Crew HRMS HRMS Operations Manual
The authoritative reference and knowledge base for administrators, HR managers, and employees operating the Crew HRMS platform. Covers end-to-end procedures for employee management, statutory payroll compliance (US & India), geofenced attendance tracking, and government filing operations.
System Architecture & Access Control
Crew HRMS operates on a single-tenant database architecture where each client organization is assigned an isolated PostgreSQL instance. Access is governed by strict Role-Based Access Control (RBAC) across three primary personas:
| Persona Role | Access Boundaries | Key Privileges |
|---|---|---|
| Super Admin (C-Level) | Full Workspace Read / Write | Run payroll batches, revise salary packages, provision tenants, approve override logs, export NACHA/ECR files. |
| Manager (Dept Head) | Department Scope + Direct Reports | Approve leave requests, review expense reimbursement claims, manage shift rosters, verify timesheets. |
| Employee (Self-Service) | Personal Scope Only | Punch attendance timers, file leave applications, submit tax declarations, download monthly payslips. |
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Employee Directory & Profile Management
The Employee Directory serves as the single source of truth for organizational records. Administrators can onboard new team members via individual wizards or bulk CSV uploads.
📋 Personal Identification & PII
Stores full legal names, employee IDs, personal email addresses, emergency contact phone numbers, and physical residential addresses.
💼 Employment Metadata
Tracks department allocations, official designation titles, reporting manager links, work locations (Bangalore HQ, US Branch, Remote), and joining dates.
⚖️ Statutory KYC Numbers
Securely stores Indian PAN and Aadhaar details or US Social Security Numbers (SSN) required for tax withholding reports.
Interactive Organization Structure
The Org Structure module dynamically renders the complete company hierarchy from real-time employee data. It features interactive SVG nodes displaying department heads, direct report counts, and reporting connections.
managerId to prevent orphaned nodes in the organogram and ensure leave/expense approval routing works correctly.
Geofenced Attendance & Punch System
Crew HRMS features an automated punch timer enforcing physical location verification and IP tracking:
📍 Geofence Radius Verification
When selecting Work From Office (WFO), the app checks browser GPS coordinates against office perimeter limits (e.g. 500m around Bangalore HQ).
🌐 IP Address Logging
Captures client IP addresses on every check-in/check-out action to verify remote vs office network connections.
📝 Attendance Regularization
Employees can submit correction requests with explanations for missed punches. Managers review and approve regularizations in real time.
Shift Scheduler & Roster Planning
Manage multi-shift operational schedules across teams with built-in conflict detection and weekly hours tracking:
| Shift Preset | Standard Hours | Target Coverage |
|---|---|---|
| General Shift | 09:00 AM – 06:00 PM (9 hrs) | Standard Corporate & Support Staff |
| Morning Shift | 06:00 AM – 03:00 PM (9 hrs) | Early Operations & Maintenance Teams |
| Night Shift | 10:00 PM – 07:00 AM (9 hrs) | Global Infrastructure & 24/7 Monitoring |
Leave Management Suite
Automates leave accruals, requests, and ledgers across standard leave categories:
🌴 Casual Leave (CL)
Allotted for personal urgent work. Default allotment: 12 days / year (credited monthly).
🤒 Sick Leave (SL)
Allotted for medical reasons. Default allotment: 12 days / year. Requires documentation for >2 consecutive days.
✈️ Earned Leave (EL)
Privilege leaves accumulated based on completed work days. Can be encashed or carried forward.
Timesheet & Task Tracking
Employees log daily project hours directly linked to active project tasks. Timesheet entries roll up into monthly project cost reports for client billing analysis.
Statutory Payroll Engine (US & India)
The statutory payroll engine automates complex tax calculations and statutory deductions based on active region compliance mode:
🇮🇳 India Compliance Rules
| Component | Calculation Rule | Statutory Ceiling / Limits |
|---|---|---|
| Employee PF | 12% of Basic Salary | Statutory ceiling ₹15,000/mo (Optional higher voluntary PF) |
| Professional Tax (PT) | Flat ₹200 / month | ₹2,500 annual state cap (₹300 in Feb for Maharashtra/Karnataka) |
| Income Tax TDS | Computed on Old vs New Regimes | Supports Sec 80C (₹1.5L), 80D (₹75k), HRA exemptions, Sec 24b |
🇺🇸 US Statutory Compliance Rules
| Tax Component | Employee Deduction | Employer Liability |
|---|---|---|
| Social Security (FICA) | 6.2% up to $168,600 cap | 6.2% match ($10,453.20 max) |
| Medicare (FICA) | 1.45% (Uncapped) + 0.9% >$200k | 1.45% match (No match on 0.9% add-on) |
| FUTA / SUTA | $0 (Employer Tax) | FUTA 0.6% on first $7k ($42 max) + SUTA ~2.7% |
| Federal & State Income Tax | Progressive IRS W-4 Brackets + 50-State Rates | Withheld from employee gross pay |
Bank & Government Filing Exports
Upon completing a monthly payroll batch in Step 4 of the payroll wizard, administrators can export official bank disbursement and government filing files:
🇺🇸 NACHA Direct Deposit (.ACH)
Generates standard 94-character fixed-length payment files accepted by all US commercial banks for ACH Direct Deposit transfer processing.
📄 IRS Form 941 Helper
Calculates quarterly federal tax return summary totals (Total Wages, FIT Withheld, Social Security & Medicare taxes) for IRS filing.
🏦 India Bank CSV (HDFC / ICICI)
Generates pre-formatted bulk salary disbursement CSV files matching HDFC corporate banking and ICICI NFT format specifications.
🏛️ EPFO ECR File (.TXT)
Generates Electronic Challan cum Return text upload files formatted with UAN, EPF Wages, EPS Wages, and contribution splits for the EPFO portal.
Encrypted Document Vault
The Document Vault maintains a dual-repository structure:
- Shared Repository: Company handbooks, safety guidelines, NDA templates, and office policies visible to all team members.
- Personal Statutory Repository: Confidential files (Offer Letters, Form 12BB declarations, Form 16 statements, KYC verification slips, W-4 forms) visible only to the individual employee and HR Admin.
Expense Claims & Reimbursements
Employees file claims for travel, internet, client entertainment, or office supplies with receipt image/PDF attachments. Managers review, approve, or reject claims, which are automatically added to the next payroll batch reimbursement line item.
Helpdesk & IT/HR Ticketing
Internal support system for employees to file tickets under HR, IT, Finance, or General Operations. Tickets feature priority tagging (Low, Medium, High, Critical), resolution SLA tracking, and status logs.