StepUP - Comprehensive System Documentation

Version: 1.0
Last Updated: January 27, 2026
Project Name: StepUP - Human Resource Management System

Table of Contents

  1. System Overview
  2. Getting Started
  3. Installation & Setup
  4. Authentication & Access Control
  5. Key Features & Modules
  6. Architecture
  7. How to Use Each Feature
  8. Database Structure
  9. Technology Stack
  10. Common Tasks
  11. Troubleshooting

System Overview

StepUP is a comprehensive Human Resource Management (HRM) system designed to streamline and simplify HR operations. The tagline is "Human Resource Reimagined."

What This System Does:

  • Employee Management: Track all employee information, positions, departments, and branches
  • Attendance & Clock-In/Out: Real-time attendance tracking with GPS location verification
  • Leave Management: Request, approve, and track employee leave with balance management
  • Payroll Management: Calculate salaries, deductions, and generate payslips
  • Performance Management: Track goals, performance reviews, and individual performance metrics
  • Recruitment: Manage job postings, applicants, interviews, and onboarding
  • Training & Development: Courses, modules, assessments, and skill management
  • Reports & Analytics: Generate comprehensive HR reports and data analytics
  • Chat/Assistant: AI-powered StepUp Assistant for HR queries
  • Security: Role-based access control, encryption, and audit logs

Target Users:

  • Admin: Full system access for configuration and management
  • HR Managers: Access to recruitment, leave approval, payroll
  • Employees: Personal dashboard, leave requests, attendance tracking, performance data
  • Managers: Team management, performance reviews, attendance oversight

Getting Started

Quick Start (5 Minutes)

  1. Navigate to Landing Page: Visit `http://yourlink'
  2. Click "Sign In" button
  3. For New Users: Click sign-up link to create an account
  4. Select Your Role: System automatically assigns roles based on email domain or admin setup
  5. Access Your Dashboard: Based on your role (Admin, HR, Employee, Manager)

First-Time Setup (Admin)

  1. Create admin account during initialization
  2. Set up company structure (departments, branches, positions)
  3. Create employee accounts or bulk upload
  4. Configure leave types, deductions, and payroll settings
  5. Invite other administrators and HR managers

Authentication & Access Control

Authentication System

The system uses 2fa with JWT tokens for secure authentication.

Sign Up Process

  1. User enters email and password (minimum 6 characters)
  2. Confirmation email is sent
  3. User confirms email via link
  4. Account is created with default "employee" role
  5. User can sign in with credentials

Sign In Process

  1. User enters email and password
  2. System verifies credentials
  3. JWT token is generated and stored in cookies
  4. User is redirected to appropriate dashboard based on role

Password Reset

  1. User clicks "Forgot Password" on sign-in page
  2. Enters their email address
  3. Receives password reset link via email
  4. Clicks link and sets new password
  5. Can immediately sign in with new password

Role-Based Access Control (RBAC)

The system has three main roles:

1. Admin

  • Access: Full system access
  • Can Do:
    • Manage all employees
    • Create/edit positions, departments, branches
    • Manage user roles
    • Access all reports
    • Configure system settings
    • Manage payroll
    • Handle recruitment
    • View all employee data

2. Manager

  • Access: Limited to team management
  • Can Do:
    • View team members
    • Approve/reject leave requests from team
    • Conduct performance reviews
    • Track team attendance
    • Access team reports
    • Use payroll calculator

3. Employee

  • Access: Personal data only
  • Can Do:
    • View own profile
    • Request leave
    • Check attendance
    • View payslips
    • Track own performance
    • Clock in/out
    • View own leave balance

How Access Control Works

  1. User signs in
  2. System checks user role from users table
  3. Middleware verifies role has access to requested route
  4. If unauthorized, user is redirected to their dashboard
  5. Session is refreshed on every page load
  6. Logout clears authentication cookies

Key Features & Modules

1. Employee Management

What You Can Do:

  • Add new employees
  • Edit employee information
  • Bulk upload employees via CSV
  • View employee directory
  • Track employee status (active/terminated)
  • Manage employee personal information

Features:

  • CSV bulk upload with validation
  • Photo/document upload
  • Employment history tracking
  • Contact information management
  • Address tracking
  • Bank details storage

2. Attendance & Clock In/Out

What You Can Do:

  • Clock in/out with GPS location
  • Track daily attendance
  • Mark absences with reasons
  • View attendance history
  • Generate attendance reports
  • Track attendance by date range

Key Features:

  • Real-time Tracking: GPS location verification
  • Mobile Friendly: Works on mobile and desktop
  • Absence Management: Specify absence types (sick, vacation, personal, other)
  • Insights: View attendance patterns and analytics
  • History: Complete attendance records with check-in/out times

3. Leave Management

What You Can Do:

  • Request leave with type and dates
  • View leave balance
  • Approve/reject leave requests
  • Manage leave types and policies
  • Track leave history
  • Generate leave reports

Leave Types:

  • Annual Leave
  • Sick Leave
  • Personal Leave
  • Compassionate Leave
  • Unpaid Leave
  • Study Leave
  • Maternity/Paternity Leave

Process:

  1. Employee clicks "Request Leave"
  2. Selects leave type and dates
  3. System calculates duration and balance
  4. Submits request for approval
  5. Manager/Admin receives notification
  6. Approval/rejection decision made
  7. Status updated in system

4. Payroll Management

What You Can Do:

  • Calculate employee salaries
  • Manage deductions
  • Generate payslips
  • Track payment history
  • Configure salary components
  • Process payroll

Payroll Features:

  • Salary Components: Basic salary, allowances, bonuses
  • Deductions: Tax, insurance, loans, etc.
  • Payslips: PDF generation with detailed breakdown
  • Bulk Processing: Process payroll for all employees
  • History: Track all payroll records
  • Reports: Generate payroll analytics

How to Generate a Payslip:{employee can generate his or her own payslip}

  1. Go to Payroll Management
  2. Select employee and month
  3. Review salary components and deductions
  4. Adjust if needed
  5. Generate payslip (PDF format)
  6. Send to employee or print

5. Performance Management

What You Can Do:

  • Create and manage performance goals
  • Conduct performance reviews
  • Track individual performance metrics
  • View performance analytics
  • Manage skills inventory
  • Track development plans

Features:

  • Performance Goals: Set and track employee goals
  • Reviews: Periodic performance evaluations
  • Ratings: 360-degree feedback system
  • Skills Management: Inventory of employee skills
  • Development Plans: Career development tracking
  • Analytics: Performance trends and insights

6. Recruitment Management

What You Can Do:

  • Create job postings
  • Manage applications
  • Schedule interviews
  • Track candidate progress
  • Generate job offers
  • Manage onboarding
  • Track recruitment metrics

Recruitment Workflow:

  1. Create Job Posting: Define role, department, requirements
  2. Publish Job: Make visible to candidates
  3. Receive Applications: Candidates apply online
  4. Review Applications: Screen and shortlist candidates
  5. Schedule Interview: Arrange interview date/time
  6. Conduct Interview: Record interview notes and feedback
  7. Select Candidate: Make hiring decision
  8. Generate Offer: Create and send job offer
  9. Onboarding: Start new hire onboarding process
  10. Track Progress: Monitor new hire progress

Recruitment Features:

  • Job posting creation
  • Application tracking
  • Candidate database
  • Interview scheduling
  • Assessment/skill testing
  • Job offer generation
  • Onboarding checklist
  • Recruitment metrics and reports

7. Training & Development

What You Can Do:

  • Create training courses and modules
  • Assign training to employees
  • Track training completion
  • Manage assessments
  • Monitor skill development
  • Generate training reports

Features:

  • Course creation and management
  • Module creation
  • Assessment creation
  • Progress tracking
  • Certificate generation
  • Compliance tracking
  • Skill assessment

8. Reports & Analytics

What You Can Do:

  • Generate HR reports
  • View analytics dashboards
  • Export data to CSV/PDF
  • Customize report parameters
  • Track KPIs
  • View trends and insights

Available Reports:

  • Employee headcount reports
  • Attendance analytics
  • Leave usage reports
  • Payroll reports
  • Performance reports
  • Recruitment metrics
  • Training completion reports
  • Turnover analysis

9. Organization Structure

What You Can Do:

  • Manage departments
  • Set up branches/locations
  • Define positions
  • Assign employees to positions
  • Create organizational hierarchy
  • Track organizational changes

Components:

  • Departments: Company divisions
  • Branches: Office locations
  • Positions: Job titles and roles
  • Hierarchy: Reporting structure

How to Create Structure:

  1. Create departments
  2. Create branches
  3. Create positions
  4. Assign positions to departments
  5. Assign employees to positions
  6. Define reporting managers

10. System Settings & Security

Admin Settings

  • User management
  • Role configuration
  • System preferences
  • Email templates
  • Security settings

Security Features:

  • Password Protection: Additional password for sensitive areas
  • Role-Based Access: Automatic route protection
  • Audit Logs: Track all system actions
  • Session Management: Automatic logout after inactivity
  • Encryption: Data encrypted in transit and at rest

11. StepUp Assistant (AI Chatbot)

What You Can Do:

  • Ask HR-related questions
  • Get information about leave policy
  • Check payroll information
  • Get employee data
  • Receive HR guidance
  • Get help navigating system

How It Works:

  1. Type your HR question
  2. AI analyzes context
  3. Provides relevant information from your employee data
  4. Answers HR policy questions
  5. Helps navigate system features

How to Use Each Feature

Feature 1: Adding a New Employee

Step-by-Step Guide (Admin)

  1. Navigate to Employees Page

    • Click on Admin menu → Employees
    • Or go directly to /employees

  2. Choose Upload Method

    • Single Entry: Click "Add Employee" button
    • Bulk Upload: Download CSV template, fill it, and upload

  3. Fill Employee Information

    • First Name
    • Last Name
    • Email
    • Phone
    • Date of Birth
    • Gender
    • National ID
    • Address
    • Department (select from dropdown)
    • Position (select from dropdown)
    • Manager (select from employee list)
    • Employment Type (full-time/part-time/contract)
    • Hire Date

  4. Add Personal Details (Optional)

    • Emergency contacts
    • Beneficiaries
    • Bank details
    • Employment history

  5. Upload Documents (Optional)

    • Resume
    • Certifications
    • ID copies
    • Medical documents

  6. Review and Submit

    • Check all information
    • Click "Add Employee"
    • System creates user account
    • Employee receives welcome email
    • Employee can set password

Bulk Upload Process

  1. Download CSV template from /employees page
  2. Fill template with employee data:
    first_name, last_name, email, phone, department, position, hire_date
John, Doe, john@company.com, 1234567890, Sales, Sales Manager, 2024-01-15
  3. Upload CSV file
  4. System validates data
  5. Preview upload results
  6. Confirm and process
  7. Employees receive welcome emails
  8. View upload report with success/failure details

Feature 2: Requesting Leave (Employee)

How to Request Leave

  1. Navigate to Leave Page

    • Click "Leave" in sidebar
    • Or go to /leave

  2. Check Leave Balance

    • View your current leave balance
    • Shows breakdown by leave type

  3. Create Leave Request

    • Click "Request New Leave"
    • Select leave type (annual, sick, personal, etc.)
    • Enter start date and time
    • Enter end date and time
    • System auto-calculates duration in days
    • Add reason/notes

  4. Attach Documents (If Required)

    • Medical certificate for sick leave
    • Relevant documents

  5. Submit Request

    • Review all details
    • Click "Submit Request"
    • Notification sent to manager/approver
    • Status changes to "Pending"

  6. Track Request

    • View request status
    • Pending requests shown in dashboard
    • Receive notification when approved/rejected
    • View approval history

Manager's Perspective

  1. View Pending Requests

    • Go to Admin → Leave Requests
    • See all team member requests
    • Filter by status, date, employee

  2. Review Request

    • Click on request to view details
    • See employee details and reason
    • Check remaining team capacity

  3. Approve or Reject

    • Click "Approve" or "Reject"
    • Add approval comments (optional)
    • Employee receives notification
    • Leave balance updates automatically

Feature 3: Tracking Attendance - Clock In/Out

How to Clock In/Out (Employee)

  1. Navigate to Attendance

    • Click "Attendance" → "Clock In/Out"
    • Or go to /attendance/clock_in_out

  2. Clock In

    • Click "Clock In" button
    • System records time and GPS location
    • Device/browser info captured
    • Confirmation message shown

  3. Clock Out

    • At end of shift, click "Clock Out"
    • System records time and location
    • Working duration calculated
    • Day marked as present

  4. View Attendance History

    • Go to "Attendance" → "Insights"
    • View daily records
    • See check-in/check-out times
    • View location history
    • Calendar view available

Manager's Perspective

  1. View Team Attendance

    • Go to Admin → Attendance
    • See all team members' attendance
    • Filter by date range

  2. Mark Attendance

    • For employees who forgot to clock in
    • Click on date and mark status
    • Add reason/notes

  3. Generate Reports

    • View attendance analytics
    • See trends and patterns
    • Identify problematic attendance

Feature 4: Processing Payroll

Admin Payroll Processing

  1. Navigate to Payroll

    • Click Admin → Payroll
    • Or go to /payroll

  2. Create Payroll Period

    • Select month and year
    • Define payroll period dates
    • Configure salary components if needed

  3. Load Employees

    • System automatically loads all employees
    • Review each employee:
      • Basic salary
      • Allowances
      • Bonuses
      • Deductions
      • Tax calculations

  4. Adjust if Needed

    • Add bonus for specific employee
    • Adjust deductions
    • Add notes for exceptions
    • System recalculates total

  5. Review Before Processing

    • Check total payroll amount
    • Review employee-wise breakdown
    • Verify accuracy

  6. Process Payroll

    • Click "Process Payroll"
    • System generates payslips
    • Records in database
    • Marks payroll as processed

  7. Distribute Payslips

    • Send to employees via email
    • Or employees can download from dashboard
    • Maintain records for accounting

Employee Viewing Payslips

  1. Navigate to Payslips

    • Click "Payslips" in sidebar
    • Or go to /payslips

  2. View Payslip

    • Select month and year
    • View detailed breakdown:
      • Gross salary
      • Deductions
      • Net salary
      • Tax details
      • Leave taken
      • Overtime

  3. Download Payslip

    • Click "Download PDF"
    • Save to computer
    • Print if needed

  4. Request Clarification

    • If questions about payslip
    • Contact HR via chat or email
    • Use StepUp Assistant for quick info

Feature 5: Performance Management

Setting Performance Goals (Manager/Admin)

  1. Navigate to Performance

    • Go to /performance

  2. Create Goals

    • Click "Create New Goal"
    • Enter goal title
    • Add detailed description
    • Set target date
    • Define success criteria
    • Assign to employee
    • Set priority level

  3. Track Progress

    • Monitor goal progress
    • Employee updates progress
    • Mark milestones
    • Add notes

  4. Review Goals

    • At end of period, review achievements
    • Rate performance (1-5 scale)
    • Document feedback
    • Use for performance review

Conducting Performance Reviews (Manager)

  1. Access Performance Reviews

    • Go to /performance → Performance Reviews
    • Or from Admin dashboard

  2. Create Review

    • Select employee
    • Select review period
    • Review goals and achievements
    • Enter ratings for various competencies
    • Document strengths and improvement areas
    • Suggest development plans

  3. Discuss with Employee

    • Share review with employee
    • Schedule discussion meeting
    • Collect employee feedback
    • Make it two-way conversation

  4. Finalize Review

    • Incorporate employee feedback
    • Submit review
    • Store in employee file
    • Share with HR

Employee Viewing Performance (Employee)

  1. Go to Individual Performance

    • Click "Performance" or "My Performance"
    • Or go to /ind_perf

  2. View Dashboard

    • See assigned goals
    • Track progress against goals
    • View current performance metrics
    • Check review history

  3. Update Progress

    • Click on goal
    • Add progress notes
    • Upload evidence/documents
    • Mark milestones complete

  4. View Reviews

    • See past performance reviews
    • Review feedback
    • Understand expectations
    • Plan development

Feature 6: Managing Recruitment

Creating Job Posting

  1. Navigate to Recruitment

    • Click Admin → Recruitment
    • Or go to /recruitment

  2. Create New Job

    • Click "Create Job Posting"
    • Enter job details:
      • Job Title
      • Department
      • Location/Branch
      • Employment Type (full-time/part-time/contract)
      • Salary Range
      • Description
      • Required Skills
      • Qualifications
      • Experience Required
      • Benefits

  3. Publish Job

    • Review posting
    • Set status to "Published"
    • Job appears in public listing
    • Acceptance starts

Managing Applications

  1. View Applications

    • Go to Recruitment → Applications
    • See all candidates
    • Filter by status, date, job

  2. Shortlist Candidates

    • Review each application
    • Check CV and documents
    • Add rating/comments
    • Mark as "Shortlisted"

  3. Schedule Interview

    • Click on shortlisted candidate
    • Select interview date/time
    • Set interview type (phone, video, in-person)
    • Send interview confirmation to candidate
    • Add interview notes

  4. Conduct Interview

    • Meet with candidate
    • Take interview notes
    • Rate interview (1-10)
    • Add feedback
    • Mark interview complete

  5. Make Hiring Decision

    • Select candidate
    • Click "Make Offer"
    • Generate job offer with:
      • Position
      • Salary
      • Start date
      • Benefits
      • Conditions

  6. Onboard New Employee

    • Send offer via email
    • Once accepted, create employee record
    • Start onboarding process
    • Assign onboarding tasks:
      • Document collection
      • System access setup
      • Training
      • Welcome meeting
      • Equipment allocation

Feature 7: Training Management

Creating a Course

  1. Navigate to Training

    • Click Admin → Training
    • Or go to /training

  2. Create New Course

    • Click "Create Course"
    • Course details:
      • Title
      • Description
      • Category
      • Duration
      • Level (beginner/intermediate/advanced)
      • Instructor
      • Start and end dates

  3. Add Course Modules

    • Create modules within course
    • Each module has:
      • Title
      • Description
      • Duration
      • Learning objectives
      • Content (video, document, interactive)
      • Order/sequence

  4. Create Assessments

    • Add assessments for each module
    • Question types:
      • Multiple choice
      • True/false
      • Short answer
      • Essay
    • Set passing score
    • Set time limit

  5. Publish Course

    • Review all content
    • Set to "Published"
    • Course available for enrollment

Assigning Training to Employees

  1. Select Employees

    • Go to Course → Assign to Employees
    • Search and select employees
    • Can assign to individuals or departments

  2. Set Deadline

    • Define completion deadline
    • Send notifications

  3. Track Progress

    • Monitor enrollment
    • Track completion
    • View assessment scores
    • Identify struggling employees

Employee Completing Training

  1. View Assigned Training

    • Go to /training
    • See all assigned courses

  2. Enroll in Course

    • Click on course
    • Enroll to start

  3. Complete Modules

    • Access each module
    • Read content
    • Watch videos
    • Take notes
    • Mark complete when done

  4. Take Assessment

    • Complete final assessment
    • Answer all questions
    • Submit for grading
    • View score and feedback

  5. Get Certificate (If Applicable)

    • If passed with required score
    • Receive completion certificate
    • Appears in profile
    • Can download/print

Feature 8: Organization Structure

Setting Up Company Structure

  1. Create Departments

    • Go to Admin → Organization Structure
    • Click "New Department"
    • Enter name and description
    • Set department head/manager
    • Define department code
    • Set budget if applicable

  2. Create Branches

    • Go to Branches section
    • Click "New Branch"
    • Enter branch details:
      • Name
      • Location/City
      • Address
      • Phone number
      • Email
      • Manager
    • Mark as active/inactive

  3. Create Positions

    • Go to Positions section
    • Click "New Position"
    • Enter details:
      • Job title
      • Department
      • Level (entry/junior/senior/lead/manager)
      • Reports to (parent position)
      • Salary range
      • Description
      • Required skills

  4. Assign Employees

    • Assign employee to position
    • Assign to department
    • Assign to branch
    • Set reporting manager

  5. View Organization Chart

    • Visual representation of structure
    • See reporting relationships
    • Identify gaps
    • Plan org changes

Feature 9: Using AI Assistant

How to Use StepUp Assistant

  1. Access Chat

    • Click "StepUp Assistant" in sidebar
    • Or go to /chat

  2. Ask Questions

    • Type your HR question
    • System analyzes context
    • Can ask about:
      • Leave policies
      • Payroll queries
      • Employee information
      • System help
      • Performance data
      • General HR questions

  3. Get Answers

    • AI provides relevant information
    • Based on company data and policies
    • Contextual to your role
    • Links to relevant sections

  4. Example Queries

    • "How much leave do I have?"
    • "What was my last payslip?"
    • "How do I request leave?"
    • "What are my performance goals?"
    • "Show me my attendance"

Feature 10: Generating Reports

How to Generate Reports

  1. Navigate to Reports

    • Click "Reports" in sidebar
    • Or go to /gen_reports

  2. Select Report Type

    • Employee Headcount Report
    • Attendance Report
    • Leave Usage Report
    • Payroll Report
    • Performance Report
    • Recruitment Report
    • Training Report
    • Turnover Report

  3. Set Parameters

    • Date range
    • Department filter
    • Employee filter
    • Branch filter
    • Status filter

  4. Preview Report

    • Review data
    • Check calculations
    • Verify completeness

  5. Export Report

    • Download as PDF
    • Download as CSV
    • Download as Excel
    • Print directly
    • Email report

  6. Schedule Reports (If Available)

    • Set up recurring reports
    • Define schedule (weekly/monthly/quarterly)
    • Auto-send to recipients

Common Tasks

Task 1: Create a New Admin User

# Admin needs to:
1. Go to Admin → User Management
2. Click "Add New User"
3. Enter email address
4. Select role as "admin"
5. Click "Create Account"
6. User receives invitation email
7. User sets password
8. User can access admin dashboard

Task 2: Bulk Upload Employees

# Admin:
1. Go to Employees page
2. Download CSV template
3. Fill with employee data
4. Upload CSV file
5. Review validation results
6. Confirm upload
7. All employees created with temporary passwords
8. Employees receive welcome emails
9. Employees set permanent passwords

Task 3: Process Monthly Payroll

# HR/Admin:
1. Go to Payroll Management
2. Create new payroll period for month
3. System loads all active employees
4. Review each employee's salary components
5. Apply any bonuses or adjustments
6. Verify total payroll amount
7. Process payroll
8. Payslips automatically generated
9. Send to employees or they download
10. Mark as paid when bank transfer complete

Task 4: Handle Employee Exit

# HR/Admin:
1. Go to Admin → Employee Exits
2. Click "New Exit"
3. Select departing employee
4. Enter exit date
5. Reason for exit
6. Final settlement details:
   - Final salary calculation
   - Leave encashment
   - Notice period adjustment
7. Collect exit interview
8. Mark employee as terminated
9. Disable system access
10. Archive employee records
11. Generate full and final settlement report

Task 5: Create Leave Policy

# Admin:
1. Go to Admin → Leave Management
2. Click "New Leave Type"
3. Enter leave type name (Annual, Sick, etc.)
4. Set annual allocation (e.g., 20 days)
5. Set carry-forward rules (if any)
6. Set approval hierarchy
7. Configure restrictions:
   - Minimum notice period
   - Maximum consecutive days
   - Minimum gap between leaves
8. Save leave type
9. System auto-allocates to employees
10. Employees can now request this leave type

Task 6: Approve Multiple Leave Requests

# Manager:
1. Go to Admin → Leave Requests
2. Filter by "Pending" status
3. Review each request:
   - Check dates and duration
   - Check team capacity
   - Check employee's history
4. Select "Approve" or "Reject"
5. Add optional approval notes
6. System sends notification to employee
7. Leave balance updates automatically
8. Calendar shows approved leave

Task 7: Generate Attendance Report

# Manager/Admin:
1. Go to Reports → Attendance Report
2. Set parameters:
   - Department or Employee
   - Date range (e.g., Jan 1 - Jan 31)
3. Click "Generate Report"
4. Review data:
   - Days present/absent/late
   - Total working hours
   - Any patterns or issues
5. Export as PDF or CSV
6. Share with HR or management

Task 8: Performance Review Cycle

# Manager:
1. Go to Performance Management
2. Select all team members
3. For each employee:
   a. Review goals achieved
   b. Rate against competencies (1-5 scale)
   c. Document strengths
   d. Identify improvement areas
   e. Suggest development plans
   f. Schedule review meeting
4. Discuss with employee
5. Incorporate feedback
6. Finalize review
7. Sign off review
8. Share with HR
9. Use for promotion/raise decisions

Troubleshooting

Common Issues and Solutions

Issue 1: Can't Log In

Problem: "Invalid login credentials" error

Solutions:

  • Check email spelling (case-insensitive)
  • Verify password (at least 6 characters)
  • Click "Forgot Password" if unsure of password
  • Check if account is activated (check email for confirmation link)
  • Ensure cookies are enabled in browser
  • Try different browser or private/incognito mode
  • Clear browser cache and cookies

Issue 2: Can't Access Certain Pages

Problem: Redirect to dashboard or "Access Denied" message

Solutions:

  • Check your user role (admin/manager/employee)
  • Verify you have permission for that page
  • Contact admin to increase permissions
  • Refresh page (sometimes session expires)
  • Log out and log back in
  • Check if your role is still assigned in user management

Issue 3: Leave Request Not Processing

Problem: Leave request stuck on "Pending"

Solutions:

  • Check if request is valid:
    • Dates in correct order
    • Sufficient leave balance
    • Not overlapping with approved leave
  • Check if approver is assigned correctly
  • Verify approver has access to approve (manager or admin role)
  • Approver may need to log in and check notifications
  • Contact HR if stuck for too long

Issue 4: Payslip Not Generated

Problem: Payslip missing or error during generation

Solutions:

  • Ensure payroll has been processed
  • Check if employee has valid salary data
  • Verify no missing required fields:
    • Basic salary
    • Department
    • Position
  • Check for calculation errors in salary components
  • Try regenerating payslip
  • Contact IT if persistent

Issue 5: CSV Upload Fails

Problem: "Validation Error" during bulk employee upload

Solutions:

  • Download the correct CSV template
  • Check data format:
    • Dates must be YYYY-MM-DD
    • Email must be valid format
    • Required fields filled
  • Remove duplicate rows
  • Check for special characters that might break CSV
  • Ensure column headers match template exactly
  • Try uploading smaller batch if file too large
  • Check file encoding (should be UTF-8)

Issue 6: Attendance Clock In Not Recording Location

Problem: Location showing as "Unknown" or "Not Recorded"

Solutions:

  • Enable GPS/location services on device
  • Grant location permission to browser
  • Check internet connection quality
  • Ensure Google Maps API key is valid
  • Try different browser
  • Try on different device
  • Manually set location if necessary (admin permission)

Issue 7: Dashboard Slow to Load

Problem: Dashboard takes long time to load data

Solutions:

  • Check internet connection
  • Clear browser cache
  • Disable browser extensions
  • Try different browser
  • Close other tabs/applications
  • Check server status
  • Try accessing during off-peak hours
  • Contact IT if consistently slow

Issue 8: Email Notifications Not Received

Problem: Not receiving emails for leave approvals, payslips, etc.

Solutions:

  • Check email address in profile (correct and verified)
  • Check spam/junk mail folder
  • Verify SendGrid is configured with correct API key
  • Check email template settings in admin
  • Verify user email is confirmed in auth system
  • Check system logs for email errors
  • Try resending notification manually

Issue 9: Performance Goal Not Saving

Problem: Goal submitted but doesn't appear in list

Solutions:

  • Check all required fields are filled:
    • Title
    • Description
    • Target date
    • Employee assigned
  • Verify employee exists in system
  • Try submitting again
  • Refresh page after submitting
  • Check browser console for JavaScript errors
  • Contact IT if issue persists

Issue 10: Can't Upload Document

Problem: "File upload failed" error

Solutions:

  • Check file size (max usually 10-50 MB)
  • Check file type (PDF, JPG, PNG, DOC usually allowed)
  • Check file name (avoid special characters)
  • Ensure stable internet connection
  • Try different file format
  • Disable VPN if using
  • Try different browser
  • Contact IT for large file uploads

Getting Help

If issue not resolved:

  1. Check Documentation

    • Review this comprehensive guide
    • Check specific section for feature

  2. Use StepUp Assistant

    • Ask AI chatbot for help
    • May have solution

  3. Contact Administrator

    • Email admin with details:
      • What you were doing
      • What went wrong
      • Error message (if any)
      • Screenshots
      • Browser/device info

  4. Check System Status

    • Ask if other users experiencing issues
    • May be server maintenance or outage
    • Check admin notifications

  5. Clear Browser Data

    • Clear cookies and cache
    • Log out completely
    • Close and reopen browser
    • Log in again

System Requirements

For Users

  • Modern web browser (Chrome, Firefox, Safari, Edge)
  • Stable internet connection
  • Minimum screen resolution: 1024x768 (recommended 1920x1080)
  • JavaScript enabled
  • Cookies enabled
  • Location services (for attendance tracking)

Best Practices

For Administrators

  1. Regular Backups: Backup database weekly
  2. User Audit: Review active users monthly
  3. Access Review: Verify role assignments quarterly
  4. Password Policy: Enforce strong passwords
  5. Audit Logs: Monitor audit logs for suspicious activity
  6. Data Privacy: Ensure data protection compliance
  7. Employee Data: Keep employee information updated
  8. System Updates: Keep system and dependencies updated

For Managers

  1. Leave Approval: Approve/reject within 2 business days
  2. Communication: Keep team informed of policies
  3. Performance Reviews: Conduct reviews on schedule
  4. Attendance Monitoring: Monitor team attendance regularly
  5. Data Accuracy: Ensure correct data entry
  6. Privacy: Maintain confidentiality of sensitive data

For Employees

  1. Time Tracking: Clock in/out accurately
  2. Leave Requests: Submit well in advance
  3. Profile Updates: Keep personal info updated
  4. Document Submission: Submit docs on time
  5. Communication: Report issues to manager/HR
  6. Password Security: Use strong passwords
  7. Data Protection: Don't share login credentials

Conclusion

StepUP is a comprehensive HR management system that simplifies HR operations. This documentation covers:

  • System setup and installation
  • Authentication and access control
  • All major features and how to use them
  • Database structure and relationships
  • Technology stack
  • Common tasks and workflows
  • Troubleshooting guide
  • Best practices

For additional support or questions, contact your system administrator or use the StepUp Assistant chatbot.

Happy HR-ing with StepUP! 🚀

Document Version: 1.0
Last Updated: January 27, 2026
Status: Complete and Ready for Use