Carbonate User Guide

Are you new to Carbonate HR app or need to know how to work with a module? You will find all the information you need to master Carbonate HR app right here.

General Support
Company Set-up
Outlet/department Set-up
Staff Profiles Set-up
Attendance
Leaves
Roster
Payroll
Appraisal
Settings
Announcements


Creating a New Account on Carbonate

Step 1:
Type Carbonate HR app in the address bar of the browser.

Step 2:
Click on Get started or Sign up Now, this action will open up a form

Step 3:
Fill in the form with your First Name, Last Name, Company Name, Your email and Password. Once the form completed, click on Submit button.

Step 4:
You will receive an email in your inbox. Open that email and click on the link given in the email to validate your email address to activate Carbonate account.

Find Out More


How to Log in to Carbonate

Step 1:
Go to Carbonate HR app and click on log in.

Step 2:
Type in your username and password which you used at the time of sign up or contact your HR Manager/Admin to know your username and password.

Step 3:
Start using your carbonate account.

Find Out More


How do I report an issue

If you are facing any issue on Carbonate. Simply click on the button "Report Bug" in the right bottom corner, write your questions and we will get in touch with you.

Or you may write us an email at support@carbonateapp.com and we will resolve the issue as soon as possible.

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How to Download Carbonate app on Mobile

Download the Carbonate mobile app for Android or iOS devices.
You can also look for Carbonate app on Android devices by going to google play store and on iOS devices go to iTunes and search for Carbonate HR and download the app to install on your mobile devices.


Setting up a Company Profile

Step 1:
Click on the Settings in the left-side menu
There are 5 tabs on the settings page

  • Personal Settings
  • Company Settings
  • Leave Settings
  • Appraisal Settings
  • Billing

Personal Settings

Step 2:
Select a language you feel comfortable with (English or Chinese).

Step 3:
There are two types of Notifications

  • Email Notifications
  • Mobile Notifications

These notification are related to this admin account. You may disable them If you do not wish to receive any notifications.

Company Settings

Step 4:
Under Company Settings, you have the following settings,

  • Employee Ranks:
    You can set up Ranks for your staff. These ranks may be used for different levels of staff.

  • Legal Entities:
    Multiple companies can be set up within one Carbonate account. It will automatically apply the rules of the country selected from the dropdown list. For example, if the company is operating in Singapore, we will need to provide UEN number and type of business entity (VCT, LTD or AMS)

  • Public Holidays:
    We can add public holidays in two ways,

  • Through import function, using a template:
    A template can be downloaded by clicking on Import Holidays, this will initiate a file (.csv) download which can be used as a template to import the public holidays. (Please delete the dummy dates and populate the file with actual public holidays and dates)

  • Add Manually:
    Click on +Add another holiday below the Public holiday label to add new public holiday and select the date(s) for each public holiday.
    If you wish to delete any public holiday, click X next to it and the public holiday will be deleted. If an amendment is required, just click on the leave and update the dates and title of a public holiday.

  • Auto Approved Attendance:
    Click Yes if you want staff's check-ins and check-outs to be automatically approved.

  • Company Working Days:
    Select the working days of your company.

  • Accessibility:
    This accessibility will define what is visible to the manager category accounts and the staff category accounts. You may disable the modules which you do not want the respective account categories to see.

  • Assigned Hours:
    You may choose to provide daily working hours or weekly working hours.

Step 5:
Click on Save button once you have populated all the fields.

Leaves Settings

Step 6:
Different types of leave, for example, annual leave, medical leave, unpaid leave, etc. can be created in the general settings. Any leave created in general settings will be allotted to all accounts including Admin, Manager and staff.
To create new leave type click on +add leave type and fill in the form to apply company rules. To delete any particular leave type, click on the Delete button in front of the leave type or click Edit if you wish to edit the leave type.

Step 7:
Select options Yes or No to apply company policies on child care leave sharing policy, birthday leave policy, work on public holidays etc.

Step 8:
Click on Save button to save all the leave policies.

Billing

Step 9:
Click on Settings and then click on Billing tab at the top of the page. You will see details of your current plan and Change/Upgrade your plan.

Step 10:
Click on Upgrade button shown in the change/upgrade section. There are two methods to pay for your Carbonate subscription

  • Online payment (with credit card)
  • Offline payment (with cheque)

Online Payment

Step 11:
After clicking on Upgrade button, you will see a number of users accounts you have on carbonate. You may increase the number of users if you want to add more users on carbonate, else, click on Upgrade now button which will open up another form asking for the card details. Fill up the form and click on Pay button. You will receive payment email and payment receipt.

Offline Payment

Step 12:
To pay with a cheque, click on upgrade button and then click on Cheque Payment and you will see a form. Fill up the form and click on Add button at the bottom of the form.

Find Out More


Setting up Work Location (Outlet)

Step 1:
Click on the Outlet on the left-side menu

Step 2:
To add a new outlet, click on +Add Outlet at the top right side of the page.

Step 3:
Type in Name of outlet, description, outlet address, range you want to allow to check-in/check-out from the outlet, set location of the outlet (you can drag the ping on the map to set your location, Phone number, fax number, email address, outlet logo and select an option either to show a radius or distance from the outlet allowed to check-in/check-out from work location (outlet)..

Step 4:
Click on the Save button to save the outlet.

Step 5:
To update any field, click on the field and edit it and then Save the changes if you wanted to keep the changes.

Find Out More


Create Staff Account

To create staff profiles, we have two options.

  • Create Profiles Manually
  • Import staff list to create profiles in a bulk using a template provided
Create Profiles Manually:

Step 1:
Click on the Staff list on the left-side menu

Step 2:
Click on +Add employee and fill up employee details on General, identification, Contact info, Employment and Payslip tabs and click on Save to save the staff profile.

Step 3:
There are three categories of the staff, Admin, Manager and Staff. A brief right of each category is described below,

  • Admin
    has control over all the modules e.g. creating new outlets, leaves, staff profiles etc. Admin is also able to amend existing settings and staff profiles. Admin gets an overview of everything and can access any profile and approve/reject any request like leave application and check-in/check-out from any employee in the company. From an admin account, we can export/import all the available data in .csv file format.

  • Manager can approve/reject requests like leave applications and check-in/check-out of the employees reporting to them and cannot access any profile to amend. Managers can also create rosters for the staff reporting to them.

  • Staff can check-in/check-out from specified work location (outlet), apply for leaves, view leave balance and view our own account information. From staff account, we can also see the names and contact details of other colleagues working in the same outlet. Staff account does not have any rights to amend/update/change any data or information even in their own profiles.

Step 4:
To update employee information, click on the profile, update the information and click Save.

Find Out More


Create Staff Accounts in Bulk

Step 1:
Click on the Staff list on the left-side menu

Step 2:
Click Select Import Option and then click on Import Users.

Step 3:
Download the template file by clicking on the Download button

Step 4:
Open the downloaded CSV file, remove the sample data on it, update the file with you staff details and save the file in .csv (comma delimited) format.

Step 5:
On Carbonate staff list module, click on the Import Option and then click on Import Users.

Step 6:
Click on Attach CSV, select the saved file from your computer and click open.
The system will start the import and create staff account automatically.

Find Out More


Update Information of Staff on Carbonate HR app

Step 1:
Click on the Staff list on the left-side menu.

Step2:
Click on the Search to search by user/staff.

Step 3:
Click on the staff profile and update any information you wish to.

Step 4:
Click the Save button to save the updated information.

Find Out More


Export Staff Employment Details

Step 1:
Click on the Staff list on the left-side menu

Step 2:
Click Select Export Options and then click on Export Users.

Step 3:
Select Outlet(s) or All outlets and Select particular employee(s) or All employees.

Step 4:
Click on Download button and a file will be downloaded on your computer.

Find Out More


Daily Attendance

Step 1:
Download the Carbonate mobile app for Android devices by going to google play store and on iOS devices go to iTunes and search for Carbonate HR and download the app to install on your mobile devices.

Step 2:
Log in to the mobile app, using your username/mobile number and password given by your HR admin or the one you used to create the account on Carbonate.

Step 3:
Once you have reached to your work location(Outlet) and you are in the allowed range of premises by the HR admin, you will see the Check-in button blue, else, it will be grey. Touch on the blue “Check-in” button.

Step 4:
To check out from work, open the app on your mobile device and touch on blue “Check-out” button on your mobile phone screen. Please note that you will only be able to check-out from your work location (Outlet) and within the allowed range of premises set by your HR admin.

Find Out More


Attendance Management

Step 1:
Login to your Carbonate account on a desktop computer with Manager or Admin rights.

Step 2:
Click on the Attendance on the left-side menu.

Step 3:
If you are a manager, you will need to daily approve all the Check-ins and Check-outs of all the employees report to you.
If you are an Admin, you will see all the employees Check-ins & Check-outs working for the company. You can approve the requests if you wish to.

Step 4:
If there are any discrepancies in the check-in or check-out of any staff, log in with Admin account, scroll down on the attendance page, click on See all on the right side of the page in form of Recent History.

Step 5:
Search the name of the employee by typing in the search bar at the top of the page, scroll to the attendance entry you want to correct and click on the edit button at the right side of the page in front of the wrong entry.

Step 6:
Correct the date/time of the check-in/check-out and click on Save button at the bottom to save it.

Step 7:
In case someone missed to check-out, you will be able to see it in Missed Check-outs which can be accessed at the top, next to Recent Requests

Step 8:
Select the correct date and time of the check out of the employee and click on Check out button next to it.

Find Out More


Missed Checkouts

Step 1:
Login to your Carbonate account on a desktop computer with Manager or Admin rights.

Step 2:
Click on the Attendance on the left-side menu.

Step 3:
Click on Missed checkouts at the top of the page.

Step 4:
correct the time and date the staff was supposed to check-out from work

Step 5:
Click on Check OUt button next to the entry

Find Out More


Correction of Attendance

Step 1:
Login to your Carbonate account on a desktop computer with Manager or Admin rights.

Step 2:
Click on the Attendance on the left-side menu.

Step 3:
Search for the name of the staff by typing in the search bar at the top of the page.

Step 4:
Scroll down to the Attendance Request History section and locate the attendance you wich to correct.

Step 5:
Click on the Edit button next to the attendance entry you want to correct.

Step 6:
Make correction to the data and click on Save button at the bottom.

Find Out More


Export Attendance Records

Step 1:
Login to your Carbonate account on a desktop computer with Manager or Admin rights.

Step 2:
Click on the Attendance on the left-side menu.

Step 3:
Click on Select export option on the top right side of the page and click on Export attendance data.

Step 4:
Select Outlet(s)/All (Outlets), Select employee(s)/All (employees) and the date range you want to export the data of and click Download.

Find Out More


Company-wide Leave Set-up

Step 1:
Login to Carbonate with Admin account.

Step 2:
Click on Settings on the left side menu.

Step 3:
Click on leave tab at the top of the settings page.

Step 4:
Click on +add leave type below the leave type section.

Step 5:
Type in the leave title and implement other leave policies related to this new leave type.

Step 6:
Click the Save button at the bottom of the form to create new leave type.

Find Out More


Update Individual Staff's Leaves

Step 1:
Login to Carbonate with Admin account.

Step 2:
Click on Staff list on the left side menu.

Step 3:
Search for the staff name in by typing the name of the staff in the search bar at the top of the page.

Step 4:
Click on the edit button or on the staff name.

Step 5:
Under the General tab, scroll down towards the bottom of the page to the leaves section.

Step 6:
Click on the box in front of the leave type to update the allotted leave.

Step 7:
If you wish to delete the leave type, click on the X sign in front of the leave type you want to delete.

Step 8:
If you want to create a new leave type, dedicatedly for this staff, click on +add leave type located on the right side of the form in the leaves section.

Step 9:
Click on the Save button at the bottom of the page to save the changes.

Find Out More


Leave Application and Management

Step 1:
Click on Leave on the left-side menu.

Step 2:
To apply for a leave, click on Apply for Leave at the top right of the page.

Step 3:
Fill in the form fields, select leave type, if the leave is of full-day or half-day or hourly, start and end dates of leave and click on Save.

Step 4:
If this leave was applied by a staff who reports to you, it will be shown in the leave application list.

Step 5:
You may approve or reject the leave application.

Find Out More


How to Cancel or Edit Leaves on Carbonate

Rules:

  • Leave can be Cancelled or Edited while it is pending for approval. Once it is approved, you can only cancel it but to edit the leave, contact your reporting manager.
  • You cannot edit a cancelled or declined leave. Only reporting managers and admins can edit approved and pending leave records regardless on which date the leave falls.
Leave Cancellation

Step 1:
Login to the Carbonate HR app and click on Leave.

Step 2:
If it is a leave application of a staff reporting to you or you have Admin rights, simply, reject the leave application by clicking on the Red Cross in front of the leave you want to cancel.
And if you want to cancel your own leave, click on Personal and then click on Cancel.
On mobile devices, you can swipe to the left to cancel the leave.

Leave Amendment

Step 3:
Search for the user by typing the name in the search field.

Step 4:
Click on the View Details button below the leave type you wish to amend/update

Step 5:
Update the information in the form and click on Edit button at the bottom of the form to save it.

Find Out More


Export User Leaves

Step 1:
Click on Leave on the left-side menu.

Step 2:
Click on the Select Export Option at the top right of the page.

Step 3:
Click on Export Users Leaves from the drop-down list.

Step 4:
If you wish to export leaves records for all the users of all the outlets, select All for both the fields.
If you need to export leaves of any particular outlet, select the required outlet from the Outlet drop-down list and keep All in the Employee drop-down list.
If you require to export any specific user’s leaves records, look for the employee in the Employee drop-down list.

Step 5:
Select dates From & To from the calendar.

Step 6:
Click on Download button and Carbonate will initiate the download of the file/report.
Please ensure to allow Pop-ups and Downloads in the browser settings.

Find Out More


Export Leave Balance

Step 1:
Click on Leave on the left-side menu.

Step 2:
Click on the Select Export Option at the top right of the page.

Step 3:
Click on Export Leaves Balance from the drop-down list.

Step 4:
Carbonate will initiate the download of the file/report.
Please ensure to allow Pop-ups and Downloads in the browser settings.

Find Out More


Import Users Leaves

Step 1:
Click on Leave on the left-side menu.

Step 2:
Click on the Select Import Option at the top right of the page.

Step 3:
Click on Import Users Leaves from the drop-down list.

Step 4:
Download the Sample File

Step 5:
Please follow the examples format to populate the data in the file and remove the unwanted entries from the datasheet.

Step 6:
Save the updated file in .csv format (Comma delimited or comma separated)

Step 7:
Follow the steps 1, 2 & 3, click on Attach CSV and select the updated saved .csv file from your computer and click on Open in the new dialogue window.

Find Out More


Import Leave Balance

Step 1:
Click on Leave on the left-side menu.

Step 2:
Click on the Select Import Option at the top right of the page.

Step 3:
Click on Import Leave Balance from the drop-down list.

Step 4:
Download the Sample File

Step 5:
Please follow the examples format to populate the data in the file and remove the unwanted entries from the datasheet.

Step 6:
Save the updated file in .csv format (Comma delimited or comma separated)

Step 7:
Follow the steps 1, 2 & 3, click on Attach CSV and select the updated saved .csv file from your computer and click on Open in the new dialogue window.

Find Out More


Create or Update Individual Roster

Step 1:
Click on Rostering on the left-side menu.

Step 2:
Click on +create task or double click on the box in front of the employee, below the date on which you want to create a roster for.

Step 3:
Select the Outlet from the drop-down list, choose the dates and duration of the roster.

Step 4:
Select the days you want this roster to be repeated on (It will be only between the dates you have selected).

Step 5:
You may add tag and notes to the roster.

Step 6:
To edit the roster, click on the edit button on the existing roster.

Step 7:
Edit the dates, time, duration, tags and notes as you may wish and click on Save button in order to update the roster.

Find Out More


Create Bulk Rosters Using Template

Step 1:
Click on Rostering on the left-side menu.

Step 2:
Click on Select Import Option and click on Import Rosters.

Step 3:
Click on the Download to download the sample file.

Step 4:
Open the downloaded file and delete the sample data in the file and update the file with actual data.

Step 5:
Save the update file in .csv (comma delimited) format.

Step 6:
Repeat step 1 and 2.

Step 7:
Click on Attach CSV button and select the saved file of rosters on your computer to create rosters in bulk on Carbonate.

Find Out More


Generate Individual Payslip

Step 1:
Click on Staff list on the left-side menu.

Step 2:
Look for the staff you want to create the payslip by typing the staff name in the search bar.

Step 3:
Once you have located the staff profile, click on it to open the profile.

Step 4
Review staff information, NRIC/FIN, Nationality, etc. Also check basic salary, allowances/deductions, OT pay rate, commissions etc.
Update the data and click on the save button on each tab.

Step 5:
Click on the Payslip tab at the top of the profile.

Step 6:
Fill in all the salary information and click on Generate report at the bottom of the payslip page.

Find Out More


Generating Bulk Payroll

Step 1:
Click on the Payroll on the left-side menu.

Step 2:
Select the month for which you want to generate the payslips.

Step 3:
You can Add all employee to the list or you can create payslips for the selected employee.

Step 4:
Once you have a final list of the employees, click on edit pay Items at the top of the page.

Step 5:
There are total of 4 tabs,

  • Fixed allowances/deductions
  • Other allowances/deductions
  • Post CPF additions/deductions
  • Review payslips

You may add/deduct different types of allowances, Commissions, overtime, etc. on these tabs.

Step 6
You may export the paysroll summary before you generate the payroll. Click on the Export data button on the right side of the page.

Step 7:
Click on Generate payslips at the top right of the page to view all the paylsips.

Step 8:
Click on Download All to download the payslips.

Step 9:
Once the payslips are generated. To notify and send payslip attached in an email, click on Payslip History, select the dates and staff from the drop-down list then click Search. You may select single, multiple or all staff by clicking on the check boxes next to each staff to send email notifications along with the payslips attached. You may also download the selected payslips in PDF format on your machine.

If any payslip is incorrect, go to Payslips History, Look for the payslip by applying the filters and click on the delete button in front of the payslips you wish to delete.

Find Out More


Generate CPF file for e-Submission

Step 1:
Click on the Payroll on the left-side menu.

Step 2:
Click on Select file generate option on the top right side on the page.

Step 3:
Click on Generate CPF text file in the drop-down list.

Step 4:
Complete the form by selecting the hiring company, contribution month, year and rest of the form.

Step 5:
Click on the Generate button at the bottom of the form to generate the CPF e-submission file.

Additional information:
Once you have generated the CPF e-submission file, please log in to your CPF submission portal and upload the file. The CPF contribution of each staff will be listed out for your review.

Find Out More


Claim Submission and Processing

Claims Submission

Step 1
Go to payroll module by clicking on Payroll on the left side menu

Step 2
Click on the +Add Calaims button at the top right corner of the page

Step 3
Type in the title of the claim and select the claim apporving manager

Step 4
Click on Add new claim button and add details of each claim entry

Step 5
Attach the receipt as a proof of each entry. (You may attach multiple receipts)

Step 6
Click on the send button to submit the claim.

Claims Approval

Step1
Click on Payroll on the left menu.

Step 2
Click on the claims button at the top right side of the payroll page.

Step 3
On this page, you will see all the claims submitted to you for your approval. Click on Details next to the claim you want to handle.

Step 4
Click on the view document button if you want to review the receipts of the claim.

Step 5
Click on the currency code if you wish to change the currency. This will open up another page.

Step 6
Apply the conversion rate of your own

Step 7
Click on the check box next to each claim item you want to approve.

Step 8
Accept, Settle and/or Reject the claims.

Find Out More


Generate Bank GIRO File for OCBC

Step 1:
Click on the Payroll on the left-side menu.

Step 2:
Click on Generate GIRO file at the top of the page.

Step 3:
On the form, select Hiring Company, type in Company Account Number, Contribution Month, Execute Transaction Date (Salary transfer date), Company bank Code (Swift code), Your Reference and on behalf of and click on Generate button at the bottom to generate OCBC bank GIRO file.


Create NS Pay Claim From

Step 1:
Click on the Payroll on the left-side menu.

Step 2:
Click on NS Pay Claim Form at the top of the page.

Step 3:
Select the NS men, Select Certifying Officer, NS start and end dates, CPF Submission No. (CSN) and Company address and click on the generate button at the end of the form to create the NS pay claim form.


Generate IR8A Forms

Step 1:
Click on the Payroll on the left-side menu.

Step 2:
Click on IRAS at the top of the page.

Step 3:
Select all the employees you wish to generate the IR8A form.

Step 4:
Click on Generate IR8A at the top right corner of the page to generate the IRAS IR8A form.


Data sync from Carbonate to Xero

Step 1:
Login to Carbonate with admin account.

Step 2:
Click on the Payroll on the left side menu

Step 3:
Click on "Payslip History" at the top right side of the page

Step 4:
Click on "Connect to Xero" button of the right side of the page

Step 5:
Login to your Xero account and allow Xero to connect with Carbonate

Step 6:
Filter and select the payslips you wish to sync with Xero

Step 7:
Click on "Sync with Xero invoice bill" button

Step 8:
You shall see a success message at the top of the page once the sync is complete

Find Out More


Staff Appraisal Set-up

Step 1:
Click on Review Appraisal on the left-side menu

Step2:
To set-up the appraisal first time, click on Start setup button

Step 3:
Select the dates for the following cycles of appraisal,

  • Submission Period
  • The staff will have to complete and submit their appraisal within the dates you select for this cycle of appraisal.
  • Staff will add their own Key Performance Indicators (KPIs)
  • Staff will rate themselves for each KPI
  • Staff will complete the Success factors and rate themselves
  • Staff will get a notification when the appraisal starts
  • Staff will be reminded to submit the completed appraisal form as the end dates approach closer and on the end date of the submission cycle
  • Reporting officer (RO) may intervene to assist the staff to complete the form by adding comments which can be kept hidden of making visible to the staff

  • Review Period
  • RO will be notified when the review cycle starts
  • In “Review Period” Reporting Officer will review the KPIs added by the staff and Success factors added by the Management
  • RO will rate each KPI added and success factors
  • RO may add comments for each KPI and may choose to keep hidden or visible to the staff
  • RO will have to complete the review before the review period ends
  • RO will be reminded if there are pending reviews to be completed
  • The comments will always be visible to the Admin

  • Appraisal Finalization Period
  • Selected management (in most cases the HR Manager) will be prompted when the finalization period starts
  • Management will add their final rating to each KPI and success factors
  • Management may initiate communication with the RO by clicking on Invite button

  • Communication Period
  • In this phase of appraisal, Management and RO communicates to add Final P Rating to the appraisal
  • This Final P Rating will decide the overall performance of the staff
    Final P rating will overwrite the average performance rating
  • If the Management and RO agrees upon the average rating, they may decide not to add the final P-rating

Step4:
Click on Add Success factors from the top of the page

Step 5:
Type-in the Success factor title and points of Success factor

Step 6:
To add more points to the same success factor, click on Add Points. You can add as many as point you want.

Step 7:
To add another success factor, click on Add Success Factors. By repeating Steps 1, 2 and 3, you can add up to 5 success factors.

Step 8:
Once all the success factors are added, click on the save button to save the list of success factors.


How to Create Announcements

Step 1:
Click on Announcements on the left-side menu.

Step 2:
Click on New Announcement at the top right of the page.

Step 3:
You may choose to send this announcement to all the employees in the company, employees of a specific outlet or to the selected employee

Step 4:
Look for the employee from the drop-down list

Step 5:
Select the option when you want the employee to see this announcement. You may choose to send it immediately, upon check-in or upon check-out from work location.

Step 6:
Write some good words to them in the description.

Step 7:
Click on Save to send it through.


Still need assistance? No worries!
We would love to help you. Feel free to write us at support@carbonateapp.com
Or click on the "Report bug" in the right bottom corner and write your questions to us.

OIR

Aneeq Khan

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