Get started with OneHRIS

Request your account

1. Go to onehris.ph/Qualify.
2. Enter your number of employees, choose a plan and any add-ons, and enter your company and contact details.
3. Submit the request. The OneHRIS team contacts you and creates your company account at its own address, for example yourcompany.onehris.ph.

Accept the invitation

1. Open the invitation email sent to the admin's address and select the link. The link is valid for 7 days.
2. Set your password.
3. Sign in at your company's address. Check that the company name on the sign-in page is yours before you enter your password.

Complete the setup wizard

The first admin to sign in to a new Pro or Enterprise account is taken to the setup wizard. Essential accounts skip it: they start with a General department, a Standard Schedule from Monday to Friday, 8:00 AM to 5:00 PM, and Service Incentive Leave, Vacation Leave and Sick Leave at 5 days each.

1. Company. Enter the company name, industry, size, time zone, contact details and address, and the TIN, SSS employer number, PhilHealth employer number and Pag-IBIG employer ID. These appear on payslips and government reports.
2. Organization. Name your top-level units and add them, for example departments. Turn on a second level if you group departments under divisions.
3. Starting point. Pick the template closest to your company. It adds work schedules, leave types and payroll rules based on Philippine labor law. Select Skip to set these up yourself.
4. Payroll. Start from a common schedule or enter your own: the payroll group name, frequency, the coverage days and pay date for each cutoff, and what happens when a pay date falls on a weekend or holiday.
5. Review. Check the summary and select Go Live.

Select Set up later on the first page if you want to go straight to the dashboard. The pages under Optional: fine-tune (schedule model, employee types, work schedules, attendance and pay rules, leave, benefits) refine what the template applied, and you can open them at any time.

Set up your organization

Before adding employees, check these under Settings:

• Departments and Positions. Add the units and job titles your employees belong to.
• Work Schedules. Add a schedule for each working pattern. See create work schedules and plan shifts.
• Leave Types & Configuration. Check the entitlements and add company leave types. See set up leave types and leave policies.
• Payroll Groups. Each group is a set of employees paid on the same schedule. Most companies need one. Add more only for employees paid on a different frequency.
• Holidays. See set up holidays.
• Government Compliance. Check that the SSS, PhilHealth, Pag-IBIG and BIR tables match the current rates.
• Users and Roles. Invite the people who will use OneHRIS. See set up roles and permissions.

Add employees

Add employees one at a time from People, then Employees, or many at once from a CSV file. See add a new employee and import employees from a CSV file.

Add each employee's SSS, PhilHealth, Pag-IBIG and TIN numbers before the first payroll. Missing numbers are a common reason for rejected remittance reports. Add bank account numbers if you will generate bank files.

Give each employee a contract

The salary is on the contract, not on the employee record. Payroll cannot run for an employee without an active contract.

1. Open People, then Contracts, and select New Contract, or open the employee's record.
2. Choose the employee, contract type, rate type, pay frequency, basic salary, start date, payroll group and, for a fixed term, the end date.
3. Leave the Benefits section empty if the contract has no benefits. Fill in every benefit row you add, or remove it.
4. Select Submit for Approval, or Save as Draft to finish later.

If your company has a contract approval workflow, the contract is active once it is approved. Approvers find it under Contracts, then Pending Approvals. See set up an employment contract and set up approval workflows.

Record attendance

Payroll uses attendance to compute absences, late and undertime, overtime and night differential. Make sure every employee has records for the pay period.

• Add or upload time records from Time, then Attendance Logs. See review attendance logs and add or import time records.
• Connect a time clock. See connect a biometric device.
• Approve DTR corrections, overtime and leave for the period before running payroll.

Run your first payroll

1. Open Payroll, then Run Payroll.
2. Choose the payroll group, then the pay period.
3. Use the Ready, Warnings and Errors filters. Point at a status badge to see the reason, and fix errors first: employees with errors are skipped.
4. Select Run Payroll, then View Pay Register to check the figures and approve the run.

See run payroll and review and approve the pay register.

Checklist before the first payroll

• Setup wizard completed, or the defaults reviewed under Settings
• Departments, positions, work schedules and leave types in place
• Payroll group and pay periods checked
• Government compliance tables checked
• Every employee added, with government numbers
• An approved, active contract for every employee
• Attendance recorded and approved for the pay period
• Payroll run, pay register checked and approved