Getting Started

Getting Started with Ophillia HRMS

From blank slate to fully configured in 30 minutes. Follow these seven steps in order and you'll have GPS attendance, leave management and push notifications running by the end.

What you'll need

Company name, registered address and timezone
List of departments and designations in your organisation
Employee names, email addresses and departments
Shift timings (start time, end time, working days)
Approximate GPS coordinates of your work site(s)
Leave policy: how many CL and ML days per year

Set up your company profile

Log in as POWER_ADMIN and go to Settings → Company. Enter your company name, registered address, timezone, GST/PAN number and logo. If you are an NGO, also fill in the DARPAN ID, 80G registration number and FCRA number.

Set the correct timezone now — it affects all attendance timestamps and cannot be changed without re-emitting historical events.

Create departments and designations

Go to HR → Departments and add your organisation's departments (e.g. "Operations", "Finance", "Field Team"). Then go to HR → Designations and create the roles in each department (e.g. "Field Officer", "Accountant", "Manager").

Use short, clear names — they appear in attendance reports, expense approvals and notification messages.

Add your employees

Go to HR → Employees and click "Add Employee" or use "Import" to bulk-upload from a CSV. Each employee needs a name, email address, department and designation. Employees receive a welcome email with login instructions for the Ophillia Work PWA.

For NGOs: create VOLUNTEER role users separately — they get a trimmed app experience focused on clock-in and task completion.

Configure schedules and geofences

Go to Settings → Schedules and create your shift timings (e.g. 9 AM – 6 PM, Mon–Sat). Then go to Settings → Geofences and draw a boundary on the map around each of your work sites. Assign the correct schedule to each employee from their profile page.

For field teams spread across a city, create one geofence per site and assign employees to the relevant zone. Unlimited geofences are available on Growth and Enterprise plans.

Set up leave policies

Go to Settings → Company → Leave Policies. Set the number of Casual Leave and Medical Leave days per year. Enable or disable the sandwich rule. Click "Reseed Balances" to give existing employees their initial allocations. Employees will see their balance immediately in the PWA.

Configure push notifications

Go to Settings → Notifications to review the 22 event templates. Each is pre-configured with a sensible default message — you can customise the text. Enable "Absence Alert" to receive a push when an employee has not clocked in 15 minutes after their scheduled shift start.

Employees must tap "Allow" in their browser when first prompted for notification permission. They can manage preferences later from Profile → Notifications.

Test a clock-in and verify reports

Ask one employee to open the Ophillia Work PWA on their mobile device and clock in. Verify that the attendance record appears in HR → Attendance in real time. Check that the geofence triggered correctly. Run the Attendance Summary report to confirm all fields are populated correctly.

You can simulate a clock-in from outside the geofence using the "Override" mode in Settings → Geofences → Test Mode — useful for initial setup without needing to physically visit the site.

Next steps

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