AI HCM User Manual

Welcome to AI HCM! This guide will help you master our smart employee and time management platform. Key Features: • Check-in/Check-out tracking • Real-time attendance reports • GPS-enabled time verification • Employee data management • Leave request processing • Automated notifications System Requirements: - Web Browser: Chrome, Firefox, Safari, or Edge (latest version) - Mobile: iOS 13+ or Android 8+ - Internet Connection: Minimum 2 Mbps - Display: 1024x768 resolution or larger

Getting Started with AI HCM: Step 1: Create an Account 1. Visit ai-hcm.app 2. Click "Get Started" or "Start Free Demo" 3. Enter your company name and email 4. Create a strong password 5. Verify your email address Step 2: Company Profile Setup 1. Go to Settings > Company Profile 2. Enter company name, logo, and address 3. Set working hours and days 4. Configure timezone settings 5. Save changes Step 3: Add Users 1. Navigate to Users > Add User 2. Enter employee details (Name, Email, ID) 3. Assign roles (Admin, Manager, Employee) 4. Send activation email 5. User can log in and set password

How to Use Check-in/Check-out: For Employees: 1. Open AI HCM app or web 2. Click "Check In" button 3. System captures time and location (if enabled) 4. Confirmation message appears 5. Continue with your work During Work Day: • Break tracking (if configured) • Real-time location updates • Notifications for schedule changes Check Out at End of Day: 1. Click "Check Out" button 2. Verify time and location 3. Add notes if needed 4. Confirm submission 5. View daily summary GPS Verification: • Location captured at check-in/out • Accuracy: ±20 meters • Prevents time fraud • Privacy-protected coordinates

Accessing Reports: Dashboard: 1. Log in to your account 2. Go to Dashboard 3. View real-time metrics: - Employees checked in - Average work hours - Attendance rate - Overtime hours Attendance Reports: 1. Click Reports > Attendance 2. Select date range 3. Choose employee or department 4. View detailed records: - Check-in/out times - Work duration - Lateness records - Absences Generating Custom Reports: 1. Go to Reports > Custom 2. Select metrics to display 3. Choose time period 4. Apply filters 5. Export as PDF/CSV Analytics: • Productivity trends • Attendance patterns • Overtime analysis • Department comparisons

Managing Leave Requests: Employees: 1. Click Requests > New Leave 2. Select leave type: - Annual Leave - Sick Leave - Unpaid Leave - Other 3. Choose date range 4. Add reason (optional) 5. Submit request 6. Await approval Managers: 1. Go to Approvals 2. Review pending requests 3. View employee balance 4. Click Approve/Reject 5. Add notes if needed 6. System sends notification Viewing Balance: 1. Click My Profile 2. Select Leave Balance 3. View available days: - Annual: X days remaining - Sick: X days remaining - Other: X days remaining

Managing Employee Data: Add New Employee: 1. Go to Employees > Add 2. Enter basic info: - Full name - Employee ID - Email - Department - Position - Salary grade 3. Set working schedule 4. Assign access level 5. Save and send invite Edit Employee Information: 1. Click on employee name 2. Update required fields 3. Modify schedules if needed 4. Change department/role 5. Save changes Viewing Employee Profile: • Personal information • Work history • Attendance records • Leave history • Performance metrics

Customizing Your Experience: Personal Settings: 1. Click Profile > Settings 2. Change password regularly 3. Update language preference 4. Set notification preferences 5. Configure privacy settings Company Settings (Admin Only): 1. Go to Admin > Settings 2. Company Information: - Name and logo - Contact details - Working hours 3. Attendance Rules: - Grace period for lateness - Overtime thresholds 4. Notification Settings: - Email alerts - SMS notifications 5. Save all changes

Protecting Your Data: Password Security: • Use strong passwords (12+ characters) • Mix uppercase, lowercase, numbers, symbols • Change password every 90 days • Never share credentials • Enable two-factor authentication Data Protection: • End-to-end encryption enabled • SSL/TLS for all connections • AES-256 encryption for storage • Regular security audits • GDPR & CCPA compliant Privacy Policy: • Review at Privacy Policy page • Your data is never sold • Location data encrypted • Automatic log-out after inactivity • Request data deletion anytime

Common Issues & Solutions: Can't Log In: 1. Check internet connection 2. Verify email and password 3. Reset password if forgotten 4. Clear browser cache 5. Contact support: support@ai-hcm.app Check-in Not Working: 1. Ensure GPS is enabled 2. Check location services permission 3. Verify good mobile signal 4. Try again after 30 seconds 5. Use web app as alternative Report Errors: 1. Note the time issue occurred 2. Take screenshot 3. Contact: support@ai-hcm.app 4. Include browser/device info 5. We respond within 24 hours

Getting Help: Support Channels: 📧 Email: support@ai-hcm.app 📞 Phone: Coming soon 💬 Live Chat: Available on dashboard 📋 Help Center: help.ai-hcm.app Response Times: • Urgent Issues: 1 hour • Regular: 24 hours • General: 48 hours Additional Resources: • Video tutorials on YouTube • FAQ database online • Community forum • Training webinars • Documentation library