Frequently Asked Questions

Go to Settings → Schedules, create a schedule with your shift timings, then navigate to Settings → Geofences and draw a zone around your work site. Assign the schedule to your employees via HR → Employee → Edit → Assignment. Employees can then clock in via the Ophillia Work PWA only when they are within the geofence boundary.

Yes, if you enable allow_concurrent_shifts from Settings → Company → Shift Settings, an employee can be assigned to multiple shifts and geofence zones. Each clock-in/out pair is recorded as a separate session. This is useful for staff who move between sites during the day.

If auto clock-out is enabled (Settings → Company → Auto Clock-Out), the system will automatically close any open attendance session at the configured cut-off time. The employee receives a push notification informing them. They can then submit a regularisation request if the auto clock-out time was not accurate.

Employees submit a regularisation request from the PWA by selecting the date, providing the actual clock-in and clock-out times, and adding a reason. The HR manager receives a notification and can approve or reject the request from the admin portal. Approved regularisations update the attendance record retroactively.

Navigate to Settings → Company → Leave Policies. You can set the maximum number of CL and ML days allowed per year, whether carry-forward is enabled, and the accrual method (upfront or pro-rata). Changes take effect immediately; balances can be reseeded to reflect the new limits using the "Reseed Balances" button.

The sandwich rule counts intervening weekly-off days and public holidays against an employee's leave balance when those non-working days fall between two approved leave days. For example, if an employee takes leave on Friday and Monday, the intervening Saturday and Sunday would be counted as leave days under the sandwich rule.

Yes. The Ophillia Work PWA shows a live leave balance dashboard with CL, ML and any other configured leave types. Balances update immediately after a leave is approved or rejected. Employees can also see a full leave history filtered by type and status.

From HR → Employees, click "Import" and download the CSV template. Fill in employee name, email, department, designation and joining date. Upload the completed CSV — the system will validate each row and show any errors before committing the import. Employees are sent a welcome email with their login credentials automatically.

Yes. Go to Settings → Company → Employee Codes and set the prefix (e.g. "EMP-" or your company initials). New employees will receive codes in the format PREFIX-001, PREFIX-002 and so on. The prefix is stored per company so it persists even if the browser localStorage is cleared.

On the login screen, click "Forgot password?" and enter the registered email address. A reset link is sent. If you have registered a passkey, you can authenticate directly without a password. For admin-level resets, HR managers can trigger a forced password reset from HR → Employee → Edit → Security.

Yes. Employees can register a passkey from Profile → Security → Add Passkey in the PWA. On supported devices this uses Face ID, Touch ID or Windows Hello. Passkeys are stored on the employee's device and verified server-side using the WebAuthn protocol — no password is transmitted.

Yes. If your company email domain is linked to a Google Workspace account, employees can use "Sign in with Google" on the login screen. The system validates the ID token server-side and links the Google identity to the employee record without storing a separate password.

Go to NGO → Donations, find the donation record and click "Generate 80G Receipt". The system creates a PDF pre-filled with your organisation's 80G registration number, the donor's PAN, donation amount and date. The PDF is stored in S3 and can be emailed to the donor or downloaded directly.

Navigate to NGO → Compliance → Form 10BD. Select the financial year, review the list of eligible donations, and click "Export CSV". The CSV follows the exact format required by the Income Tax portal (e-filing). You can import it directly without any manual reformatting.

Volunteers use the same Ophillia Work PWA and clock-in interface. The system detects the VOLUNTEER role and routes the session through the clock-in bridge, which merges volunteer hours into the attendance database with a source=volunteer tag. This allows unified reporting across staff and volunteers without mixing payroll data.

Yes. The Starter and Growth plans both include a 14-day free trial with no credit card required. You get full access to all features in the chosen plan. After the trial, your data is preserved and you can upgrade, downgrade or cancel.

You will receive an in-app notification when you reach 80% of your employee limit. You can upgrade to the next plan at any time without any service interruption. If you go over the limit, new employee accounts cannot be created until you upgrade, but existing employees continue working normally.

Both. Indian organisations are billed in Indian Rupees (₹) via UPI or bank transfer. International organisations are billed in USD via Stripe. Both currencies are shown on the pricing page. The exchange rate is reviewed quarterly.

Yes. Registered NGOs (12A/12AB certificate holders) receive a 30% discount on any plan. Contact us via WhatsApp or email with your registration certificate to apply the discount before starting your trial.

Yes. Ophillia HRMS is built around the Digital Personal Data Protection Act 2023 and the Draft Rules 2025. Every employee is presented with a versioned consent notice; their choices are logged. Data Subject Requests (access, erasure, portability) flow through a tracked HR queue. PII fields in logs are redacted, and retention policies can be configured per data category.

Your data is stored on Contabo VPS servers in Europe by default. Enterprise customers can request data residency in India or any specific region. Each company's data lives in an isolated PostgreSQL schema — no cross-tenant data access is possible at the database level.

Go to Compliance → DSR Requests and click "New Request". Select the employee, the type of request (access, erasure or portability), and provide a brief reason. The request is logged in the audit trail. HR reviews and processes the request within the statutory 30-day window. The employee receives a push notification at each status change.

Yes. The Ophillia Work PWA uses a service worker with an offline queue. Clock-in and clock-out events are stored locally if there is no internet connection and are synced automatically when connectivity is restored. Leave applications require connectivity but show a clear offline indicator.

The Ophillia Work PWA supports Chrome 90+, Firefox 88+, Safari 14+ and Edge 90+ on both Android and iOS. The admin portal supports the same browsers on desktop. For passkey support, the device must support WebAuthn (all modern smartphones and computers do). Internet Explorer is not supported.