Setup Guide

This guide is the full setup checklist for Qrew HR. It follows the order that causes the fewest rework problems: organization structure first, then people, then rules, then payroll. If you only want the quick version, start with Getting Started.

You can complete setup in stages. Nothing goes live for employees until you invite them.

1. Organization structure

1. Open Settings → Organization Profile and enter your legal name, registered address, and time zone.
2. Add Locations for every office, branch, plant, or site. Each location can later have its own holiday calendar and attendance rules.
3. Add Departments and Designations. Keep names consistent, because reports group people by these fields.
4. If you need extra employee fields (for example, blood group or uniform size), add them under Settings → Custom Fields.

2. Employee records

1. Prepare a spreadsheet of your employees and import it from Employees → Import. See Import Employees.
2. Check that every employee has a reporting manager. Approvals depend on it.
3. Upload key documents (offer letters, ID proofs) to each profile's Documents tab if you want them stored centrally.

3. Attendance

1. Create shifts under Attendance → Shifts, including break times, grace time, and weekly offs.
2. Set late-mark, early-exit, half-day, and overtime rules under Attendance → Rules.
3. If people check in from the mobile app, set geo-fenced work locations so check-ins are accepted only from approved places.
4. Assign shifts to employees or departments.

More detail: Attendance.

4. Leave

1. Create leave types and policies under Leave → Policies (annual quota, accrual, carry forward, encashment).
2. Set approval chains, for example reporting manager first, then HR for leave longer than three days.
3. Add holiday calendars for each location under Leave → Holiday Calendar.
4. If employees join with existing balances, upload opening balances.

More detail: Leave Management.

5. Payroll and compliance

1. Define salary components (Basic, HRA, Special Allowance, and so on) and salary structures under Payroll → Salary Structures.
2. Enter statutory details under Payroll → Statutory Settings: PF, ESI, Professional Tax state, and TDS details.
3. Add employee bank details, PAN, and UAN where applicable.
4. Run a trial payroll for one month and compare it against your previous payroll before going live.

More detail: Payroll and Payroll Compliance.

6. Roles, permissions, and go-live

1. Assign admin, HR, manager, and employee roles in Settings → Roles & Permissions.
2. Restrict payroll visibility to the people who need it.
3. Invite a pilot group, collect feedback for a few days, then invite everyone.

Common questions

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Still stuck? Email support@qrewhr.com (Monday–Friday, 9:30 AM–6:00 PM IST) and our team will help you out.