ZenHR Mobile Employee Self-Service (ESS)

Download the ZenHR application from the Play Store or App Store. Once you’ve downloaded the app, open it and log in with your company email address and the password sent to you via email.  

You can log in using one of the following options:

• Company Email Address & Password: Use the password that was emailed to you. 

• Single Sign-In: Log in with your Apple, Google, or Microsoft account.

If you have forgotten your login info, follow the steps below: 

• Click on "Forgot Password". 

• You will then receive an email prompting you to reset your password.

Dashboard

You will first see your Dashboard when you log in or open your app. On your dashboard, you can do the following:

• View your vacation and sick day balances. 

• See your assigned task under My Actions.

• View Company Announcements and Who’s Off /Working Remotely.

• Stay up to date on Upcoming Birthdays and Events. 

Arrange the Dashboard the way you like by dragging and dropping the sections.

Employee Profile

To access your employee profile. Click on "View Profile" in the top right corner. 

On your profile, you can view the following information in each tab:

Profile Tab:

• Personal Information: View your personal details.

• Professional Information: Check your job-related details.

• Salary: View your salary information.

Bank Account Tab:

• View your bank account details.

Family Info Tab:

• View information about your added family members.

Documents Tab:

• My Documents: Access your personal documents.

• Shared Documents: See the documents shared with you.

• My HR Letters: View HR-related letters.

Competencies Tab:

• Review your competencies and skills.

Insurance Tab:

• See your insurance information.

Contracts Tab:

• View your employee contracts.

Assets Tab:

• Check the details of assigned assets.

Disciplinary Action Tab:

• View records of any disciplinary actions.

Schedules Tab:

• See your complete work schedules.

Custom Fields Tab:

• Access custom fields specific to your profile.

My Actions

On the dashboard, under My Actions, you can view the following:

• Transactions: View all your transactions and filter the transaction types you would like to view, such as Time Off, Missing punches, Overtime, Financial transactions, Loans, and Miscellaneous requests. Click on "Transactions" to view and track your requested transactions, including:

  • Time Off: Track your time off requests.
  • Missing Punches: Track corrections for missing punches.
  • Overtime: Track your overtime requests.
  • Financial Transactions: Track your financial transactions.
  • Loans: Track your loan details.
  • Business Trips: Track your business trip requests.
  • Miscellaneous Requests: Track other miscellaneous requests.

• Approvals: By going to My Approvals, you will view the requested transactions that need your Approval as a Manager (approver). You can filter through the requests and filter through the requests. 

• Payroll: View your previously calculated salaries and your salary slips with all salary details. 

• Tasks: You can view all the pending tasks that have been assigned to you and the ones you have completed. 

  1. Steps to Complete Your Tasks:

     • Click on the pending task you want to complete.

     • Click on "Do the Task."

     • Fill in the required information based on the task type.

     • Then click "Submit" to complete the task.

• Documents: Click “Documents” to view all your uploaded documents, your HR letters, and the company's shared documents. 
  

  1. Add New: You can add new documents.

  2. Edit: You can edit existing documents.

• Shared Documents:

  • View Only: You can view documents that have been shared with you.

• My HR Letters:

  • Take Action: You can Approve or reject the HR letters.

  • View: You can view available HR letters.

  • Add New: You can add new HR letters.

• Attendance: View your attendance as well as your subordinates' attendance (if you’re a manager).

  • Filter attendance records by complete and incomplete entries.

  • Request a missing punch through your attendance details.

• Schedule: View your work schedule and shifts from right here. 

• Directory: The employee directory lists all company employees and their contact information. 

Requests

On the dashboard, the “+” (Request) button at the bottom of your screen allows you to request Time off, Missing Punches, Overtime, Financial transactions, Loans, and Miscellaneous requests.

Requesting Time Off

• To request a time off, click on the “+” button on the home page. 

• Choose "Time off." You will then be directed to the page shown on the below screen:

Requesting Time Off on Behalf of an Employee as a Manager:

• Click on the “+” button on the home page.
• Select the subordinate from the drop-down list under Time Off.
• Then, choose the Leave Type you are requesting (e.g., annual vacation, personal leave, etc.).
• Select Dates & Time: Specify the time of your transaction (be sure to check AM/PM).
• Add Notes and Attachments: Include any necessary notes and attachments if needed.
• Then click on  “Submit”. 

Requesting Missing Punches

• Click on the “+” button on the dashboard
• Choose "Missing Punch" from the options.

Then complete the following fields:  

• Attendance date: The date of the day of the missing punch. This field will be automatically filled based on the selected attendance record and will be disabled.

• Suggested missing punches: This field will show attendance details and all possible missing punches. “+ Add time button” will be available for each missing punch, which can be selected to add the missing time.

• + Add custom punch: This button will allow users to add a custom punch other than the suggested ones. It will open the following fields:

  • Attendance details: This field will show all attendance details related to the selected attendance record.

  • Function: This field includes all active functions & the punch type (Clock In, Clock Out, Break Out, Break In, etc.)

  • Time: The time of the requested punch. 

  • Add Notes and Attachments: Include any necessary notes and attachments if needed.

Note: The “+ Add Custom Missing Punch” button will not be available for incomplete attendance records with no attendance details.

For complete Attendance records, users will only be able to request a custom missing punch, as there won’t be any suggested missing punches. 

The “Request Missing Punch” button will be disabled if the employee has no assigned shift or the selected attendance record exceeds the maximum days allowed to submit a missed punch.  

Requesting Overtime

• To request overtime, click on the “+” button on the home page. 
• Choose "Overtime," & you will then be directed to the page shown on the below screen. 

Steps to follow when requesting overtime through ZenHR’s Mobile App: 

• Overtime Type: Select the type of overtime you are requesting (e.g., extra hours, weekend work, etc.). 

• Select Dates & Time: Specify the time of your transaction (be sure to check AM/PM).

• Add Notes and Attachments: Include any necessary notes and attachments if needed.

• Then click on  “Submit.”

Requesting Overtime on Behalf of Your Employees as a Manager:

• Click on the “+” button on the home page.

• You will then be directed to the page where you can complete the request.

• Choose the employee from the drop-down list under Overtime.

• Select the Overtime Type you are requesting (e.g., extra hours, weekend work, etc.).

• Select Dates and Time: specify the time of your transaction (be sure to check AM/PM).

• Add Notes and Attachments: Include any necessary notes and attachments if needed.

• Then click on  “Submit.”

Requesting Financial Transactions

• To request a Financial Transaction, click on the “+” button on the home page. 

• Choose "Financial Transaction." You will then be directed to the page shown on the screen below.

Steps to follow when requesting financial transaction: 

• Choose the Transaction name (e.g., Bonus, Loan, etc.…).

• Choose the effective date of the transaction.

• Enter the amount of the financial transaction.

• Add Notes and Attachments: Include any necessary notes and attachments if needed.

• Then click on  “Submit.”

Requesting Business Trip

• To request a Business Trip, click on the “+” button on the home page. 

• Choose "Business Trip." you will then be directed to the page shown on the screen below 

• Click on “Request a Business Trip.”

• Fill Out Trip Details: whether it is Domestic or International, the Departure and Arrival cities, and the Date of the trip.

• Select needed amenities:

  • Transportation: select the Transportation needs. 

  • Accommodation: select Accommodation if needed (e.g., hotel rooms).

• Click “Add Expense” and specify any additional expenses you want covered, including the type and amount.

• Add Notes and Attachments: Include any necessary notes and attachments if needed.

• Then click on  “Submit.”

Requesting Loans

• To request a loan, click on the “+” button on the home page. 

• Choose "Loans,"  and you will then be directed to the page shown on the below screen:

• Select the “Loan Type” you are requesting (e.g., personal loan, emergency loan, etc.).

• Choose the effective date of the loan.

• Enter the amount you want to borrow and specify the repayment period.

• Add Notes and Attachments: Include any necessary notes and attachments if needed.

• Then click on  “Submit.”

Requesting Miscellaneous Requests

• To request Miscellaneous Requests, click on the “+” button on the home page.

• Choose "Miscellaneous Requests," and you will then be directed to the page shown on the screen below.

• Specify the type of miscellaneous request you are making.

• Choose the effective date of the Miscellaneous  Request.

• Add Notes and Attachments: Include any necessary notes and attach relevant documents if needed.

• Click on “Submit”.

Clocking In & Clocking Out 

• Click on the Clock icon beside the “+” button on the home page.

• The screen that appears will allow you to clock in to record your attendance.

•  To clock in, click on “Clocking-in.” Your location will then be shown on the map for you to confirm. Once you confirm your location, the button will turn grey.

• After completing your shift, click on “Clocking-out”. 

• You can also clock in and out when taking breaks, such as “Start break” and “Finish break” (those functions may vary according to your company’s policy).

Note: If your work location is restricted, you may not be able to clock in/clock out from a location other than your office. Make sure you are at the right location, and pay attention to the pin on the screen to check your location accuracy.

You can also check your total working hours on the same screen.

Evaluation

Click on "Evaluation" under My Actions in the Dashboard to view your Evaluation. 

Here, in the Performance Evaluation section, you can do the following:

• Track Evaluation Cycles: View your evaluation cycles to see your performance review timelines.

• Filter by Years: Use the filter options to view evaluations by specific years.

• View OKRs: Check your Objectives and Key Results (OKRs) for the current period.

• Monitor Progress: Track your progress towards achieving your OKRs within the module.

Privacy & Security Settings Overview

The Privacy & Security section allows you to enhance your account's security and automate time tracking by enabling Two-Factor Authentication (2FA), Auto Clocking, and Biometric Login. This guide will walk you through how to use these features.

Accessing the Privacy & Security Screen

Navigate to the Privacy & Security section by following these steps:

• Dashboard → Tap on the View Profile → Click on the setting button you will be redirected to the setting screen Select "Privacy & Security" from the list of options.

Enabling Two-Factor Authentication (2FA)

Two-Factor Authentication adds an extra layer of security to your account by requiring two types of identification when you log in.

How to Enable 2FA:

1. Toggle the switch next to Enable Two-Factor Authentication.
2. A prompt will guide you through the setup process.
3. Once enabled, you will need both your credentials and an authenticator app to log in to your ZenHR account.

What to Expect:

1. After enabling 2FA, every login attempt will require you to enter a code generated by your authenticator app along with your password.
2. If you ever lose access to your authenticator app, you may need to contact support to regain access to your account.
   

Enabling Auto Clocking

Auto Clocking allows the app to automatically clock you in and out based on your location within predefined geofenced areas, such as your workplace.

How to Enable Auto Clocking:

• Toggle the switch next to Enable Auto Clocking.

• Ensure that location services are enabled and that the app has permission to access your location.

• Once enabled, the app will automatically clock you in when you enter the designated work location radius and clock you out when you leave.

What to Expect:

• Auto Clocking ensures accurate time tracking without the need for manual clock-ins and clock-outs.

• Make sure your device has a reliable GPS signal to avoid any discrepancies in time tracking.

Enabling Biometric Login

Biometric Login allows you to log in using your fingerprint or Face ID, providing a faster and more secure way to access your account.

How to Enable Biometric Login:

• Toggle the switch next to Biometric Login.

• Follow the on-screen instructions to scan your fingerprint or face.

• Once enabled, you can log in by simply scanning your fingerprint or using Face ID, depending on your device.

What to Expect:

• Biometric Login offers a quick way to access your account without needing to enter your password each time.

• If the biometric scan fails, you can still log in using your standard credentials.

Rearrange Dashboard

The Rearrange Dashboard feature allows you to customize the layout of your dashboard by reordering the available sections to suit your preferences. This guide will walk you through how to use this feature effectively.

Accessing the Rearrange Dashboard Screen

To access the Rearrange Dashboard screen, follow these steps:

• Dashboard → Tap on the List on the top button in the dashboard → Click on the Rearrange Dashboard you will be redirected to the Rearrange Dashboard screen

Customizing Your Dashboard Layout

The Rearrange Dashboard screen allows you to change the order of the different sections on your dashboard by dragging and dropping them into your desired position.

How to Rearrange Sections:

1. Press and hold the drag handle (indicated by the dotted lines) next to any section.
2. Drag the section to your preferred position.
3. Release the handle to drop the section into place.

Available Sections:

• My Remaining Balance: Displays your remaining leave balance.
• My Actions: Shows your pending actions that require your attention.
• Who's Off / Working Remotely: Lists employees who are currently off or working remotely.
• Upcoming Birthdays: Displays the birthdays of colleagues happening soon.
• Upcoming Events: Lists upcoming company events.
• Announcements: Shows recent announcements from the company.

Reverting to Default Layout

If you wish to reset your dashboard to its original layout, you can do so by following these steps:

1. Tap the Revert to Default button located at the top right of the screen.
2. Confirm the action when prompted. Your dashboard will revert to its default order.

Applying Your Changes

After rearranging the sections to your liking, make sure to save your changes:

1. Tap the Apply button at the bottom of the screen.

2. Your dashboard will now reflect the new layout.