OneHRIS — Onboarding Guide

1Create Account

Sign up at onehris.ph

Go to onehris.ph/register. No credit card required — the Free plan is provisioned immediately.

Registration — complete in under 2 minutes, no credit card required

Field	Notes
Company Name	Your legal or trade name. Appears on payslips and reports.
Subdomain	Becomes `yourcompany.onehris.ph`. Lowercase, numbers, hyphens only (3–32 chars). Cannot be changed after registration.
First / Last Name	The primary admin account holder.
Email Address	Used for login and all system notifications.
Password	Minimum 8 characters. Must include letters and a number.

📧

Email verification required. A confirmation link is sent immediately. Click it before signing in — unverified accounts cannot log in.

2Sign In

Access your workspace

After email verification, navigate to yourcompany.onehris.ph and sign in.

The company name is displayed on the login card — confirms you are on the correct tenant

⚠️

Always check the company name shown on the login card before entering credentials. If you manage multiple companies, each has its own subdomain.

3Setup Wizard

Step 1 of 3 — Company Details

First-time login automatically redirects to the Setup Wizard. This runs only once.

Setup Wizard Step 1 of 3 — Company Details

Field	Notes
Company Name	Pre-filled from registration. Edit here if needed.
Address	Optional. Printed on payslips and government reports.
Contact Phone	Optional. Appears on system-generated documents.

Click Next: Payroll Settings → to continue.

4Setup Wizard

Step 2 of 3 — Payroll Settings

Configure your payroll schedule. These defaults apply to all employees in the standard payroll group.

Setup Wizard Step 2 of 3 — Payroll Settings

Field	Default	Notes
Payroll Frequency	Semi-Monthly	Semi-Monthly (twice/month), Monthly, or Weekly
1st Cutoff End Day	15	Last calendar day of the first pay period
1st Payday	20	Pay date for the first period of the month
2nd Cutoff End Day	31 (last day)	End of month (system uses actual last day)
2nd Payday (next mo.)	5	Pay date in the following month for the 2nd period

💡

Can be changed later. Go to Settings → Payroll → Periods to update the payroll schedule at any time. Changes take effect from the next period.

Click Finish Setup → to complete the wizard.

5All Set

Workspace provisioned

Your OneHRIS workspace is ready. The system has auto-seeded DOLE-compliant defaults.

Setup complete — all 3 steps checked

Admin dashboard — full HR overview at a glance

🏢

General Department

A default department is created. Add your own departments under Settings → Departments before adding employees.

🕗

Standard Schedule

Mon–Fri 8:00–17:00 (DOLE standard) is pre-configured. Assign to employees or create custom schedules.

🌴

3 Leave Types

SIL (5 days, DOLE-mandated), Vacation Leave, and Sick Leave are ready. Edit entitlements under Settings → Leave.

★Free Tier

What's included on Free

The Free plan gives small teams a fully functional HRIS — no time limit, no hidden fees.

Feature	Free	Standard	Professional	Enterprise
Max Employees	Up to 10	Up to 50	Unlimited	Unlimited
Leave Management	✓	✓	✓	✓
Attendance Tracking	✓	✓	✓	✓
Basic Payroll (SSS / PhilHealth / Pag-IBIG / Tax)	✓	✓	✓	✓
Employee Self-Service Portal	✓	✓	✓	✓
Contract Management	✓	✓	✓	✓
Admin Accounts	1	3	Unlimited	Unlimited
BIR 2316 / Alphalist	—	✓	✓	✓
Bank File Generation	—	✓	✓	✓
Email Payslips	—	✓	✓	✓
Custom Reports	—	—	✓	✓
Branch Management	—	—	✓	✓
GPS / Biometric Import	—	—	✓	✓
AI Policy Import	—	5/mo	20/mo	Unlimited
SSO / MFA	—	—	—	✓
Dedicated Infrastructure	—	—	—	✓

🚀

Free Tier Minimum Path: Complete the setup wizard → add employees → create contracts → assign to a payroll group → enter DTR for the period → run payroll. See Steps B through H.

✓Full Setup

Full setup for your first payroll run

Follow these 6 steps in order. Each step is a prerequisite for the next. You can add more employees or adjust configurations at any time, but this sequence ensures your first payroll run processes without errors.

8 Steps
What you'll completeConfigure departments & positions
Add employees
Create employee contracts (sets salary)
Assign work schedules
Configure leave types & balances
Set up payroll groups
Enter or import DTR for the pay period
Run and approve your first payroll

⏱

Time estimate

Varies by team size:

1–10 employees: ~45 minutes
11–50 employees: ~2–3 hours
50+ employees: Use CSV import (see Step B)

AFull Setup

Configure Departments & Positions

Settings / Departments

1
Open Settings → Departments Click Add Department.
2
Enter department details Name and Code (e.g. "Finance / FIN"). The "General" department from setup can be renamed or kept.
3
Repeat for each department Add as many as your org needs. Departments can be nested for multi-level hierarchy.

Settings / Positions

1
Open Settings → Positions Click Add Position.
2
Enter position details Title, Department, Employment Type (Regular/Probationary/Project).
3
Set salary grade (optional) Link to a salary bracket if you use grade-based pay scales.

BFull Setup

Add Employees

Add employees individually or import them in bulk via CSV. Both paths require the same core fields.

Employees list — showing employee number, department, status, and quick action buttons

Field	Required for Payroll	Notes
Full Name	Required	First, middle initial, last name
Email Address	Required	Used for self-service portal login and notifications
Department	Required	Must exist before adding the employee
Position	Required	Must exist under Settings → Positions
Employment Type	Required	Regular, Probationary, Contractual, Project
Hire Date	Required	Used for SIL accrual eligibility and service length
Payroll Group	Required	Determines pay schedule; assign to default group if unsure
SSS Number	Recommended	Required for SSS contribution reports and BIR filing
PhilHealth Number (PIN)	Recommended	Required for PhilHealth reports
Pag-IBIG MID	Recommended	Required for Pag-IBIG remittance reports
TIN	Recommended	Required for BIR 2316 and tax withholding
Bank Account Number	For bank files	Required if generating bank disbursement files

📥

Bulk Import (50+ employees): Go to Employees → Import and download the CSV template. Fill it in with your employee data and upload. The system validates each row before importing and highlights errors for correction.

⚠️

Basic Salary is set on the employee's Contract (Step C), not on the employee record. Payroll will not compute for employees without an active contract — they will show an Error status and be blocked from processing.

CFull Setup

Create Employee Contracts

Contracts are required for payroll. The engine reads the active contract to determine each employee's basic salary, rate type, and employment terms. An employee without an active contract shows an Error status and is blocked from payroll processing.

Employees / [Employee] / Contracts / Add Contract

1
Open the employee record → click the Contracts tab.
2
Click Add Contract to open the contract form.
3
Fill in the required fields — see table below.
4
Save — the contract becomes active immediately if Start Date ≤ today.

Field	Notes
Contract Type	Regular, Probationary, Project-based, or Contractual
Start Date	Contract effective date — commonly the hire date for regular employees
End Date	Leave blank for open-ended (regular) contracts; required for fixed-term
Rate Type	Monthly or Daily — determines how the basic rate is applied per pay period
Basic Salary	Monthly rate or daily rate depending on Rate Type

💡

Salary changes: When an employee gets a salary adjustment, create a new contract with the new rate and a future Start Date — do not edit the existing contract. This preserves a clean payroll audit trail.

DFull Setup

Assign Work Schedules

Work schedules determine expected hours, tardiness thresholds, and overtime eligibility. One default schedule is pre-configured.

📅

Standard Schedule (pre-configured)

Mon–Fri, 8:00 AM – 5:00 PM, 1 hour flexible break. DOLE minimum: 40 required hours/week. Assign to most employees if you have a standard office setup.

🔄

Custom Schedules

Create shift templates under Settings → Work Schedules. Set working days, time-in/out, break duration, grace period, and overtime rules per shift.

Employees / Edit / [Employee] / Schedule

1
Open the employee record Employees → find employee → click Edit.
2
Select schedule Under the Schedule section, choose from the dropdown.
3
Save The schedule takes effect from the next attendance processing cycle.

🗓

Shift workers: Use Scheduling → Weekly Schedule Planner to assign named shift templates to specific days per employee. This is the correct path for rotating shifts, fixed shifts, and on-call arrangements.

EFull Setup

Configure Leave Types

Three statutory leave types are pre-configured. Adjust entitlements or add company-specific types before issuing opening balances.

Leave configuration — manage entitlements, accrual rules, and conversion settings per leave type

Statutory

Service Incentive Leave (SIL)

5 paid days/year, DOLE Labor Code Art. 95. Convertible to cash if unused. Eligible after 12 months of service.

🌴

Vacation Leave (VL)

5 days default. Edit to match your company policy. Set minimum months of service to file (common: 6 months).

🏥

Sick Leave (SL)

5 days default. Medical certificate required for absences over 3 consecutive days. Retroactive filing allowed up to 3 days.

Settings / Leave Configuration

1
Review pre-configured types Click each leave type to check entitlements match your policy. Edit as needed.
2
Add company-specific leaves Click Add Leave Type for leaves like Maternity/Paternity, Solo Parent, Bereavement, Birthday Leave, etc.
3
Issue opening balances For existing employees with carry-over credits, go to Leave → Leave Balances Management → Adjust Balance and enter each employee's opening balance per leave type.

FFull Setup

Set Up Payroll Groups

Payroll groups control which employees are processed together and on what schedule. The setup wizard created one default group.

Settings — navigate to Payroll → Groups to manage payroll group configuration

ℹ️

Most companies need only 1 payroll group. Create additional groups only if different employee categories have different pay frequencies (e.g., monthly for executives, semi-monthly for regular staff).

Settings / Payroll / Groups

1
Verify the default group Settings → Payroll → Groups → open the group → confirm Frequency matches the setup wizard.
2
Check employee assignments All employees should be assigned to at least one payroll group. Employees without a group will be skipped at payroll run time.
3
Create additional groups if needed For multiple pay frequencies, create separate groups with distinct frequency settings.

GFull Setup

Enter or Import DTR

DTR (Daily Time Record) data for the pay period must exist before running payroll. Without DTR, the engine has no record of actual attendance and cannot compute absences, tardiness deductions, overtime, or night differential — it falls back to the full contract rate for every employee.

⚠️

Payroll can technically run without DTR, but the results will be wrong. Employees with zero DTR records for the period show a Warning and are paid at their full contract rate with no deductions or additions. Always ensure DTR is complete before approving.

Attendance / Daily Time Records

✏️

Manual Entry

Attendance → Daily Time Records → Add. Best for small teams or entering exception records only (absences, half-days).

📂

Biometric / GPS Import

Attendance → Import → Upload File, then map columns to the template. Use for teams with a physical time clock or mobile attendance app.

🗓

Shift Planner

Scheduling → Weekly Schedule Planner. For shift workers whose confirmed schedule serves as the attendance record.

1
Confirm records exist Go to Attendance → Daily Time Records and verify every employee has records for all working days in the pay period.
2
Resolve flagged entries Approve or reject tardiness, absences, and overtime that require manager sign-off before payroll locks them.
3
If importing: Attendance → Import → Upload File → map columns → confirm. Resolve row-level errors before proceeding.

HFull Setup

Run Your First Payroll

Once all employees have an active contract, DTR for the period, and a payroll group, you're ready to run payroll.

Run Payroll — shows each employee's days, gross pay, deductions, net pay, and processing status

Payroll / Run Payroll

1
Select the pay period Choose the period from the dropdown (e.g., "Semi-Monthly Default — Jun 16–Jun 30, 2026"). The system auto-suggests the current open period.
2
Review the Payroll Details table Each employee row shows: Days/Hours worked, Gross Pay, Deductions (Tax + Gov't Contributions), Adjustments, Net Pay, and Status.
3
Resolve Errors (red badge) Employees with errors are excluded from processing. Common causes:
- No active Contract (missing salary — create one under Employee → Contracts)
- No Payroll Group assigned
- Missing TIN (blocks tax withholding computation)
4
Review Warnings (amber badge) Warnings are non-blocking but should be addressed. Examples: missing SSS/PhilHealth/Pag-IBIG numbers, incomplete attendance records.
5
Select employees to include Check individual rows or select all. Use the status filter to focus on Ready employees first.
6
Click Approve & Process The payroll run is locked. Payslips become available immediately in Payroll → Payslips.

● Ready — included in run ● Warning — review recommended ● Error — excluded from run

✅

Statutory deductions are computed automatically. SSS, PhilHealth, Pag-IBIG contributions and BIR withholding tax are calculated from the current government tables seeded in Settings → Statutory Tables. Verify these tables match the latest agency schedules before your first run.

Payroll home — shows total cost, upcoming payout date, pending approvals, and the Run Payroll quick action

✓Checklists

Quick Reference Checklists

Free Tier — 30 min
Minimum to run payroll
Create account at onehris.ph/register
Verify email linkSent immediately after registration
Complete Setup Wizard — Steps 1 & 2Company details + Payroll schedule
Add at least 1 employee
Create an active Contract for that employeeSets Rate Type and Basic Salary — required for payroll
Assign employee to the default Payroll Group
Enter DTR records for the employee for the current pay periodAttendance → Daily Time Records — required for accurate computation
Go to Payroll → Run Payroll and process

Full Setup

Complete pre-payroll checklist

Create account + complete Setup Wizard
Configure DepartmentsSettings → Departments
Configure PositionsSettings → Positions
Add all active employeesManually or via CSV import
Create an active Contract for each employeeEmployee → Contracts → Add Contract (sets Rate Type + Basic Salary)
Assign Work Schedules to each employee
Enter or import DTR for all employees for the pay periodAttendance → Daily Time Records — without this, payroll computes at full contract rate only
Configure Leave Types + issue opening balancesSettings → Leave Configuration
Verify Payroll Groups and employee assignmentsSettings → Payroll → Groups
Enter government IDs (SSS, PhilHealth, Pag-IBIG, TIN)
Enter bank account numbersRequired for bank file generation
Verify statutory tables match current ratesSettings → Statutory Tables
Run payroll — resolve all Errors before processing
Distribute payslips via portal or email

Get your team on OneHRISfrom zero to payroll

Sign up at onehris.ph

Access your workspace

Step 1 of 3 — Company Details

Step 2 of 3 — Payroll Settings

Workspace provisioned

General Department

Standard Schedule

3 Leave Types

What's included on Free

Full setup for your first payroll run

What you'll complete

Time estimate

Configure Departments & Positions

Add Employees

Create Employee Contracts

Assign Work Schedules

Standard Schedule (pre-configured)

Custom Schedules

Configure Leave Types

Service Incentive Leave (SIL)

Vacation Leave (VL)

Sick Leave (SL)

Set Up Payroll Groups

Enter or Import DTR

Manual Entry

Biometric / GPS Import

Shift Planner

Run Your First Payroll

Quick Reference Checklists

Minimum to run payroll

Complete pre-payroll checklist

Get your team on OneHRIS
from zero to payroll