NepalHRM Training Manual.

A role-based curriculum your team can self-pace after the live training sessions on Day 5 of onboarding. Five learning tracks, 21 lessons, each one with hands-on exercises and a knowledge check. Re-usable indefinitely for future hires.

How to use this manual

1. Find your role under Learning paths and follow the lessons in order.

2. Every lesson has a hands-on exercise on your real workspace — finish it before moving on.

3. Check the knowledge check at the end of each lesson; if you can't answer it, redo the exercise.

4. The cheat sheets, scenarios, and glossary are for ongoing reference — keep them bookmarked.

5. After completing your track, request certification from your HR Admin — it's a 10-minute online check.

1. Learning paths

Pick the track that matches your role. Estimates assume self-paced study with practice on your real workspace.

Required

HR Admin

For HR managers and HR executives who run the workspace
6 lessons ~ 5 hours Certification required
  1. Navigating the workspace
  2. Employee lifecycle
  3. Leaves & attendance
  4. Performance & disciplinary
  5. Reports & audit log
  6. Configuration & permissions
Required

Payroll Officer

For finance / payroll team running the monthly payroll cycle
4 lessons ~ 4 hours Certification required
  1. Salary structures & components
  2. The monthly payroll cycle
  3. PF / CIT / SSF / eTDS outputs
  4. Loans, advances, reimbursements
Recommended

People Manager

For line managers and department heads
3 lessons ~ 90 min Light certification
  1. Approving leaves & overtime
  2. Team attendance & performance
  3. Helpdesk & announcements
Recommended

Employee (everyone)

For every employee on the platform
2 lessons ~ 30 min No certification
  1. Mobile app & self-service basics
  2. Leaves, payslips & reimbursements
Optional

IT / Systems Admin

For IT contact during onboarding and ongoing systems work
3 lessons ~ 2 hours Light certification
  1. Biometric devices & mappings
  2. SSO, permissions & access control
  3. Email deliverability & integrations
Optional

Train-the-Trainer

For your in-house champion who'll onboard new hires
3 lessons ~ 2 hours Light certification
  1. Re-running employee orientation
  2. Capturing exceptions & edge cases
  3. Knowing when to escalate to NepalHRM

2. HR Admin track

The most comprehensive track. Complete in order — later lessons assume earlier ones.

Lesson HRA-1

Navigating the workspace

45 min

Learning objectives

  • Sign in, switch between admin and personal views, and reset your password.
  • Identify the five module groups on the sidebar (People, Time & Attendance, Payroll, Workplace, Administration).
  • Open the global search and find any employee, ticket, or document in under 5 seconds.
  • Read the dashboard tiles and know which one drives which action.

Content outline

  • The sidebar layout and module toggles.
  • Top bar: search, notifications, profile menu.
  • Dashboard widgets and what each one tells you.
  • Audit log entry every time you make a change — what gets recorded.

Hands-on exercise

  1. Sign in to your workspace.
  2. Use the global search (Cmd + K or Ctrl + K) to find your own employee record.
  3. Open the Notifications panel and dismiss one item.
  4. Switch to the Employee Self-Service view and look at your own dashboard, then return to Admin.
Knowledge check: Which module group contains "Loans"? (Answer: Payroll & Finance.) Where does the audit log live? (Administration → Audit Log.)
Lesson HRA-2

Employee lifecycle — hire to exit

60 min

Learning objectives

  • Add a single new employee end-to-end.
  • Run a bulk CSV import.
  • Trigger an onboarding workflow and watch it complete.
  • Process a resignation through Offboarding to clearance.

Content outline

  • Employee record structure: profile, employment, salary, leave balances, documents.
  • Onboarding stages — sequence, owners, tasks.
  • Resignation → Offboarding flow, exit interview, asset return.
  • Re-hire vs new hire — when to use which.

Hands-on exercise

  1. Add a sandbox employee "Test Hire 1" with today's hire date.
  2. Trigger the default onboarding workflow on that employee.
  3. Complete one onboarding task as the employee, one as HR.
  4. Submit a resignation for the same employee, then process offboarding to "Cleared".
  5. Delete the sandbox record after.
Knowledge check: Which field controls who sees the employee in their team list? (Answer: manager_id.) What gets blocked if Offboarding isn't completed? (Hint: payroll lock + asset clearance.)
Lesson HRA-3

Leaves & attendance — the daily ops

60 min

Learning objectives

  • Approve and reject leave requests with one click.
  • Regularise a missed punch.
  • Understand the Daily, Period and Summary attendance views.
  • Edit leave balances when needed (and why you usually shouldn't).

Content outline

  • Leave types, accrual, and approval chains.
  • Attendance: biometric vs web vs mobile vs manual source.
  • "Unmapped employees" pill — what it means, how to fix it.
  • Bulk regularisation for date ranges.

Hands-on exercise

  1. Find a pending leave request and approve it.
  2. Open Attendance / Daily and identify one row with a missing checkout.
  3. Regularise that row with a note.
  4. Open the Attendance Summary and export it to Excel.
Knowledge check: If the Unmapped pill shows 5, what's the fix? (Answer: open Devices & Mapping, link 5 employees to their device IDs.)
Lesson HRA-4

Performance & disciplinary

45 min

Learning objectives

  • Set up a performance period with objectives and reviews.
  • Record a disciplinary action with proper documentation.
  • Use the timeline view to see history per employee.

Content outline

  • Performance periods: mid-year, annual.
  • Objectives, KPIs, status flow (not started → in progress → completed).
  • Reviews: self, manager, calibration.
  • Disciplinary types and the verbal-written-final-termination ladder.

Hands-on exercise

  1. Open a sandbox employee, set up one objective with a due date.
  2. Move the objective from "Not started" to "In progress".
  3. Add a verbal-warning disciplinary action (with reason), then archive it.
Knowledge check: Who can edit a disciplinary record once created? (Answer: only HR Admins, and every edit is audit-logged.)
Lesson HRA-5

Reports & audit log

45 min

Learning objectives

  • Run the standard headcount, attendance and leave reports.
  • Filter by date range, department, location.
  • Export to Excel for distribution.
  • Read the audit log to investigate a change.

Content outline

  • Standard report library.
  • Filters, comparisons period-over-period.
  • Saved reports and scheduling (weekly auto-email).
  • Audit log filters: by user, by entity type, by date range.

Hands-on exercise

  1. Run a headcount report for last month, group by department.
  2. Export to Excel.
  3. Open the audit log, filter by "user: yourself" — confirm your actions appear.
Knowledge check: How do you investigate "who changed the leave balance of employee X"? (Answer: Audit Log → filter entity = LeaveBalance, search by employee.)
Lesson HRA-6

Configuration & permissions

60 min

Learning objectives

  • Create a new department, designation, location.
  • Define a new leave type and policy.
  • Add a user with the right role and permissions.
  • Toggle modules on/off without breaking active workflows.

Content outline

  • Permission groups: HR Admin, Payroll Officer, Manager, Employee.
  • Custom roles for unusual cases.
  • Module toggles — what they do and what they don't.
  • Settings → Company: legal name, PAN, timezone, locale.

Hands-on exercise

  1. Create a sandbox department "Test Dept".
  2. Add a sandbox user with the Manager role on Test Dept.
  3. Sign in as that user (private window) and confirm they can see only their team.
  4. Delete the sandbox user and department.
Knowledge check: What happens if you turn off the Performance module mid-cycle? (Answer: existing data is preserved, the module just hides from the sidebar; can be re-enabled any time without data loss.)

3. Payroll Officer track

Run the monthly payroll, generate government returns, manage advances and loans.

Lesson PAY-1

Salary structures & components

60 min

Learning objectives

  • Read a salary structure end-to-end.
  • Create a new structure with basic + allowances + deductions.
  • Add PF, CIT and SSF components with correct percentages.
  • Assign a structure to an employee and verify the next payslip.

Content outline

  • Salary components: types (earning / deduction / employer contribution).
  • Calculation formulas (% of basic, fixed amount, formula-based).
  • PF (10% + 10%), CIT, SSF, festival bonus rule.
  • Versioning — every revision creates a new structure version.

Hands-on exercise

  1. Open an existing structure and read every component aloud.
  2. Clone it as "Sandbox Structure".
  3. Add a custom "Meal Allowance" of NPR 1,000.
  4. Assign to a sandbox employee, run a preview payslip, confirm the NPR 1,000 appears.
Knowledge check: Which salary components contribute to PF base? (Answer: configurable per component — usually just Basic. Check each component's "PF applicable" flag.)
Lesson PAY-2

The monthly payroll cycle

75 min

Learning objectives

  • Create a payroll period and lock it at the right moment.
  • Run payroll, review variances vs last month, approve, and publish.
  • Generate the bank file in the format your bank accepts.
  • Handle late-arriving attendance corrections (post-publish).

Content outline

  • Period states: Draft → Locked → Approved → Paid.
  • Variance analysis vs previous period.
  • Bank file formats (NIC Asia, Nabil, NMB).
  • Off-cycle runs for terminations and corrections.

Hands-on exercise

  1. Open the latest payroll period.
  2. Run a preview, inspect the variance report for outliers.
  3. Drill into one employee with >NPR 5,000 variance vs last month — find the cause.
  4. Approve the period (do not publish in training).
Knowledge check: An employee resigned on the 12th — how do you handle their last payroll? (Answer: off-cycle final-settlement run, computes pro-rated salary + leave encashment + final dues.)
Lesson PAY-3

PF / CIT / SSF / eTDS outputs

45 min

Learning objectives

  • Generate each government return file from a closed payroll period.
  • Validate the file before submission.
  • Know the submission deadlines for each return.
  • Re-generate a return if data changes after first export.

Content outline

  • PF: EPF Office monthly return file format.
  • CIT: Citizen Investment Trust contribution report.
  • SSF: SSF return + employer contribution split.
  • eTDS: Annexure-10 ready, FY-aware (Shrawan to Ashad).

Hands-on exercise

  1. Open a closed payroll period.
  2. Download each of the four government returns.
  3. Open the PF file and confirm the total matches the on-screen "PF Employer Contribution" tile.
Knowledge check: When is the eTDS file based on the Nepali Fiscal Year vs the calendar year? (Answer: always Nepali FY — Shrawan 1 to Ashad end.)
Lesson PAY-4

Loans, advances & reimbursements

45 min

Learning objectives

  • Create a loan with EMI schedule.
  • Approve an advance request.
  • Process a reimbursement claim with receipts.
  • See how each one flows into the next payroll automatically.

Content outline

  • Loan types, interest rules, EMI generation.
  • Advances vs loans — when to use which.
  • Reimbursements: receipt upload, manager approval, payment trail.
  • How each component appears on the payslip.

Hands-on exercise

  1. Create a sandbox loan: NPR 50,000, 10 EMIs, zero interest.
  2. Confirm 10 EMI entries auto-generate.
  3. Approve a pending reimbursement claim.
  4. Run a preview payslip to see both components reflected.

4. Manager track

Quick — most managers complete this on their phone during a coffee break.

Lesson MGR-1

Approving leaves & overtime

30 min

Learning objectives

  • See your team's pending requests on the mobile app and web.
  • Approve, reject, or request more info — with a note.
  • Understand what happens after you approve.

Hands-on exercise

  1. Open the mobile app → My Approvals.
  2. Approve one pending leave request with a note.
  3. Confirm the requester gets a notification (ask them or check the email).
Lesson MGR-2

Team attendance & performance

30 min

Learning objectives

  • Open your team's attendance for the week and the month.
  • Spot patterns: late, absent, missing checkout.
  • Conduct a quick performance check-in within the platform.

Hands-on exercise

  1. Open Attendance → My Team (current week).
  2. Find one row with a late tag, click in, read the comment.
  3. Schedule a 15-min check-in with that employee from the Performance module.
Lesson MGR-3

Helpdesk & announcements

20 min

Learning objectives

  • Respond to a team member's helpdesk ticket.
  • Post an announcement to your department.
  • Use Messages to start a 1-1 with HR.

Hands-on exercise

  1. Post a one-line announcement to your team ("Test post — please ignore").
  2. Delete it.

5. Employee track

Two short lessons. Cover them in the orientation video on Day 5; this manual is the written reference.

Lesson EMP-1

Mobile app & self-service basics

15 min

Learning objectives

  • Download & sign in to the mobile app.
  • Clock in / out (if applicable to your shift).
  • Update your personal profile (phone, address, emergency contact).
  • Find your payslip, leave balance and team announcements.

Hands-on exercise

  1. Install NepalHRM from the App Store / Play Store.
  2. Sign in with your work email.
  3. Open My Profile → confirm your phone number is correct.
  4. Open Payslips → download your latest one.
Lesson EMP-2

Leaves, payslips & reimbursements

15 min

Learning objectives

  • Apply for leave with the right type and balance shown live.
  • Download payslips for any past month.
  • Submit a reimbursement claim with a photo of the receipt.
  • Raise a helpdesk ticket when you need HR's help.

Hands-on exercise

  1. Apply for a sandbox half-day casual leave for next month.
  2. Cancel the sandbox application.
  3. Submit a sandbox reimbursement of NPR 100 with any photo.
  4. Cancel the sandbox reimbursement.
Tip: Push notifications need to be turned on. iPhone → Settings → Notifications → NepalHRM. Android → App info → Notifications.

6. IT / Systems Admin track

For your IT lead. Pre-requisite is that the workspace is already provisioned.

Lesson IT-1

Biometric devices & mappings

45 min

Learning objectives

  • Add a new device by serial number.
  • Test connectivity and resolve firewall issues.
  • Map employees to device IDs (bulk and individual).
  • Read the device health page.

Hands-on exercise

  1. Open Attendance → Devices & Mapping.
  2. Verify all your devices show "Online" in the last 5 minutes.
  3. Map one previously unmapped employee.
Time-drift gotcha: If a device's clock is wrong by more than 2 hours, punches won't be accepted. Sync the device's clock via its admin panel before pairing.
Lesson IT-2

SSO, permissions & access control

45 min

Learning objectives

  • Enable Google Workspace or Microsoft Entra SSO.
  • Map SSO groups to NepalHRM permission groups.
  • Force MFA on admin accounts.
  • Audit who has admin access.
Lesson IT-3

Email deliverability & integrations

30 min

Learning objectives

  • Configure SPF, DKIM, DMARC for outbound payslip email from your domain.
  • Set up the API key for integrations (Slack, accounting).
  • Review webhook deliveries when something fails.
Why bother: Domain auth is the single biggest fix for "employees aren't receiving payslip emails". One-time setup, permanent payoff.

7. Cheat sheets

One-page references to print and stick on the wall.

Keyboard shortcuts

Cmd+KGlobal search
G then DGo to Dashboard
G then EGo to Employees
G then AGo to Attendance
G then PGo to Payroll
?Show all shortcuts
NNew (employee / leave / etc.)
EscClose modal / clear search

Payroll cycle (per month)

Day 25Cut-off: final attendance corrections
Day 26Lock period · review variances
Day 27Approve · generate bank file
Day 28Bank transfer · publish payslips
Day 1–5 (next mo.)File PF / CIT / SSF / eTDS

Leave types & defaults

Annual12 days · yearly upfront · CF up to 6
Sick12 days · yearly upfront · no CF
Casual6 days · yearly upfront · no CF
Maternity98 days · per event · paid
Paternity15 days · per event · paid
LWPLoss of pay · unlimited · zero-pay days

PF / CIT / SSF at a glance

PF — Employee10% of Basic
PF — Employer10% of Basic
CITConfigurable per employee (max 1/3 of salary)
SSF — Employee11% (typical, configurable)
SSF — Employer20% (typical, configurable)
eTDS slabsFY-aware, auto-updated each Shrawan 1

Support response times

P1 (Scale)1 hour · 24×7 phone
P1 (Growth)4 working hours
P2 standardNext business day
P3 minor2 business days
Feature requestLogged, prioritised quarterly

Common URLs

Appapp.nepalhrm.com
Helpnepalhrm.com/help
Support[email protected]
Sales[email protected]

8. Common scenarios — start-to-finish

Six real situations your team will hit. Step-by-step.

Scenario A

A new employee joins on the 15th of the month

Given: hire date in the middle of a payroll period, salary structure already exists.
  1. HR Admin → Employees → New Employee. Fill profile, employment, salary.
  2. Trigger the default Onboarding workflow.
  3. Run a preview payslip — confirm pro-rated salary for 16 days.
  4. Invite the employee to the mobile app from their record.
  5. Confirm their leave balance auto-pro-rates per policy.
Scenario B

An employee resigns mid-cycle

Given: resignation submitted, last working day in 30 days.
  1. HR Admin → Resignations → accept the request, set last working day.
  2. System triggers Offboarding workflow: asset return, clearance checklist.
  3. On the last working day, run final-settlement payroll: pro-rated salary + unused-leave encashment + dues.
  4. Generate experience certificate from the Documents module.
  5. Mark Offboarding Complete — employee record archives.
Scenario C

A manager goes on leave for 2 weeks

Given: pending approvals would pile up.
  1. HR Admin → Permissions → set a temporary delegate on the manager's approval queue.
  2. Delegate inherits the queue automatically.
  3. Manager returns → HR removes the delegation.
Scenario D

Payroll variance investigation

Given: one employee's salary is NPR 8,000 higher than last month.
  1. Open the employee's payslip preview.
  2. Use the "Compare to previous period" button — system highlights changed components.
  3. Cause is typically: missed overtime last month, salary revision, festival bonus.
  4. Confirm with the audit log → who changed what, when.
Scenario E

Biometric device goes offline

Given: device hasn't sent punches for 6 hours.
  1. Open Attendance → Devices & Mapping → identify the offline device.
  2. Notify IT (in-app helpdesk → IT category).
  3. IT restarts the device / restores network.
  4. Punches backfill from the device's internal log automatically once it reconnects.
  5. HR confirms reconciled attendance the next morning.
Scenario F

Audit / compliance request from the auditor

Given: auditor wants to see all salary changes in the last year.
  1. Administration → Audit Log → filter entity = SalaryStructure / EmployeeSalary, date range = last 12 months.
  2. Export to Excel.
  3. Each row shows: who, what, when, before-and-after value.
  4. Send the Excel directly to the auditor.

9. Glossary

Terms used inside NepalHRM and what they actually mean.

TermDefinition
Active employeeAn employee whose status is Active (not Resigned / Terminated / On Hold). Billing is based on the count of active employees on the last day of the month.
Approval chainThe ordered list of approvers a request (leave, overtime, reimbursement) flows through before being final-approved.
Audit logThe append-only record of every create / update / delete on a sensitive object. Captures user, IP, timestamp, before- and after-value.
Cut-offThe date in the payroll cycle after which attendance corrections are no longer accepted. Default: 25th.
CF (Carry forward)Unused leave balance that rolls over into the next year. Configurable cap per leave type.
DeviceEmployeeMappingThe link between a biometric device's employee ID and a NepalHRM employee record. Required for biometric punches to land in the right person's attendance.
eTDSElectronic Tax Deduction at Source. Generated as Annexure-10 file from each closed payroll period.
FYNepali Fiscal Year, Shrawan 1 to Ashad end (mid-July to mid-July).
HypercareThe first 30 days post-go-live during which the Implementation Lead is on a dedicated WhatsApp channel.
LWPLeave Without Pay. Counts as zero-pay days in payroll.
Off-cycle runA payroll run outside the standard monthly cycle — used for terminations, corrections, festival bonus.
RegularisationHR / manager correction of an attendance row that's missing a punch.
Source (of punch)Where a punch came from: biometric, web, mobile, manual, regularized. Visible per row on the Attendance page.
Unmapped employeeAn active employee not linked to any biometric device. Their punches can't be auto-attributed. Surfaced as a pill on the Attendance / Daily tab.
VarianceThe difference between this period's value and the previous one. Used in payroll review to spot outliers.

10. Certification

A short check that confirms your team can run their part of the platform unaided.

NepalHRM Operator Certification

After completing your track, take the 10-minute online certification. Results delivered immediately; certificate emailed to you and your HR Admin.

  • HR Admin — 20 questions covering all 6 lessons, plus 2 practical scenarios. Pass: 80%.
  • Payroll Officer — 15 questions + 1 practical reconciliation exercise. Pass: 85%.
  • People Manager — 10 questions, mostly multiple-choice. Pass: 70%.
  • IT / Systems Admin — 12 questions on devices, SSO, deliverability. Pass: 75%.
How to request the test: Email [email protected] with subject Certification request — <track>. We send the link within one working day. Certificates are valid for 12 months; recertification offered free.

NepalHRM · Yoddhalab Pvt. Ltd. · Kathmandu, Nepal · nepalhrm.com
This training manual is updated quarterly. Latest version: May 2026.