Portal
Your team's front door to HDeBooks β punch in, check attendance, request leaves, see payslips.
What is Portal?
The Portal gives every employee their own front door to HDeBooks. They punch in and out from the clock terminal, check their attendance calendar, request leaves and view payslips β while admins run the team roster, approve requests, compute payroll and pull reports from the same place. A built-in call-center side lets agents log calls, manage leads and work follow-ups, and a full finance suite (expenses, income, accounts, P&L, balance sheet) runs the company money β all with role-based access, so each person sees only what they are allowed to.
What Portal does
Personal dashboard
Present days, leave days, pending requests and out-of-geofence punches β each employee's day at a glance.
Clock In terminal
Big green Clock In button β one tap to punch in and out, with selfie, GPS and IP recorded on every punch.
Geofence tracking
Only in-geofence clock-ins count as Present; out-of-geofence punches are flagged with amber warnings.
Attendance calendar
Monthly calendar β colour-coded days (green on time, red absent, amber leave, gray off day) with late time inside each day cell.
Leave requests
Leave requests with balances, admin approval view and leave-day totals.
Payslips
Monthly payslips employees can open and download themselves.
Team roster
The whole staff's daily Present/Absent status on one screen. Manual attendance rows tagged "Manual" on Team view, calendar and reports.
Employee directory
Departments, designations and salaries β the full roster with departments, designations, shifts and holidays managed in one place.
Payroll run
Per-month present, leave, absent, advance and net per employee, with one-click Print All Payslips. Salary advances recorded once and deducted automatically in payroll.
Employee ledger
Per-employee financial ledger with date-range selection β the full financial history next to HR.
ZKTeco biometric import
Upload your ZKTeco device's CSV export (up to 5 MB) straight into attendance β bulk-load punches, or correct a day with manual attendance entry.
Reports & anomaly flags
Attendance reports with date filters, export, and anomaly flags like "Missing out" when someone forgets to clock out. Reports open on today's date, and overnight clock-outs before 6 AM count toward the previous day's shift.
Call-center side
Agents log calls with contact, direction, disposition, duration and notes; manage leads by source and status; work a follow-up queue with overdue alerts. Lead action menu: Edit, Log Call, Mark as New / Contacted / Qualified / Won / Lost, or Delete.
Full finance suite
Expenses, income, accounts, assets, P&L, trial balance and balance sheet. Capital contributions tracked as equity β excluded from P&L income, not earnings. Double-entry journal and chart of accounts with letterhead logo on printed documents.
Role-based access
Admin, Viewer, and per-user finance permissions β you can only grant what you hold. Full app admins can grant anything; Portal admins can only grant finance capabilities they hold themselves; viewers see dashboard, reports and call-center pages only.
Built-in help
Every page links to its own help topic β an info icon in the header deep-links to that exact page's documentation. Dark and light mode, with a WhatsApp support widget in the header.
See it working
01 Β· Punch in from anywhere β the geofence keeps it honest
The Clock In terminal is the first thing employees see. Every punch is location-checked, and the dashboard counts out-of-geofence punches where everyone can see them.
- One-tap Clock In / Clock Out terminal
- Out-of-geofence punches flagged automatically
- "Missing out" flag when someone forgets to clock out
02 Β· The whole team at a glance
The Team roster shows every employee's daily status β Present or Absent β on a single screen. No more asking around to see who showed up.
- Daily Present/Absent badges per employee
- Departments, designations, shifts and holidays in one place
- Department-scoped holidays β a holiday can apply to selected departments only
03 Β· Finance that lives with HR
The Portal is not just attendance β it runs the company money too. Expenses, income, accounts and assets live next to payroll, with P&L, trial balance and balance sheet on top.
- Expenses, income, accounts and assets in one place
- Capital deposits treated as equity β never counted as income
- P&L, trial balance, balance sheet and double-entry journal
04 Β· Payroll that runs itself
Run payroll for the month and every employee's present, leave, absent, advance and net is computed in one table. Advances deducted automatically, payslips published to each employee's portal.
- Per-month payroll table with one-click run
- Salary advances auto-deducted from net pay
- Per-employee ledger with full financial history
Using Portal, step by step
1 Β· Employees sign into their portal
Each employee gets their own portal login β separate from the main HDeBooks app, limited to self-service. Own login at your /portal/ address; sees only their own data; dark and light mode included.
2 Β· Punch in and out daily
One tap on the Clock In terminal records the punch with location. The dashboard tracks present days and flags out-of-geofence punches β big green button, selfie capture on punch, out-of-geofence counter on dashboard.
3 Β· Manage their own attendance life
Employees check the monthly attendance calendar, request leaves with balances shown, and open their payslips β no HR visit needed.
4 Β· Call agents work their queue
Agents log every call with disposition and notes, manage their leads, and work through scheduled follow-ups with overdue alerts β Log a Call form, lead list with source/status/agent, follow-up queue with overdue flags.
5 Β· Admins run the back office
HR sees the Team roster, approves leaves, records advances, runs monthly payroll and pulls attendance reports with export. Finance admins record expenses and income, and grant access to others β only what they hold themselves.
6 Β· Import biometric data
Upload ZKTeco device CSV exports to bulk-load attendance, or correct a day with manual attendance entry. Anomaly flags catch missing punches.
Portal questions
Is the Portal separate from HDeBooks?
Yes. The Portal lives at its own address (your /portal/) with its own login. Employees never see the main app's menus, sales or accounts β only their self-service pages.
What can employees access?
Portal logins are limited to self-service: punch, attendance, leaves, payslips and (for agents) calls and leads. Admins keep the full back office.
How does geofencing work?
Each punch is location-checked against your work geofence. Punches made outside it are counted as "Out of geofence" on the dashboard and in reports, so remote or off-site punches are always visible.
Does it work with biometric devices?
Yes β upload your ZKTeco device's CSV export and attendance populates in bulk. Admins can also fix individual days with manual attendance entry.
How does payroll work?
The monthly payroll run computes present, leave, absent, advance and net pay per employee, deducts recorded salary advances automatically, and publishes a payslip to each employee's portal.
Does it include accounting?
Yes. Beyond HR and payroll, the Portal has a full finance suite: expenses, income, accounts, assets, profit & loss, trial balance, balance sheet, a double-entry journal and a chart of accounts. Capital deposits are treated as equity and excluded from P&L income. Access is per-capability.
How do permissions work?
Full app admins can grant anything. Portal admins can only grant finance capabilities they hold themselves β greyed-out boxes on the permissions page are ones they do not have. Viewers can only see the dashboard, reports and call-center pages.
What does the call-center side do?
Agents log calls with contact, direction, disposition, duration and notes, manage leads by source and status, and work a follow-up queue with overdue alerts. Admins manage agents, dispositions and a full call audit trail.
More addons
Manufacturing
Recipes, production batches and true costing for manufacturers, bakeries, restaurants and workshops.
Call Center
Call logging, lead pipeline and agent performance tracking for sales and support teams.
Secure Attendance
Attendance, shifts, leave and payroll automation with selfie + location verification.
This addon extends HdeBooks. Pricing and availability: contact us or add HdeBooks from the Shop and tell us which addons you need.
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