Features in Detail | Scarlet Sails HRM

Module 01

Time & attendance

The heart of the system. Everything downstream stands on the hours closed here.

Daily timesheet

A detailed grid per employee per day, showing the full basis for every calculated hour.

Assigned shift, scheduled start and end
Actual punches: in, out to break, back from break, out, overtime in, overtime out
Day type: normal, weekly rest, public holiday, company rest day
Worked hours, leave hours by symbol, overtime tiers and night overtime
Lateness, early leave and other deductions
Adjustment columns beside the actual columns; editing one cell writes only that cell

Monthly timesheet

A period summary in the D01–D31 grid layout HR teams already know.

Daily attendance symbol for each day on one row
Standard hours, actual hours, overtime tier totals, night hours
Total lateness, total early leave, total payable days
Leave detail broken down by leave type
Excel export matching the columns shown on screen

Raw punches and device logs

The source layer you fall back on when a number is disputed.

Raw device logs kept untouched, separate from processed data
In/out screen allows editing punch times inline
Card and device numbers managed per employee
Error queue for logs with no matching employee, bad format, or an unregistered device

Period control

Closed means closed.

Locking a period blocks every write: edits, approvals, imports, leave and overtime
Edit log stores before and after snapshots with user, timestamp and reason
Per-employee monthly confirmation
Anomaly alerts: missing hours, unpaid leave, repeated lateness, unusual overtime

Module 02

Shifts & work calendar

Most attendance software breaks here, on night shifts and shifts crossing midnight. This is the most carefully built part.

Shift definition

Start, end, night shift, and a flag for shifts running into the next day
Mid-shift break plus two secondary breaks
Standard hours recalculated from the window and breaks
Grace minutes allowing limited lateness

Overtime rules per shift

Pre-shift and post-shift overtime toggled independently
Separate minute threshold per direction, so a few minutes lingering is not counted
The point where paid overtime starts is separate from where a punch is recognised
Minimum and maximum hours countable for one overtime stretch

Punch collection window

Hours before start and after end within which punches count
Only scans inside that window are considered for the day
Prevents borrowing punches from the adjacent shift when three shifts run back to back

Shift assignment

Assign per employee or per department, selecting blocks of days by dragging
Shift groups with rules by department tree, position, title, weekday and rotation day
Clear precedence when several rules match

Automatic shift suggestion

Infers the shift for each day from the first and last punch
A confidence score per day; below threshold it skips rather than guesses
By default it never overwrites a manually assigned cell

Work calendar

Weekly rest days, public holidays and company rest days declared per year
Day type determines which overtime tier applies
Attendance periods defined monthly with their own start and end dates

Module 03

Leave & overtime

Leave

Leave symbols declare whether they are paid, whether they count toward insurance, and their monthly and annual limits
Matrix registration: select a block of employee × day cells and apply a symbol in one action
Full day, first half, second half
Annual balance tracking: carried over, used, remaining, encashed
Multi-level approval with a central pending queue
Excel import for bulk registration

Overtime

Registered in advance per employee and time range, with a reason
Registered overtime reconciled against actual punches
Tiers separated by normal day, rest day, holiday and the night portion of each
Caps configurable per day type, per month and per year
Exceeding a cap either blocks the request or raises a warning, per company policy
Excel import and bulk approval

Missing punch correction. A worker who forgot to scan can raise a correction request on their phone, approved by their manager on web or mobile. Approval writes a valid punch flagged as manual — the raw device log is never edited.

Module 04

Payroll

The engine runs a declared formula set, not hard-coded logic.

Inputs

Base salary with effective-dated history
Salary grades per company, linkable to positions
Allowance and deduction assignments per employee with validity ranges
Shared and company-specific parameters
Hours taken straight from the closed monthly timesheet
Salary advances: create an advance period, lock it, and the deduction flows into payroll

Formula engine

One formula set per company, always with an effective date
Multiple versions over time with no overlapping windows
Runs in sequence: allowances, hours-based pay, overtime, insurance, tax, net
Each step publishes its result for later steps to consume
Catalogue of suggested parameters and formula types when declaring rules

Output & delivery

Payroll register filtered by the multi-level department tree
One-page A5 PDF payslip, branded per company
Excel export with summary, department summary and detail sheets
Email delivery with a per-recipient send log

Period governance

Locking blocks recalculation, approval, setup changes and overlapping imports
Calculation snapshot capturing formulas, parameters and totals
Reconciliation: missing payslips, unapproved rows, negative net, hour mismatches
Payment batches built from approved payslips and marked as paid
Change log across payroll setup

Salary masking. A user flagged for salary masking sees zero in every money column and cannot export, print, calculate, approve or send. This is enforced at the server, not merely hidden in the interface.

Module 05

Personal income tax & social insurance

Annual tax finalisation

Annual batch snapshotting monthly income per employee
Progressive tax brackets and tax policy declared by year
Manual adjustments with an audit trail, plus anomaly warnings
Authorisation flow and employee confirmation through self-service
Import from external sources with a validation step before applying
Risk analysis driven by configurable rules
Report templates with configurable columns, Excel and XML export

Social, health and unemployment insurance

Enrolment records per employee
Contribution salary base by period
Increase and decrease records with reasons
Contribution periods and payment documents
Amounts calculated directly from the completed payroll run
Reconciliation report: missing books, missing registration, duplicates, amount gaps, floor and ceiling breaches

Module 06

Employee self-service

Runs in the phone browser, with dedicated Android and iOS apps.

Mobile check-in

GPS validation with a declared radius
Bound to the site WiFi network or a QR code
Failing the rule blocks the check or routes it for approval
Full audit log for HR review

Own hours

Monthly timesheet and daily detail
Punch history
Remaining leave from live data

Requests

Leave, overtime and shift requests
Missing punch corrections
Profile updates, written only after HR approval

Payslips & training

View and download own payslips
Study assigned course content
Take quizzes, graded server-side, with certificates

Module 07

Employee records & contracts

Employee records

Personal, organisational, job, contact and banking details
A 360 profile gathering everything related in one place
Digital personnel file with attachments by document type, issue and expiry dates
Dependants and tax relief records
Field-level change history

Employment contracts

Main contracts, annexes and renewals linked to their source
Print templates per contract type, auto-filled with company and employee data
Legal details and signatory declared per company
Alerts for contracts and probation periods nearing expiry
E-contracts with signatories, signing steps, signatures and an audit log

Employee movements

Transfers changing department, position, title, workplace and line manager
Resignation with handover, assets, payroll and insurance settlement, exit interview
Rewards and disciplinary records in one register, with printable decisions
Probation evaluation that updates the confirmation date on a pass
Onboarding and offboarding checklists split by responsible team

Also included: org chart, HR decision templates, labour ledger and statutory report layouts, plus a strategic group covering headcount planning, job descriptions, asset assignment and engagement surveys.

Module 08

Recruitment, training & performance

Recruitment

Requisitions and job postings with a public application page
Candidate records, CV files and CV analysis
Pipeline by stage, interview scheduling and scorecards
Offers with an approval step and recorded candidate response
Talent pools, employee referrals and duplicate detection
Consent tracking and data retention windows
Convert a hired candidate into an employee record

Training

Annual and quarterly plans with budget
Course catalogue, instructors, classes and attendance
Learning paths by role or compliance requirement
Lesson authoring, question bank and exams
Email invitations; learners study and take tests on their phone
Server-side grading with PDF certificates
Mandatory course tracking, overdue alerts and recertification
Content library supporting SCORM, xAPI, cmi5 and LTI

Performance

Review periods with locking, criteria sets and form templates
Scoring methods: manual, higher-is-better, lower-is-better, on-target
Rating scale configurable per company
Review workflow from draft to acknowledged, with bulk assignment
Monthly A/B/C ratings tied to the attendance period
Goals and OKRs, check-ins, 360 reviews, nine-box calibration, competency frameworks

Module 09

Project management & task assignment

Keep goals, delivery progress and ownership visible in one shared workspace.

Portfolio & progress

Project portfolio with status, progress, overdue work and items needing attention
View work as a Kanban board, list or Gantt timeline
Milestones, budget, start/end dates and priority

Assignment & collaboration

Assign one or more employees and add watchers
Break work into subtasks; add labels and checklists
Link dependencies to identify blocked work
Comments, attachments and an activity history on each task

Workload & time tracking

Track estimates, progress and logged hours by project and task
See assigned, watched or created work in “My Tasks”
Employees can view and update assigned work on mobile

Module 10

Time clocks & synchronisation

This is what lets the system work in a plant with an isolated internal network.

On-site agent

Installs as a Windows service on the network with the time clocks
Activated by code, with its own secret per agent
Collects logs on a cycle and sends a heartbeat to the server
Local queue holds logs when the link drops and resends when it returns
Deduplication at the agent, matching the server-side key
Agent version management and auto-update policy

Server-side control

Command queue: test device, sync now, reload config, read device clock, read device info
History of every sync run and its outcome
Dashboard covering device and agent health
Reports: sync by date, top failing devices, offline agents, devices with no logs, logs by branch

Device data backup

Back up users, card numbers, fingerprints and face templates to the server
Restore to a replacement device through a guided wizard
Full log of backup and restore operations

Support by brand

ZKTeco, Ronald Jack: full support — log download, connection test, device clock and info, backup and restore of users, fingerprints and face templates.
Database sources: read logs from the database of existing attendance software.
Hikvision, Dahua, Suprema: currently network reachability testing only; log reading requires additional integration for the specific model.

We state support per brand instead of claiming compatibility with every time clock on the market. If your device falls in the group needing integration, ask before signing so the timeline is explicit.

Module 11

AI Assistant for HRM data

A permission-aware assistant designed to help operators find the right data and review points faster.

See an AI demo

Three operational scopes

HR: summarize structure, workforce movement and records needing attention
Attendance: surface missing time, lateness, overtime and anomaly groups
Payroll: help trace inputs and investigate result differences
Responses can stream to the interface in real time

Permissions before AI

Each role can receive separate HR, attendance or payroll AI permissions
The assistant receives only data within the requester's allowed scope
It does not edit records, recalculate periods or approve requests automatically
Accountable users retain the final decision

Model and cost control

Configure providers and models independently by operational scope
Use OpenAI-compatible endpoints or private models through Ollama
Monitor provider readiness, request volume and token usage
Keep AI inside private infrastructure when data policy requires it

AI is an assistance layer, not a black box replacing operators. Scarlet Sails favors scoped answers, evidence to review and a clear handoff to the person responsible for the next action.

Module 12

Administration, permissions & integration

Book a demo

Permissions

47 function permission groups, with web and mobile rights separated
Data scope: all, by company, by department tree, direct reports, self only
Masking of salary, bank details and identity documents by role
Users mapped to specific companies

Approval workflow

Configure who approves whose requests, by request type, scope and level
Sequential levels; a request closes only at the final approval
One queue collecting everything waiting on that person
Step-by-step approval log

Configuration without code

Grid columns per company: hide, relabel, reorder, lock
Users save their own filters and named views
Automatic numbering for records, contracts, decisions and other documents
In-app user guide, editable in place

Audit

Field-level change log
System error log readable from the interface
Active session and login history tracking

Integration

Public REST API with API keys and rate limiting
Signed webhooks for employee, leave, overtime, payroll and sync events
n8n connection for workflow automation
Email and mobile push notifications
Excel import and export across most master and transactional data

Reporting

A dedicated reporting store, separated from live business tables for query speed
Data source declaration and report templates
Refresh per company and per period
Excel export; payroll has its own multi-sheet report layout

One system for the complete employee lifecycle