Ms.Winkly

Admin Dashboard Guide

Log in

Log in to Ms. Winkly admin dashboard using the email and password you registered with.
You need to have Admin, HR, or Manager access level in order to log in to the dashboard. Learn more on how to assign user access level.

Employee

Adding employees is the first thing you want to do when you start using Ms. Winkly. You'll be able to store details such as phone, address, department, job title, and more. Every employee created will be assigned a login ID and password used to access Ms. Winkly iOS/Android app. This powerful app allows employees to check for upcoming events, apply leave and task, clock in/out1, and submit claim2 on their phones.

Add employee

  1. From the side menu, select Employee.
  2. Click on Add employee on the top right corner.
  3. Fill up employee details and then click Save.

Import employees

You can choose to import employees in bulk by uploading an excel spreadsheet with your employees details. Download and fill up the template spreadsheet here and upload using the import feature.

  1. From the side menu, select Employee.
  2. Click on Import employees on the top right corner.
  3. Choose the filled up spreadsheet for upload.

Terminate employee

When an employee no longer works in your company, you can terminate the account. This will prevent the employee from logging into Ms.Winkly app or web portal. All history of the employee will still be remained in the system for as long as your company account is active.
You can re-activate a terminated account by using the rehire option.

  1. From the side menu, select Employee.
  2. Select the employee you want to terminate, you will be navigated into employee details page.
  3. Click Terminate beside employee profile picture.

Calendar

Ms.Winkly calendar shows all events and activities in your company.

  • Holidays
  • Events
  • Employees' approved leave
  • Employees' approved tasks
  • Employees' birthday

Holidays and events must be added in by admin.

Add holiday or event

  1. From the side menu, select Calendar.
  2. Click Add on the top right corner.
  3. You can tick option repeat yearly for holidays/events that happen at the same day every year.

Delete holiday or event

  1. Check the checkbox beside holiday/events you want to delete.
  2. Click Delete at the top right corner to delete.

Leave & Task

Employees can apply leave and tasks via Ms.Winkly mobile app. Every time a leave/task is requested, Ms.Winkly automatically sends out notification to notify the intended persons (learn more). Approving a leave request will automatically deducts employees leave balance.

Learn more on how to set employee's leave balance.

Manage application

You can easily view and manage every leave and tasks requested by employees. You have the options to approve or reject a request. All approved leave/task requests will be showing up in the calendar.

  1. From the side menu, select Leave & Task.
  2. Click on a specific request to view its details.
  3. Approve or Reject a request by clicking the right-end buttons.

Leave deduction

Every time when an employee's leave is approved, his/her leave balance will be deducted automatically.
Ms.Winkly automatically ignores leave days applied on holidays or non-working days. For example, if 25th December is a holiday, and 26th and 27th December are non-working days, then leave applied from 24th to 28th December will only deduct 2 days of leave.

Learn how to set employee's working days.

Learn how to create holidays.

Apply leave/task

You can apply leave/task for a specific employee in case that employee have no access to Ms.Winkly app.

  1. From the side menu, select Leave & Task.
  2. Click Apply Leave at the right of leave section to apply a new leave.
  3. Click Apply Task at the right of task section to apply a new task.

Record

All approved or rejected requests goes under Record page. From here, you can easily browse through past records.

  1. From the side menu, select Leave & Task.
  2. Select Record tab.
  3. You can toggle between leave records and task records using the drop down selection.
  4. View records from a specific year using the year drop down selection.

Cancel leave request

You can cancel an approved leave request in case you made a mistake, or the employee decided to drop the leave request. The amount of day(s) deducted from the employee's leave balance previousy will be restored back once the leave is cancelled.

  1. From the side menu, select Leave & Task.
  2. Select Record tab.
  3. Click on leave request you intend to cancel.
  4. Click Cancel Leave.

Leave balance

Every employee created in Ms.Winkly must be assigned a Leave Group (learn more). A leave group specifies the types of leave an employee can apply, and how many days an employee entitles. You can view and edit individual leave balance of employee.

Note: Leave balance of a newly created employee starts with 0 by default.
Follow steps bellow to edit an employee's leave balance:

  1. From the side menu, select Leave & Task.
  2. Select Leave Balance tab.
  3. Click on the leave balance amount you would like to edit.
  4. Enter the new balance amount and click Save.
  5. Optionally, you can fill in the comment field as the purpose of your edit.

Balance history

When there is a change to an employee's leave balance, Ms.Winkly will track it down and store it in Balance history.

  1. From the side menu, select Leave & Task.
  2. Select Balance History tab.

Here are the times that will change an employee's leave balance:

  • When a leave request is approved - number of requested leave day(s) will be deducted from balance.
  • When an approved leave is cancelled - number of deducted leave day(s) will be added back to balance.
  • When leave balance is being edited.
  • At the beginning of each year (1st January), leave balance will be reset to employee's initial entitled amount (learn more). Balance of previous year will be added into carry forward of next year.

Attendance1

With Ms.Winkly app, employees can report to work by clocking in and out. Every time you clock in/out, Ms.Winkly records down the current time, as well as your location (provided that device location service is enabled). This serves as a full report of your employees attendance, helping you to keep track of staff performance.

Setup

Before using the attendance feature, you have to setup each employee's working hour details (learn more).
Employee performance is calculated based on his/her working hour group.

View attendance

  1. From the side menu, select Attendance.
  2. You'll be able to see total work hours and performance of every employees.
  3. Select a specific employee to view monthly attendance record.
  4. Click on record of any day to view more details.

Edit attendance

In case an employee fails to clock in/out, you can edit individual attendance record.

  1. From the side menu, select Attendance.
  2. Select a specific employee.
  3. Click on record of any day, then click Edit and proceed with your changes.
  4. You must provide a reason for the edit.
  5. Click Save when done.

Note: Total worked hour and overtime will be re-calculated on every edits.

Performance calculation

Employee monthly performance is calculated on monthly basis, by taking total worked hours divided by total workable hours.

Total worked hours: Total number of hours accumulated by employees in between clock in and clock out, excluding lunch break.
Total workable hours: Total number of working hours in a month (based on employee's workday group), excluding public holidays (as created in Calendar).

Claim2

Claims are submitted using Ms.Winkly app. Learn how to setup claim types.

Manage claim

You can easily view and manage every claim submitted by employees. All submitted claims are grouped by month based on your cut-off date. You have the options to approve or reject a claim.

  1. From the side menu, select Claim.
  2. Select Claim List tab. Here shows all claim requests pending for approval.
  3. Click on a specific claim to view more details.
  4. Approve or Reject a claim by clicking the right-end buttons.

Authorised claims

View all approved or rejected claims under Authorised Claims

  1. From the side menu, select Claim.
  2. Select Authorised Claims tab.
  3. Click on a specific claim to view more details.
  4. Approve or Reject a claim by clicking the right-end buttons.

Claim form

You can generate employee monthly claim form with the list of approved claims submitted by a particular employee within a specific month. The start and end of a month is defined by cut-off date. For example, if the cut-off date is set to 20th of the month, claims submitted on 20th March will be in the month of March, while claims submitted on 21st March will be in the month of April. Learn how to set cut-off date here.

  1. From the side menu, select Claim.
  2. Select Claim Form tab.
  3. Select a specific year and month.
  4. Click Download Claim Forms at the page bottom to download.

Settings

User access level

Users in Ms.Winkly are categorised into 4 different levels:

  • Admin
  • HR
  • Manager
  • Normal user

Each level varies in terms of ability to access features of Ms.Winkly. Below is the overview of features available to different user levels.

Normal user Manager HR Admin
App login
Apply leave/task
Clock in/out1
Web dashboard login
Approve leave/task
Add employees
View employee records
Edit employee records
Access level setting

A newly created employee has Normal user level by default.

Assign Admin

  1. From the side menu, select Settings.
  2. Select User Access Level tab.
  3. Click Assign User under Admin section.
  4. Assign users by checking the checkbox, remove users by unchecking.

Assign HR

  1. From the side menu, select Settings.
  2. Select User Access Level tab.
  3. Click Assign User under HR section.
  4. Assign users by checking the checkbox, remove users by unchecking.

Assign Manager

A user is automatically assigned the Manager role when there is one or more employees reporting to him/her. Users with manager role has the ability to view and approve leave from those who reports to him/her. For example, if employee A is set to report to employee B, employee B will automatically be assigned Manager role, therefore, having the ability to approve leave requests by employee A.
To set employee's manager:

  1. From the side menu, select Employee.
  2. Select an employee.
  3. Click Edit at top right corner.
  4. Under Employement Info section, assign a manager in the Report to field.
  5. Click Save at top right corner.

Leave Group

Leave Group is simply a set of customisable leave types available to an employee. It also provides a set of parameters necessary for Ms.Winkly leave balance system to work.
Below are Ms.Winkly default leave types:

  • Annual Leave
  • Medical Leave
  • Hospitalisation
  • Maternity Leave
  • Paternity Leave

Leave types can be enabled or disabled in a Leave Group. Employees will not be able to apply leave with a leave type that is disabled.
You can add in new leave types to suit your company.

Similar to leave type, you can also create Leave Groups, and customise it to fit different groups of employees in your company.

A Leave Group has several properties that you can set, which will directly affect an employee's leave balance (learn more).

  • Initial Entitled - Leave amount that is entitled in a year.
  • Carry Forward - Maximum amount that can be carried forward to next year.
  • Yearly Increase - Yearly increase amount. You must set employee's join date in order for this property to take effect.
    To better understand, let's have a look at this set of parameters set for a particular employee:
    • Employee join date: 10th May, 2015
    • Initial entitled: 14
    • Yearly increase: 2
    With parameters set as above, assuming current date is 1st March, 2018, then employee will have entitlement of 18 days.
    If current date is 10th May, 2018, then employee will have entitlement of 20 days.
  • Max Entitled - Maximum amount of leave entitlement.

Leave Balance System

Ms.Winkly helps you maintain employees leave balance by running a set of automated operations in the background at a specific time:

  • Deduct leave balance when leave is approved.
  • Reset leave balance to current leave entitlement. (Happens on 1st January every year)
  • Carry forward leave balance from previous year into current year. (Happens on 1st January every year)
  • Increase current entitlement based on yearly increase property. (Happens every year on employee's join date)

Assign Leave Group

  1. From the side menu, select Employee.
  2. Select an employee.
  3. Click Edit at top right corner.
  4. Under Employement Info section, find Leave Group field, select one from the dropdown list.
  5. Click Save at top right corner.

Attendance

Workday Group

Workday Group is a set of customisable working day and hours to be assigned to employees. It will directly affect employee's clock in and clock out system and the calculation of attendance performance.
A workday group consists of the following properties:

  • Name - Naming of the workday group
  • Working Day
    • Fixed - Speicify which days of the week are working days
    • Flexible - Specify how many days of work in a week
  • Working Hour
    • Fixed - Specify the time of day for working (start time and end time)
    • Flexible - Specify number of work hours in a day
  • Lunch Break - Specify length of lunch hour

Here's how each workday group property can affect clock in and clock out

  • Working Day
    • Fixed - Clock in/out on working days only
    • Flexible - Clock in/out on any day
  • Working Hour
    • Fixed - Must clock out after end of working hour
    • Flexible - Clock in/out at any time

Performance calculation

Ms.Winkly calculates and stores employee's attendance performance based on daily total work hours. Daily performance is calculated in terms of percentage, by dividing accumulated time from clock in and clock out by total working hours as set in workday group. Time beyond total working hours will be treated as overtime.

Monthly performance is calculated by total percentage of the month divided by number of days past (excluding non-working days and holidays).

Create Workday Group

  1. From the side menu, select Settings.
  2. Select Attendance tab.
  3. Click Create Workday Group button.
  4. Fill in all necessary fields and click Add.

Assign Workday Group

  1. From the side menu, select Employee.
  2. Select an employee.
  3. Click Edit at top right corner.
  4. Under Employement Info section, find Workday Group field, select one from the dropdown list.
  5. Click Save at top right corner.

Claim

Cut-off date

Cut-off date is the closing date of the month for claim submission. If cut-off date is set to a day that doesn't occur every month, the latest day of that particular month will be selected as cut-off date. For example, if cut-off date is set to 31st, then on the month of April the cut-off date will be automatically adjusted to 30th.
To set cut-off date:

  1. From the side menu, select Settings.
  2. Select Claim tab.
  3. Select cut-off date from the dropdown list of days.

Claim types

Ms.Winkly makes submitting expenses claim more organised and manageable by allowing you to categorise claims into types, and set claim amount limits. In each claim type, you can set its claim amount limit by yearly, monthly, or per submission. This is very useful if you company has a claim limit policy, as it automatically prevents employees from submitting claims that exceeds the limit. Claim types can be easily modified, disabled, or removed.
To create new claim type:

  1. From the side menu, select Settings.
  2. Select Claim tab.
  3. Click Add Claim Type.
  4. Fill in all necessary fields and click Add to confirm.

Notification

You can choose the types of notifications you wanted employees to receive. Ms.Winkly sends out both email and push notifications. Email notifications are sent to employee's email, while push notifications are sent to employee's device. Ms.Winkly app must be installed and login in order to receive push notifications.
Here's the list of notification settings you can control Ms.Winkly to sends:

Email notifications

  • When employees apply leave
    • Send to employee's manager, or
    • Send to list of specified users
  • When employee's leave is approved - send to employee
  • When employees apply task
    • Send to employee's manager, or
    • Send to list of specified users
  • When employee's task is approved - send to employee
  • When employees submit claim - send to list of specified users
  • When employee's claim is approved - send to employee

Push notifications

  • When employees apply leave
    • Send to employee's manager, or
    • Send to list of specified users
  • When employee's leave is approved
  • When employees apply task
    • Send to employee's manager, or
    • Send to list of specified users
  • When employee's task is approved
  • When employee's claim is approved


To change notification settings:

  1. From the side menu, select Settings.
  2. Select Notification tab.