How to Use the Employee Self-Service Portal
Once you have provided the access, your employees can now log into the Employee Self-Service Portal (ESS) and see all of the available features for them.
The ESS Portal is divided into two sections: My Dashboard, and My Portal. Additionally, the ESS Portal also provides you access to your employee information through the My Profile section.
My Profile
You can check your own profile on the ESS by clicking on the icon beside your name at the upper right part of your screen, and clicking on My Profile.
Profile Summary
The Profile Summary, found on the left part of the ESS My Profile page, will display your photo, name, job position, email, mobile number, and the department, branch, division, section, and cost center you are in.
Employee Information
Your Profile will also display your personal information, and will be divided into six tabs, namely the General tab, the Dependents tab, the Education and Employment tab, the Trainings tab, the Memos tab, and the Contracts tab. These information will be found on the table on the right part of the My Profile page.
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- Under the General tab, you will see your Basic and Personal Information.
Under the Dependents tab, you will see the information of your children and other dependents. - Under the Education and Employment tab, you will see your educational attainment, educational institutions you went to, and your previous employment details.
- Under the Trainings tab, you will see the list of all the trainings and seminars you attended.
- Under the Memos tab, you will see all the personal and official communications that the company or HR department has sent you.
- Under the Contracts tab, you will see all the service agreements and/or any legal documents regarding your employment.
- Under the General tab, you will see your Basic and Personal Information.
My Dashboard
On My Dashboard, you will see a few information about your attendance, such as Missing Logs, the number of Minutes Late, the number of Unfiled Overtime, the number of Absences, the number of days you were present in their Attendance, and the Leave Days for the certain date range. You can manage the dates that the Dashboard Statistics will show on the Date Range field at the upper left part of the Dashboard screen.
My Dashboard will also show announcements and news from the SweldoMo Team.
My Portal
On My Portal, you will see all the features that you can use for your personal needs as an employee.
Daily Time Records
The Daily Time Records (DTR) section will display your attendance records on a specific payroll cycle that you will choose.
Daily Time Record Table
Your DTR table will show your FaceDTR records, your log in and log out records with break hours, how many minutes you were late for the day, how many minutes you worked undertime, the total working minutes for the day, the total overtime, the total night differential minutes, and the total night differential overtime minutes.
You can also see a more detailed view of your DTRs with all the types of overtime, night differential, and night differential overtime specified in the table by clicking on the Detailed View button above your DTR table.
DTR Table Legend
You will also see a Legend under the employees’ DTR table, specifying which days in the payroll cycle are regular holidays, special holidays, rest days, or which ones the employee was on leave.
You can also choose the date range that the DTRs will show by clicking on the Date Range field at the upper left part of the DTR table.
Payslip
The Payslip feature will show your salary records for your chosen payroll cycles.
To generate the payslips, you need to provide the needed information, which will be the year and payroll cycle ranges to be generated, and the payslip type. Once these details are provided, you can click on the Generate Payslip button.
Summarized Payslip View
For the Summarized View of the payslips, you will see a list of your earnings, the total of these earnings, a list of your deductions and their total amount, and your Total Net Pay.
Detailed Payslip View
For the Detailed View of the payslips, will provide you a complete and detailed report of your earnings and deductions, with all the factors that affected your salary. It will also show a summary of your total earnings, total deductions, gross taxable deductions, total non-taxable, the net taxable, and the total non-income deductions.
Leaves
The Leaves feature of the ESS Portal will show you all the leaves available to you, whether they are used, or still unused.
Leave Management Table
On the Leave Management Table, you will see the leaves you have already filed. The table itself will show the dates that those leaves were requested, the leave type, the number of days and the dates that were used for those leaves, the purpose for the leaves, and a column to determine if the leave types you filed were paid or unpaid types of leaves.
You can click on the dropdown symbol beside the date to see more information about the filed leaves, such as the file attachments you have added, if there are any, and the status of your request.
Filing for a Leave
If you’d like to file for a leave, you can click on the File a Leave button above the Leave Management Table.
Choose the leave you need to apply for from the available leave types on the dropdown menu. Once you have chosen, the fields for the dates you will be out for work will appear for you to use. You will also need to provide the purpose of the leave, and some attachments if needed. Remember that only PDF and Image files will be accepted for the attachments.
Once done, you can click the File this Leave button at the bottom of the Leave Application Form. The leave you filed will appear on the Leave Requests page of the SweldoMo system for Admin approval.
Beside the Leave Application Form, you will see a table with all the available leave types you can use along with the credits for each leave, the number of credits you have used up, and the number of available credits left for you to use. You can use this table to review and make sure that the dates you will be out for work will be approved.
You can also choose the date range that the Leave Management Table will show by clicking on the Date Range field at the upper left part of the Leave Management Table.
Overtime
On the Overtime feature, you will see all the days you rendered extra time for work, or the days you will need to render overtime.
This section is divided into two subsections – the Post-Render OT, and the Pre-Render OT.
Post-Render OT
The Post-Render OT subsection will display the overtime that you have already rendered. This will display the requests that you have filed, and that will need approval.
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- Post-Render Overtime Table
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On the Overtime Table, you will see the exact dates wherein your attendance has recorded overtime. The table will show the date and time of overtime, the number of minutes of overtime you rendered, a field for the purpose of your overtime, the approval status, the attachments that will be added if needed, and a column for filing the overtime.
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- Filing of Overtime
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To file for your overtime, click on the File an OT button under Actions.
Provide the reason for your overtime on the selected date.
Tick the File this Overtime Checkbox.
Upload attachments if needed. Remember that only PDF and Image files will be accepted for the attachments.
Once done, click on the File Selected Overtime button. The request you filed will appear on the Overtime Requests page of the SweldoMo system for Admin approval.
Pre-Render OT
The Pre-Render OT subsection will display the overtime that you requested to render. This will display the requests that you have filed, and that will need approval.
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- Pre-Overtime Requests Table
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On the Overtime Table, you will see the dates you filed for overtime. The table will show the date you filed the request, the date and time of overtime, the purpose of your overtime, the approval status, and a column for you to be able to edit or deleta an overtime request.
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- Requesting for Pre-Overtime
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To request for pre-overtime, click on the Request Pre-Render OT above the Overtime Requests Table.
Provide the date, the time range, and the purpose of the overtime.
Once done, click the File Request button. The request you filed will appear on the Overtime Requests page of the SweldoMo system for Admin approval.
You can also choose whether the Overtime Requests will show the employees’ requests per cycle, or if the date range can be customizable by setting the needed dates on the Select Date Range button above the Pre-Render OT table.
My Shifts
This feature will show your schedule of work on a specific time range.
Shift Calendar
The Shift Calendar will show your daily shift schedules. You can choose whether to see them on a monthly, weekly, or daily basis by choosing the display setting at the upper right part of the calendar.
Shift Calendar Legend
You will also see a Legend under the employees’ Shift Calendar, specifying which days in the calendar are rest days, or which ones display your default shift schedule, requested shift schedule or plotted shift schedule.
Request Shift Change
To request a change in your shift schedule, simply click on the Request Shift Change button above the Shift Calendar.
Fill out the Shift Change Form by providing the shift schedule you want to transfer to, the dates the change in shift schedules will cover, and the purpose for your request.
Once done, click on the File Request button below the form. The request you filed will appear on the Admin side of the SweldoMo system for approval.
You can also choose the date range that the Shift Change Request Table will show by clicking on the Date Range field at the upper right part of the Shift Change Request Table.
Change Shift
The Change Shift feature will help you change your work schedule into a time period more convenient to you.
Change Shift Requests Table
The Shift Change Requests table will let you see the shift changes you requested. It will show the date you filed the request, the shift schedule you requested, the date the change will be effective, the reason for the request, and the status of the request. The Action column will also let you edit or delete the request if needed.
Request Shift Change
To request a change in your shift schedule, simply click on the Request Shift Change button above the Shift Calendar.
Fill out the Shift Change Form by providing the shift schedule you want to transfer to, the dates the change in shift schedules will cover, and the purpose for your request.
Once done, click on the File Request button below the form. The request you filed will appear on the Admin side of the SweldoMo system for approval.
You will also see a minimized version of the Shift Change Requests table beside the form, where you will see the previous shift changes you requested.
You can also choose the date range that the Shift Change Request Table will show by clicking on the Date Range field at the upper right part of the Shift Change Request Table.
Official Businesses
The Official Businesses feature will help you request for days or hours to work on your tasks outside work.
Official Businesses Table
The Official Business Requests table will let you see the official business requests you have already filed. It will show the date you filed the request, the date and time it will cover, the reason for the request, the attachments added, and the status of the request. The Action column will also let you edit or delete the request if needed.
Filing for Official Business
To request for time to work outside the office, simply click on the File Official Business button above the Official Businesses Table.
Fill out the File Official Business Form by providing the date and time it will cover, and the reason for the request. Add file attachments if needed.
Once done, click the File Request button. The request you filed will appear on the Admin side of the SweldoMo system for approval.
You will also see a minimized version of the Official Business Requests table beside the form, where you will see the previous shift changes you requested.
You can also choose the date range that the Official Business Request Table will show by clicking on the Date Range field at the upper right part of the Official Business Request Table.
HR Requests
The HR Requests feature will show you all the requests you sent to your admin or HR Department.
HR Requests Table
On the HR Requests Table, you will see the requests you have already filed. The table itself will show the dates that those were requested, the type of request you sent, the purpose of the request, the attachments that were added, some remarks, the status of each request, and the actions you can take.
Filing for an HR Request
If you’d like to file a request, you can click on the File a Request button above the HR Requests Table.
You will need to provide the type of request you will file. You will also need to provide the purpose of the leave, and some attachments if needed. Remember that only PDF and Image files will be accepted for the attachments.
Once done, you can click the File HR Request button at the bottom of the HR Requests Form. The request you filed will appear on the HR Requests page of the SweldoMo system for Admin approval.
You can also choose the date range that the HR Requests Table will show by clicking on the Date Range field at the upper left part of the HR Requests Table.