HR and Payroll Software Solutions
- Matrix Solution LLC P.O. Box: 70419 Sharjah, UAE
- +971 6 553 9625, +971 6 553 9615
Employee Self Service Module
- Personal Information Management
- Payroll
- Attendance Management
- Leave & Cancel Leave Management
- Green Channel Duty Resumption
- Leave Planner (Team View)
- Loan Management
- Expense Settlement Request
- Letter Generation
- Performance Management
- Policy & Document Access
- Offboarding
- Organization Chart
1. Personal Information Management
- Employees can view and manage their personal profile within the ESS portal.
- Employees can update contact details, address, emergency contacts.
- Track and manage statutory documents such as Visa, Emirates ID, Labour Card, and Passport with their validity, issue, and expiry dates.
- Receive automated reminders and updates on expiring documents, ensuring timely renewals and compliance
2. Payroll
- View and download payslips for any selected month
- Download in PDF format
- Available immediately after payroll is processed
3. Attendance Management
- Daily Attendance View
- Attendance Ratification / Regularization
- Timely alerts to improve attendance discipline and visibility
- Notifications sent to Employee, Reporting Manager, HR etc
4. Leave & Cancel Leave Management
- Apply for various leave types (Casual, Sick, Earned, Work from Home, etc.)
- Select start and end dates, with half-day/full-day option
- Auto-routing to approving manager based on workflow
- Option to cancel approved or pending leave requests
- Workflow-based approval for cancellation (if leave has already started)
- Real-time update of leave balance upon approval
5. Green Channel Duty Resumption
- Automatic duty resumption triggered when a staff member checks in via the attendance system on the expected date of return from approved leave.
- Auto-resumes duty with no manual intervention
- Applies only on the expected date of duty resumption
- Email notifications are automatically sent to all reporting managers in the hierarchy
6. Leave Planner (Team View)
- Interactive Calendar View showing team leaves
- Helps employees plan their own leaves without overlap
- Managers get visibility to avoid team capacity issues
7. Loan Management
- Employees may initiate loan or salary advance requests through the ESS portal, which are routed through a pre-configured approval workflow and, upon final approval, are disbursed in alignment with the regular payroll cycle.
8. Expense Settlement Request
- Employees can submit various expense claims through the ESS portal, The portal supports multi-currency submissions and ensures adherence to a structured approval workflow.
- Employees can track the status of their claims in real-time via the ESS portal, and once approved, the claims will be settled through the corresponding payroll cycle.
9. Letter Generation
- The Template Section in ESS allows employees to request various official letters by specifying the purpose and recipient, enabling dynamic document generation without manual intervention.
- Requests are automatically routed for HR approval and, upon approval, the letters are generated and issued seamlessly to the employee.
10. Performance Management
- Configurable Performance Appraisal Questionnaires : The system offers the flexibility to configure performance appraisal questionnaires, allowing customization of evaluation criteria to align with organizational goals and job roles.
- Self-Appraisal : Employees can complete a comprehensive self-appraisal through the ESS portal, reflecting on their achievements and identifying areas for improvement.
- Manager Appraisal : Managers conduct performance appraisals for their team members, assess their contributions, and provide recommendations for career development, promotions, or performance adjustments.
11. Policy & Document Access
- View HR policies, SOPs, and employee handbook
- Download and acknowledge documents
12. Offboarding
The Offboarding module in the ESS portal enables a structured and automated process for employee resignations and exits.
Process Flow:
- 1. Resignation Submission:
Employees initiate the process by submitting a resignation request through the ESS portal, indicating their intended last working day.
- 2. Approval Workflow:
The request is routed through a predefined approval chain, including the reporting manager, department head, and HR.
- 3. Exit Clearance:
Upon final approval, the system triggers an automated exit clearance process. Relevant departments (e.g., IT, Finance, Administration) are notified through ESS to complete their respective clearances.
- 4. Exit Interview:
Once all clearances are completed, HR conducts an exit interview to capture feedback and finalize the offboarding.
- 5. Visa Cancellation (if applicable):
After all exit formalities are complete, HR forwards the employee’s details to the PRO department to initiate visa cancellation.
This streamlined and fully automated workflow ensures efficiency, compliance, and a smooth transition for departing employees.
Organization Chart
- The ESS portal offers employees a dynamic, real-time organization chart that reflects the current organizational structure. The chart includes comprehensive details of each manager, such as their role and photograph, providing a clear view of reporting relationships.
- The organization chart is automatically updated to ensure that the displayed hierarchy is always accurate and up to date, offering employees an effective way to navigate the organizational structure.