calendar

The calendar shows:

• Public holidays
• Company events
• Approved employee leave

To add an event: click a date, fill in the details, and click Save

23.1 Checklist BEFORE processing payroll

Check all of this first. Mistakes are far easier to fix before payroll is processed.

• Every attendance record for the month is correct and complete
• Every attendance correction request has been approved/rejected
• Every leave application for the month has been approved/rejected
• OT records are complete
• New employees have been registered
• Leavers have been updated (status + end date)
• Salary changes have been updated in the employee profiles
• Each employee's PCB amount has been updated

23.2 Create a payroll run

1. Sidebar → Payroll
2. Click Create Payroll Run
3. Choose the Month and Year
4. Click Create

⚠️ A month can have only one payroll run. If one already exists, the system warns you.

23.3 What the system calculates automatically

For every active employee, the system will:

1. Determine the basic salary — following the Salary Basis (Monthly / Daily / Hourly)
2. Apply recurring allowances & deductions — from the employee's profile
3. Calculate automatic deductions:
   • Lateness deduction (if configured)
   • Unpaid leave deduction
   • Absence deduction
4. Calculate OT pay — from that month's OT records, according to the type of day
5. Credit replacement leave — if the employee is set to Replacement Leave
6. Calculate statutory contributions:
   • EPF — at the percentage in the profile
   • SOCSO — per the official schedule
   • EIS — per the official schedule
   • PCB — the fixed amount from the profile
7. Calculate net pay

The final formula:

Gross Salary     = Basic Salary + Total Allowances

Total Deductions = EPF (Employee)
                 + SOCSO (Employee)
                 + EIS (Employee)
                 + PCB
                 + Other Deductions

Net Salary       = Gross Salary − Total Deductions

Note: Statutory contributions are calculated on basic salary plus any allowance ticked as "Subject to EPF/SOCSO/EIS".

23.4 Review the results

You are taken to the payroll run detail page. The table shows every employee with these columns:

Check carefully:

• Is the basic salary right for every employee?
• Do the automatic deductions look reasonable?
• Is the OT pay accurate?
• Do the statutory contributions match what you expected?

23.5 Add a manual allowance or deduction

For any employee in the table:

1. Click the Additions/Deductions button (blue icon) on that employee's row
2. Click Add Item
3. Choose the item type, enter the amount and a description
4. Click Save

The system recalculates that employee's pay automatically.

When you would use this:

• A one-off bonus
• Paying out a claim through payroll
• A special salary adjustment
• An irregular loan deduction

23.6 Edit an employee's pay details

1. Click the Edit button (yellow icon) on the employee's row
2. Change the values you need to
3. Click Save

⚠️ If you change the Basic Salary manually, the system recalculates EPF, SOCSO, and EIS automatically against the new value.

23.7 Recalculate everything

If you made many changes to attendance or leave records after the payroll run was created:

Click Recalculate at the top of the page.

⚠️ WARNING: Recalculate deletes every manual adjustment you made and recalculates from scratch. The system asks you to confirm before it proceeds.

23.8 Finalize

Once everything has been checked and is correct:

1. Click the Finalize button at the top
2. Confirm in the warning box that appears

After finalizing:

• ✅ The status changes from Draft to Completed
• ✅ The records are locked
• ✅ Payslips become available for employees to download
• ✅ The data feeds into the annual reports and the EA Form

23.9 Download the payroll reports

At the top of the payroll run page, click Export:

23.10 Delete a payroll run

If a payroll run was created by mistake:

Go back to the Payroll list and click the delete icon on that run.

⚠️ All of that run's data is lost.

24.1 For Admins — Generating payslips

On the payroll run detail page, click the Payslip icon (the document icon) on an employee's row. The PDF opens in a new tab.

24.2 For Employees — Downloading your own payslip

1. Sidebar → My Payslips
2. Find the month you want
3. Click Download

Payslips are only available after the Admin has finalized that month's payroll run.

24.3 What is on the payslip

The payslip contains:

• Company name, address, and logo
• Employee name, employee code, position, department
• The pay period
• Basic salary
• A breakdown of every allowance
• A breakdown of every deduction
• Statutory contributions (both employee and employer portions)
• Gross pay and net pay
• Bank account details

Menu: Sidebar → Reports

25.1 The monthly dashboard

Choose a Year, Month, and Department (optional). You will see:

25.2 The annual report

Choose a year to see salary and leave trends across the whole year.

25.3 Other reports in the system

26.1 For Admins — Employee EA Forms

Menu: Sidebar → Tax → EA Form

1. Choose the Year (year of assessment)
2. You will see a list of every employee
3. Click Download on an employee's row to generate their EA Form

The EA Form is the annual statement of earnings you are required to give every employee for their personal tax e-Filing.

📅 Deadline: EA Forms must be given to employees before the end of February each year.

26.2 For Admins — The employer's Form E

Menu: Sidebar → Tax → Form E

1. Choose the year
2. Click Download Form E

Form E is the employer's return that must be submitted to LHDN.

📅 Deadline: Form E must be submitted to LHDN before 31 March each year.

26.3 For Employees — Downloading your own EA Form

1. Sidebar → Tax → EA Form
2. Choose the year
3. Click Download

26.4 Before generating tax forms

Make sure:

• Every payroll run for the year has been finalized
• Company information is complete (including the Registration No)
• Every employee has a tax number (TIN/LHDN)
• Employees' EPF, SOCSO, and EIS numbers are complete

⚠️ EA Form data is taken only from payroll runs with the status Completed. Runs still in Draft are not counted.

Menu: Sidebar → My Profile

Every user can update their own details here.

27.1 What you can update yourself

Click Save Changes after making changes.

Fields such as name, position, department, and salary can only be changed by an Admin.

27.2 Change your password

In the Change Password section:

1. Enter your Current Password
2. Enter a New Password
3. Enter Confirm New Password
4. Click Update Password

⚠️ The current password is required. This protects your account if you forget to log out on a shared computer.

New employees: change your default password123 password right now.

Menu: Sidebar → Roles (Admins only)

28.1 Built-in roles

These roles are marked System in the list and cannot be edited or deleted. They are shared by every company on the platform, so a change by one company would affect all the others.

28.2 Create a custom role

1. Click Create Role
2. Fill in:

3. Tick the permissions to grant
4. Click Save Role

A role you create belongs to your company alone — other companies neither see it nor are affected by it. It appears in the list with Edit and Delete buttons.

Name already taken? A role name must be unique within your company, and must not clash with the System roles above.

28.3 Assign a role to an employee

Go to Employees → edit the employee → Additional System Roles → tick Administrator and/or Manager → Save.

To remove a role, untick it and save. Untick both to make the person a regular Employee again. You cannot remove your own Administrator role, or the company's last Administrator.

Remember: Everyone always holds the Employee role. Other roles are additional.

Menu: Sidebar → Subscription

29.1 Check your subscription status

This page shows:

• Your current plan
• Your subscription or trial end date
• The list of available plans

29.2 Upgrade or renew

1. Choose the plan you want
2. Choose the billing cycle tab: Monthly or Yearly
3. Click the Choose / Renew button on that tab
4. You are taken to the Billplz payment page
5. Complete the payment (FPX online banking or credit card)
6. You are returned to the system and your subscription is updated

Why a button rather than a link? Pressing the button opens a real bill, so it is submitted as a secure form. It cannot be triggered by simply opening a URL, and the old admin/subscription/pay/... link now returns a 404.

Payment went through but the subscription has not updated? Do not pay again. The system re-checks the bill status directly with Billplz, so a valid payment will be activated. Contact support with your bill number.

29.3 When a subscription expires

💡 Renew before it expires to avoid disruption. Your data stays safe and everything returns to normal as soon as payment is received.

29.4 Modules by plan

Some menus only appear if your plan includes that module:

If a menu you need is missing, upgrade your plan.

Use this module to reach the JagaStaff support team directly.

Menu: Sidebar → Customer Support

Try the chat assistant first. The green bubble in the bottom-right corner of every screen answers most "how do I…" questions straight away, and when something is genuinely broken it writes the ticket for you. See 30.7.

30.1 Open a new ticket

1. Click Create Ticket
2. Fill in:
   • Subject — a summary of the problem
   • Description — the full explanation
3. Attach files if needed
4. Click Submit Ticket

Supported files:

Maximum size: 10 MB per file. You can attach several files.

30.2 Three ways to attach a file

💡 The third method is very handy for sending screenshots of errors — you do not have to save the file first.

30.3 Reply to a ticket

1. Open the ticket from the list
2. In the Comments section, type your reply
3. You can send text only, an attachment only, or both
4. Click Post Comment

All attachments are displayed on the ticket page itself.

30.4 Email notifications

The system sends emails automatically:

30.5 Check email delivery status

On the ticket detail page there is an Email Notification Status panel showing:

• The type of email sent
• The recipient address
• The time it was sent
• The status: sent or failed

Useful for confirming whether a notification actually went out.

30.6 Ticket statuses

30.7 The chat assistant

A green Ask JagaStaff bubble sits in the bottom-right corner of every screen. Click it and type your question in plain English or Bahasa Malaysia — it replies in whichever you used.

What it is good at

• "How do I add a new employee?"
• "Where do I set up work shifts?"
• "How do I run payroll for this month?"
• "What does my plan include?"

It answers from this same user guide, so if the answer is written here, the assistant knows it — and it will give you the exact menu path rather than making you search.

When something is broken

Tell it what happened. If it is a fault — a blank PDF, an error message, a figure that looks wrong, missing data — it will say so plainly and offer a button:

Send to the technical team

Click it and the system opens a real support ticket for you, already written up: the problem, what you expected instead, and the whole conversation. You get the TKT-… number straight away and the team follows up by email. You do not have to write the ticket yourself.

Only Admins can raise tickets this way. If you are a Manager or Employee, the assistant will still tell you what is wrong — pass it to your company's JagaStaff Admin, who can raise it from Customer Support.

What it will not do

• It cannot see your data. It cannot look at an employee record, a payslip
  • or an attendance log, and it will never claim to have fixed something in your
    • count.
• It will never ask for your password or an OTP. **Nobody from JagaStaff ever
  • will.** If anything asks you for one, do not give it.
• It will not quote EPF, SOCSO, EIS or PCB rates from memory. Those live in
  • Payroll → Settings, which always holds the current statutory tables.

Good to know

• Replies take about 5 to 15 seconds. It is thinking, not stuck.
• Your conversation follows you between pages.
• Replies are written by AI. It is labelled as such and never pretends to be a
  • person — and for anything it cannot safely answer, a human takes over.

Logging in

Attendance

Leave

Payroll

General

For Admins

Main          → Admin Dashboard
Account       → My Profile
Administration
  ├─ Employees          Employee management
  ├─ Departments        Departments
  ├─ Roles              Roles & permissions
  ├─ Shifts             Work shifts
  ├─ Office Locations   Geofence locations
  ├─ Leave Types        Leave types
  ├─ Leave Entitlements Leave entitlements
  ├─ Leave Requests     All leave applications
  ├─ Approval Flow      Who approves leave, in what order
  ├─ Attendance         Attendance & corrections
  ├─ Claim Types        Claim types
  ├─ Claims             All claims
  ├─ Payroll            Payroll processing
  ├─ Payroll Settings   Allowance & deduction items
  ├─ Document Templates Letter templates
  ├─ Employee Documents Employee documents
  ├─ KPI Templates      Appraisal templates
  ├─ KPI Periods        Appraisal periods
  ├─ KPI Assessments    Employee appraisals
  ├─ Requisitions       Job requisitions
  ├─ Jobs               Job adverts
  ├─ Applicants         Applicants
  ├─ Offers             Offer letters
  ├─ Reports            HR reports
  ├─ Tax                EA Form & Form E
  ├─ Calendar           Calendar & public holidays
  ├─ Settings           Company settings
  ├─ Subscription       Subscription
  └─ Customer Support   Support tickets

For Managers

Main            → Team Dashboard
Account         → My Profile
Team Management
  ├─ Leave Approvals  Approve leave waiting for you
  ├─ Team Attendance  Team attendance
  ├─ Team Claims      Approve team claims
  └─ Team KPI         Assess team performance
Self Service    → (the same as an employee)

For Employees

Main          → My Dashboard
Account       → My Profile
Self Service
  ├─ Attendance    Clock in / out / OT
  ├─ My Leave      Apply for and track leave
  ├─ Leave Approvals  Shown when a leave application is waiting for you (e.g. as Head of Department)
  ├─ My Claims     Submit claims
  ├─ My Documents  View & sign documents
  ├─ My Payslips   Download payslips
  ├─ My KPI        Self assessment & results
  └─ Tax           Download the EA Form

Every Day

• Review and approve leave applications
• Review attendance correction requests
• Monitor daily attendance

Every Week

• Review and approve claims
• Check attendance records for anomalies

Every Month

Every Year

Need more help?

• Open a ticket through the Customer Support menu inside the system
• See the FAQ and Tutorials sections on the main JagaStaff website

This guide describes the current version of JagaStaff. Some features may not be available depending on your company's subscription plan.