Company

Account

Company account page allows you to manage company information such as Company Name, Contact Details and Tax Identificaiton Number (TIN).

Updating Company Details

To update company details:

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Account card.
3. On the Company Account page, locate and click on the Edit button (represented by a pencil icon).
4. In the Update Company Details popup window, you can modify the necessary information, such as the Company name, Address, Province, City, Zip code, Industry, Phone or Landline, Cellphone, Company Tax Identification Number (TIN), and Branch Code.
5. Carefully review the changes you made and ensure the accuracy of the updated information.
6. Optionally, you can provide any remarks or notes regarding the changes made.
7. Click on the Save button to save the updated company details.

Updating Company Logo

To change your company logo or avatar:

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Account card.
3. On the Company Account page, locate the Change Company Logo button (represented by a camera icon) and click on it.
4. In the popup window, click on the Browse button to select the new company logo image from your local machine.
5. Locate the desired company logo image file on your computer and click Open.
6. Ensure that the selected image meets the requirements, such as a maximum file size of 250kb.
7. Once the image is selected, the new company logo will be automatically saved and updated in the system.

Employees

Employees page allows you to add new employee as well as manage existing employee records.

Adding New Employee

To add new employee:

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Employees card.
3. On the Company Employees page, click on the + Add Employee.
4. In the Add new employee popup window, enter the email address of the new employee and click the Verify button.
5. If the email address already exists in the system, you will need to enter a unique email address for the new employee.
6. If the email address is not found in the system, proceed to enter the First Name and Last Name of the new employee.
7. Click the Save button to create the new employee record. Please note that you will still need to update other details, such as personal information, assignment details, employment information, and bank details. Refer to the relevant steps for each category to complete the employee record.

Updating Personal Details

To update personal details for an employee:

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Employees card.
3. On the Company Employees page, locate or search for the employee whose personal details you want to update.
4. Click on the employee's name to access their User Profile page.
5. On the User Profile page, click on the Edit button (represented by a pencil icon).
6. In the popup window, you can update various personal details such as Employee First Name, Middle Name, Last Name, Address, City, Province, Zip Code, Birth Date, Cellphone, and Gender.
7. Make the necessary updates to the employee's personal information.
8. Click the Save button to save the changes.

Updating User Assignment

To update user assignment for an employee:

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Employees card.
3. On the Company Employees page, locate or search for the employee whose assignment details you want to update.
4. Click on the employee's name to access their User Profile page.
5. On the User Profile page, scroll down to the Assignment section.
6. Click on the Edit Assignment button.
7. In the Edit Assignment window, you can update the following details:
   • Team assignment: Select the desired team from the available options.
   • Immediate supervisor: Update the immediate supervisor by selecting the relevant supervisor from the options provided.
8. Make the necessary updates to the user's assignment details.
9. Click the Save button to save the changes.

Updating Employment

To update employment details for an employee, please follow these steps:

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Employees card.
3. On the Company Employees page, locate or search for the employee whose employment details you want to update.
4. Click on the employee's name to access their User Profile page.
5. On the User Profile page, scroll down to the Employment Details section.
6. Click on the Edit button (pencil icon) next to the Employment Details section.
7. In the Edit Employment Details window, you can update the following details:
   • Employment Type: Select the appropriate employment type from the available options.
   • Employment Status: Choose the current employment status of the employee.
   • Start Date or Hire Date: Update the employee's start date or hire date.
   • Employee Tax Identification Number (TIN): Enter the TIN of the employee.
   • TIN RDO: Specify the RDO (Revenue District Office) for the employee's TIN.
   • TIN Branch Code: Enter the branch code associated with the employee's TIN.
   • SSS Number: Provide the Social Security System (SSS) number of the employee.
   • Philhealth Number: Enter the PhilHealth number of the employee.
   • Pagibig Number: Specify the Pag-IBIG Fund number of the employee.
   • Position: Update the employee's position or job title.
8. Make the necessary updates to the employment details.
9. Click the Save button to save the changes.

Updating Employment For Resigned Employees

To update employment details for resigned employees, follow these steps:

Important: Perform these steps at the end of the day on the employee's last working day because once the employment status has been updated to Resigned, the employee will no longer be able to log in to SweldoNow.

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Employees card.
3. On the Company Employees page, locate or search for the resigned employee whose details you want to update.
4. Click on the employee's name to acc**ess their User Profile page.
5. Scroll down to the Employment Details section.
6. Click on the Edit button (pencil icon) next to the Employment Details section.
7. In the Edit Employment Details window, update the following details:
   • Employment status: Change the employment status to Resigned.
   • Resignation Date: The system will automatically set the date based on the update.
8. Click the Save button to save the changes.

Updating Bank Details

To update bank details:

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Employees card.
3. On the Company Employees page, locate or search for the employee whose bank details you want to update.
4. Click on the employee's name to access their User Profile page.
5. Scroll down to the Bank Details section.
6. Click on the Edit button (pencil icon) next to the Bank Details section.
7. In the Edit Bank Details window, update the following information:
   • Bank: Choose the bank from the available options.
   • Bank Branch: Enter the branch of the bank.
   • Bank Account Number: Enter the employee's bank account number.
8. Click the Save button to save the changes.

Important: Ensure that the bank details are entered accurately to avoid any issues with payroll processing or fund transfers.

Teams

The Company Teams page allows you to view all teams and their assigned employees. You can also add new teams directly from this page.

Adding New Team

To add a new team:

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Teams card.
3. On the Company Teams page, click on the + Add Team button.
4. In the Add New Team popup window, enter the Team Name and Description.
5. Click the Save button to create the new team. Please ensure that the team name and description accurately reflect the purpose or nature of the team. This will help in organizing and managing teams effectively.

Timesheets

The Company Timesheets page provides visibility for payroll personnel to track the status of timesheets before starting the payroll processing. It also allows them to follow up on approvals as needed.

Viewing All Timesheets

To view all employees' timesheets, follow these steps:

1. Access the left navigation menu and click on Company.
2. From the Company menu page, select the Timesheets card.
3. On the Company Timesheets page, click on the menu button.
4. From the menu options, select the desired Calendar Year for which you want to view timesheets.
5. Once the Calendar Year is selected, a list of cutoff periods will be displayed.
6. Choose the appropriate cutoff period from the list that you want to view.
7. Click on the cutoff period to access the Company Timesheet details page.
8. On the Company Timesheet details page, you will be able to see all timesheets and their respective statuses organized by team.

This page provides a comprehensive overview of all timesheets, allowing you to monitor the progress and approval status of each timesheet before proceeding with payroll processing.

Workshift Plan For All Employees

Workshift Plan allows planning and assignment of workshifts for current and future dates. This is very helpful specially those teams with rotating workshifts, allowing supervisors and employees to plan their workshifts ahead of time.

Assigning a Workshift

To create a workshift plan for employees, follow these steps:

1. Access the Workshift Plan:
   • Open the left-hand navigation menu and click on Company.
   • From the Company menu page, select the Workshift Plan card.
2. Choose a Calendar Year:
   • On the Workshift Plan page, click the Menu button.
   • From the menu options, select the desired Calendar Year to view the corresponding workshift plan.
3. Select a Cutoff Period:
   • Once the calendar year is selected, a list of cutoff periods will be displayed.
   • Choose the appropriate cutoff period from the list.
   • Click on the selected cutoff period to open the Workshift Plan Details page.
4. Assign a Workshift:
   • On the Workshift Plan Details page, locate and select the employee for whom you want to assign a workshift.
   • Click on the table cell that corresponds to the selected employee and the desired date.
5. Complete the Workshift Plan Details:
   • In the Workshift Plan popup window, provide the following details:
     • Workshift: Select a workshift from the available options. Refer to the Workshifts for instructions on creating workshifts
     • Start Date: This defaults to the current date but can be adjusted as needed.
     • End Date: This also defaults to the current date. To assign the workshift for a specific date range, select the desired end date.
6. Save Changes:
   • Click the Save button to save the assigned workshift.

Company Attendance

The Company Attendance feature enables supervisors or administrators to monitor attendance records for all employees on a specific date. It provides comprehensive details, including clock-in and clock-out records for the entire workforce.

Steps to View Company Attendance:

1. Navigate to Company Attendance:
   • Click on Company in the left-hand navigation menu.
2. Open Company Attendance:
   • From the Company page, select the Company Attendance card.
3. View Attendance Details:
   • On the Company Attendance page, you will find the following information:
     • Date:
       • Defaults to the current date.
       • To view attendance for a previous date, click the View Previous Day icon (<).
     • Attendance Table (for all employees):
       The table contains the following columns:
       • Employee Name: Displays the name of each employee.
       • Action: Indicates whether it’s a Clock-In or Clock-Out.
       • Date & Time: Displays the exact date and time of the clock-in or clock-out.
       • Pic: Shows the photo captured during the clock-in or clock-out.
       • Device:
         • If using Selfie Attendance Tracking, this column displays the device used by the employee.
         • If using Face AI Attendance Tracking, it will display "Face AI."
       • Remarks: Allows an optional message entered by the employee when clocking in or out using a selfie.
       • Workshift Chip: Displays each employee’s assigned workshift for the selected date.

Linked Accounts

The Linked Accounts feature lets you manage multiple SweldoNow accounts for different companies without logging out of your session. This is particularly useful when managing companies with varying settings, such as calendar, cutoff, tax types, and workday configurations.

Typical Use Cases:

1. Business Consulting Firms:
   Manage payroll for both your own company and client companies.
2. Parent Companies with Subsidiaries:
   Handle payroll for your company and its sister companies or subsidiaries.

Creating a Linked Account:

1. Access Linked Accounts:
   • Click Company in the left navigation menu.
   • Select the Linked Accounts card.
2. Add a Linked Account:
   • Click the Add Linked Account button.
   • In the popup window, enter the Company Name and select the Industry, then click Save.
3. Assign Admin Users:
   • Add your account as an admin to switch to the linked account.
   • Click Add User, select your name in the popup, and click Save.
   • Repeat to add more admins if necessary.

Managing Linked Accounts:

1. Select a Linked Account:
   • From the Linked Accounts page, choose the account you want to manage.
   • Click Manage Account and confirm.
2. Manage the Account:
   • You will be automatically logged into the selected linked account.
   • Set up the company settings, teams, employees, and more as needed.
3. Switch Back to Parent Account:
   • Use the Linked Account button in the top navigation bar.
   • Confirm the switch in the popup.

Important:
Default Login: You will always log into the parent account by default. Linked accounts cannot be accessed directly.
Employee Access: Employees under a linked account can only log into that specific company account.