How do you use the employee self-service portal?

To provide Employee access to the Employee Self-Service (ESS) Portal, you first need to specify which employees will be given personal access.

Adding ESS Employee Access Individually

Choose the employee given the ESS Access, and double-click on their name to go to the employee’s profile. You can also be redirected to the employee profile by clicking on the Edit icon under the Actions column of the Employee List table.

1. Please ensure the Employee has provided an email address they will be using to log into the portal. You can check this information on the General Tab under the Account Information section.
2. Go to the Account Access Tab of their Employee profile.
3. On the Select User Type dropdown menu, choose Employee.

Now, you must provide a password for the employee to log in to the portal.

Once you have confirmed the employee’s password, click the Activate button below the fields.

Adding ESS Access by Multiple Employees

Choose the employees that will be given the ESS Access, and click on the checkbox beside their ID number in the Employee List Table, then click on the Edit Employee button above the Employee List Table.

At the lowermost part of the Multiple Employee Edit page, you will see the Account Access section. Remember to read the provided Reminders to provide ESS access to multiple employees properly.

Ensure the employee’s e-mail address is updated before assigning or removing the Account Access.

Choose an option for the chosen employees on the Account Access Action dropdown menu.

1. ADD/UPDATE – SINGLE ACCESS – this will let you add or update any account to one account access only, either as a Manager or as an Employee. If the employee has been provided with different account access beforehand, this action will remove and replace the previously added account access with the recently provided one.
2. ADD – MULTIPLE ACCESS – this will let you add another access to an existing Account Access. For example, if the employee has already been provided with Manager access, this action will also give them Employee Access.
3. REMOVE SINGLE ACCESS – this will let you remove one Account Access at a time.
4. REMOVE ALL ACCESS – this will let you simultaneously remove all the provided Account Access to the employees.

Once you have provided them access, your employees can log into the Employee Self-Service Portal (ESS) and see their available features.

The ESS Portal is divided into two sections: My Dashboard and My Portal. The ESS Portal also provides access to your employee information through the My Profile section.

My Profile

You can check your profile on the ESS by clicking on the icon beside your name at the upper right of your screen and clicking My Profile.

Profile Summary

The Profile Summary on the left portion 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. It will be divided into six tabs: the General tab, the Dependents tab, the Education and Employment tab, the Training tab, the Memos tab, and the Contracts tab. This information will be found in the table on the right part of the My Profile page.

• Under the General tab, you will see your Basic and Personal Information.
• Under the Dependents tab, you will see your children's and other dependents' information.
• Under the Education and Employment tab, you will see your educational attainment, educational institutions you went to, and your previous employment details.
• Under the Training tab, you will see the list of all the training and seminars you attended.
• Under the Memos tab, you will see all the personal and official communications the company or HR department sent you.
• Under the Contracts tab, you will see all the service agreements and legal documents regarding your employment.

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 Attendance, and the Leave Days for the specific 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 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 you choose.

Daily Time Record Table

Your DTR table will show your FaceDTR records, your login and log-out records with break hours, how many minutes you were late for the day, how many minutes you worked under time, 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 different types of overtime, night differential, and night differential overtime specified in the table by clicking 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 

The date range field is 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, please provide the required information: the year and payroll cycle ranges and the payslip type. Once these details are provided, click 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, your deductions and their total amount, and your Total Net Pay.

Detailed Payslip View

The Detailed View of the payslips will provide you with 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, net taxable, and total non-income deductions.

Leaves

The Leaves feature of the ESS Portal will show you all the available leaves, whether they are used or still unused.

Leave Management Table

You will see the leaves you filed on the Leave Management Table. 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, click the File a Leave button above the Leave Management Table.

Select the leave type from the dropdown menu. Once chosen, the fields for the dates you'll be on leave will appear. You need to know the purpose of the leave and attach any required PDF or image files.

Once done, 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 ensure 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 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 show the requests you have filed that need your approval.

Post-Render Overtime Table

On the Overtime Table, you will see the exact dates where you've been recorded over time. The table will show the date and time of overtime, the number of minutes of overtime you rendered, a field for your overtime, the approval status, the attachments that will be added if needed, and a column for filing the overtime.

Filing of Overtime

To file for overtime, click the File an OT button under Actions.

Please provide the reason for your overtime on the selected date.

Tick the File to 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 show the overtime you asked for to render. This will show the requests you have filed that need your approval.

Pre-Overtime Requests Table

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 delete an overtime request.

Requesting for Pre-Overtime

To request pre-overtime, click 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 work schedule in a specific time range.

Shift Calendar

The Shift Calendar will show your daily shift schedules. You can choose whether to see them monthly, weekly, or daily by choosing the display setting at the upper right of the calendar.

Shift Calendar Legend

You will also see a Legend under the employees' Shift Calendar, specifying which days are rest days or which display your default shift schedule, requested shift schedule, or plotted shift schedule.

Request Shift Change

To request a change in your shift schedule, click on the Request Shift Change button above the Shift Calendar.

Please complete the Shift Change Form by saying the shift schedule you want to transfer to, specifying the dates the shift schedule change will cover, and stating the purpose of your request.

When you're done, click 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 of the Shift. 

Change Request Table.

Change Shift

The Change Shift feature will help you change your work schedule to a more convenient time.

Change Shift Requests Table

The Shift Change Requests table will let you see your requested shift changes. 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 request status. The Action column will let you edit or delete the request if needed.

Request Shift Change

To request a change in your shift schedule, click on the Request Shift Change button above the Shift Calendar.

Please fill in the Shift Change Form by indicating the desired shift schedule for transfer, specifying the dates affected by the shift change, and providing the purpose for your request.

When you're done, click 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 days or hours to work on your tasks outside work.

Official Businesses Table

In the Official Business Requests table, you can view the official business requests you've filed. It displays the requested date, coverage date and time, reason, attached files, and request status. You can use the Action column to edit or delete requests if necessary.

Filing for Official Business

To request time to work outside the office, click 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

You will see the requests you have filed on the HR Requests Table. The table 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, click the File a Request button above the HR Requests Table.

Please specify the type of request you are filing and provide the purpose of the leave. Attach any necessary PDF or image files, as only these formats will be accepted.

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.