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PRS HRMS: Attendance, Leave and Payroll Software

PRS Admin

Written by PRS Admin

Reviewed by the PRS India software & mobile app development team

15 min read

PRS HRMS: Attendance, Leave and Payroll Software

Want your own HR software, with your company's name on it? We build it for you. PRS HRMS keeps your employees, attendance, leave and payroll in one place. HR runs it from a web panel. Managers approve requests. Staff check in, ask for leave and see their payslips.

We do not start from zero. The HRMS is already built and working, with shifts, holidays, salary rules, PF, ESI, professional tax and TDS. We set it up for your company, add what you need, and put it on your own server. You get the full source code, so the software is yours to keep.

PRS HRMS attendance register: each employee's status for every day of the month, with present, absent, leave, week-off and holiday marks
Get a free demo → See all features Payroll and PF, ESI, PT, TDS

See it working before you decide

We keep a demo company with sample employees, shifts, attendance, leave and a processed payroll. Send us a message and we will walk you through it on a call: an employee checks in, asks for leave, the manager approves it, and the month's payroll picks it up.

HR teamWeb panel, any browser
ManagersApprovals and team view
EmployeesSelf-service login

What you get

HR software has to work for three groups of people: the HR team, the managers, and every employee. PRS HRMS has a part for each:

  • HR panel (web): employees, attendance, shifts, leave, payroll, payslips, statutory deductions, documents, letters and reports.
  • Manager screens: a team attendance board, and one inbox to approve leave, attendance corrections, expenses and advances.
  • Employee self-service (web, works on a phone browser): check in, ask for leave, see balances and payslips, and raise HR tickets.
  • Employee app (Android and iPhone, on request): check in with location and a selfie, leave and payslips in the pocket.
  • Server: keeps your data, runs payroll in the background and sends reminders. It runs on your own server or cloud account.

All the features, already built

Every feature below is in the HRMS today. Each module can be switched on or off, so your team only sees what it uses.

HR teamEmployee recordsPersonal details, job, department, designation, branch, reporting manager, bank account, PAN, UAN and ESI numbers, all on one page.
HR teamDepartments and gradesDepartments, designations, grades, cost centres and employee types, with an org chart.
HR teamJoining to exitOnboarding tasks, probation and confirmation, transfers, resignation, exit clearance and an exit interview.
HR teamDocuments and lettersCollect and verify ID and other documents, with expiry reminders. Make offer, joining and experience letters from your own templates as PDF.
HR teamCompany assetsLaptops, phones and other items given to each person, and returned at exit.
AttendanceDaily attendance, worked out for youPunches become a day status: present, half day, absent, late, early exit, overtime, week-off, holiday or leave.
AttendanceMany ways to check inWeb check-in from the office network or biometric machines. With the employee app: phone check-in with location and selfie, an office QR code, or a tablet kiosk.
AttendanceOffice location fenceMark a circle around each office on the map. A check-in from outside it is refused or flagged.
AttendanceAttendance rulesGrace time, late marks, half-day and full-day hours, missing punches, auto check-out, overtime and penalties. Test a rule before you use it.
AttendanceCorrections and requestsMissed punch, on duty, work from home, overtime and shift swap requests, each approved by the manager.
AttendanceField staff trackingRoute of the day on a map, client visits and kilometre claims that go into payroll (with the employee app).
ShiftsShifts and week-offsDay, night and open shifts with breaks. Week-offs like every Sunday plus the 2nd and 4th Saturday.
ShiftsRoster plannerPlan each person's shift for each day, repeat a pattern, check rest hours, then publish it.
ShiftsHoliday lists by stateReady holiday lists for many Indian states, plus optional holidays that staff can pick up to a limit.
LeaveLeave types and rulesCasual, sick, earned and your own leave types, with yearly quotas, monthly credit, carry forward and limits.
LeaveLeave requests and balancesStaff ask for full or half days. The balance is checked, the manager approves, and a ledger keeps every credit and debit.
LeaveComp-off and encashmentCredit a comp-off for work on a holiday, and pay out unused leave through payroll.
PayrollSalary structuresBasic, HRA, allowances and your own parts, each with a simple formula. Enter the yearly CTC and get the monthly breakup.
PayrollMonthly payroll runPaid days and loss-of-pay come from attendance and leave. Check, approve, lock and pay. Weekly and daily pay groups too.
PayrollPF, ESI, PT, LWF and TDSStatutory deductions worked out in every run, by state. Tax declarations with proofs, old or new regime, and Form 16.
PayrollPayslipsPayslip PDF for each person, with an optional password. Staff see their own payslips when you release them.
PayrollRaises, arrears and holdsSalary revisions with back dates and arrears, one-time bonuses or deductions, and salary holds.
PayrollAdvances, loans and expensesSalary advances and loans with monthly recovery, and expense and travel claims paid back through payroll.
ManagersOne approvals inboxLeave, corrections, expenses, advances and profile changes wait in one list. Approve or reject in a click.
ManagersHR dashboardHeadcount, present, absent and late today, upcoming holidays, and charts for attendance, leave and payroll cost.
ManagersReports with exportAttendance, leave, payroll, statutory and headcount reports. Export to PDF, Excel or CSV.
More modulesHiringJob openings, a careers page, candidates, interviews, offers and convert-to-employee.
More modulesPerformance and trainingReview cycles with self and manager ratings, feedback, courses with quizzes and completion certificates.
More modulesHR helpdeskStaff raise HR questions as tickets, with categories and time limits for replies.
AdminRoles and accessDecide what each role can see and do. Salary, bank and PAN details are hidden from people who should not see them.
AdminEvery change savedWho changed what and when is kept for every record. Approved payroll is locked.

Attendance: worked out for you every day

Each punch comes in from the web, a biometric machine or the employee app. The HRMS checks it against the person's shift, week-off, holidays and leave, and gives the day a status. HR sees the whole month on one screen, as in the register at the top of this page, and can click any day to see why it was marked that way.

Live attendance board showing expected, present, late, absent and on-leave counts for today
Live board: who is in, who is late and who is on leave today, by branch.
HR dashboard with headcount, present, absent and late today, upcoming holidays and staff by department
HR dashboard: today's numbers, upcoming holidays, staff by department and monthly trends.

Shifts, rosters and holidays

Roster planner with early, general and evening shifts and week-offs for each employee over four weeks
Roster planner: pick cells and set a shift, fill a whole month, copy a week, or repeat a pattern. Publish when it is ready.
Shift list with early, evening and general shifts, their timings and break minutes
Shifts: start and end time, breaks, grace time and half-day rules for each shift.
Holiday calendar for Maharashtra imported from a ready list, with mandatory and optional holidays
Holidays: import a ready list for your state, then add your own. Optional holidays have a pick limit.

Leave: requests, approvals and balances

Leave requests waiting for approval with leave type, dates, days and reason
Leave requests: approve or reject one by one, or many at once.
Team leave calendar for November showing who is away on which days
Team leave calendar: see who is away before you approve.
Leave balances per employee for casual, sick and earned leave
Balances: opening, credited, used, carried forward and lapsed days for each leave type.

Payroll, payslips and PF, ESI, PT, TDS

At month end, paid days and loss-of-pay come straight from attendance and leave. You run payroll for a pay group, check the figures, send them for approval and lock the month. PF, ESI, professional tax, LWF and TDS are worked out in the same run, and each employee gets a payslip. We check your first payroll with you and your accountant.

Payroll run for October with paid days, salary parts, PF and professional tax for each employee and the totals
Payroll run: paid days, each salary part and each deduction for every person, with gross, deductions, employer cost and net pay on top.
Payslip with earnings, PF and professional tax deductions and employer contributions
Payslip: earnings, deductions and employer PF. Hold it, release it to the employee or download the PDF.
HR reports list including attendance, leave, payroll, PF, ESIC, professional tax, LWF and TDS registers
Reports: attendance, leave, headcount, payroll and statutory registers, with PDF, Excel and CSV export.

People and access

Employee list with code, name, join date, employment type and status
Employees: search, filter, save views and export to Excel.
Roles screen with admin, HR manager, payroll admin, department manager, HR employee and viewer roles
Roles: ready roles for HR, payroll, managers and staff. Managers see only the people who report to them.

How we build your HRMS

  1. Free demo call. We show you the demo company and note how you run attendance, leave and salary today.
  2. Plan and quote. We agree your shifts, leave rules, salary structure, states and the modules you need, and give you a fixed quote.
  3. Your brand and your rules. We put in your name, logo and colours, your leave types, holidays, salary parts and payslip format.
  4. Your data. We bring in your employees, opening leave balances and salary details from Excel.
  5. Your server. We set up the HRMS on your own cloud or hosting account, with your domain, email and backups.
  6. Training and support. We train your HR team, check the first payroll with you, and stay with you after launch.

What it is built with

  • Server: Node.js (NestJS) with a PostgreSQL database and Redis for background jobs such as payroll runs and reports.
  • Web screens: Next.js and React. Works in any browser, on a computer or a phone.
  • Documents: payslips, letters and reports come out as PDF, and lists export to Excel and CSV.

It is the same stack we use in our other SaaS development and web application development work, so any good developer can pick up the code later.

White-label: your name on everything

Your staff see your brand, not ours: your name, logo and colours on every screen, payslip and letter. You get the full source code, so there is no monthly fee per employee to us and no lock-in. If you are an HR or payroll firm, you can also offer it to your own clients under your name.

Get a quote for your HRMS

Employees, attendance, shifts, leave, payroll and the other modules you need, with your brand, set up on your own server. Tell us how many staff you have, how they mark attendance and how you pay them, and we will send a fixed quote.

  • Full source code, yours to keep
  • Your shifts, leave rules, holidays and salary structure
  • Your employees and opening balances brought in from Excel
  • Training for your HR team and help with the first payroll
Ask for a quote or a demo →

Frequently asked questions

Do I get the full source code?

Yes. You get all the source code for the HR panel, the self-service screens and the server. You own it. You can change it, host it yourself and use it under your own name, with no monthly fee per employee to us.

Can I see it before I pay?

Yes. We show you the demo company on a free call: attendance, leave, a payroll run and payslips. After the call we can give you a demo login to try it yourself.

Does it work out PF, ESI, professional tax and TDS?

Yes. Each payroll run works out PF, ESI, professional tax, labour welfare fund and income tax (TDS) from rate tables that you can update when the rules change. Professional tax and LWF follow each employee's state. Employees choose the old or new tax regime and declare their investments, and HR can make Form 16 for each year. We check the first payroll with you and your accountant.

How do employees mark attendance?

Staff in the office can check in from the web, and you can allow this only from your office network. Biometric machines can send punches straight to the HRMS. With our employee app they can also check in from the phone with their location and a selfie, scan an office QR code, or use a tablet kiosk at the gate.

Is there a mobile app for employees?

Yes, on request. We build the employee app for Android and iPhone in your name and connect it to your HRMS: check in and out, ask for leave, see payslips and holidays. Until then, staff use their self-service login, which works in any phone browser.

Which biometric machines does it work with?

It has built-in support for ZKTeco and eSSL machines that push punches over the internet, and for Hikvision devices. Other machines can send a punch file that HR imports. We test your machine model during setup.

Can it handle shifts, night shifts and rosters?

Yes. You can make fixed, open and night shifts with breaks and grace time, set week-offs such as every Sunday plus the 2nd and 4th Saturday, and plan a roster for each person for each day. The roster can repeat a pattern and be published to staff.

Can it work for more than one branch or state?

Yes. Each employee belongs to a branch and a state. Holiday lists come ready for many Indian states, and professional tax and LWF follow the employee's state. Managers see only their own team, and branch HR can see only their branch.

Can I bring in my current employee data?

Yes. Employees, departments, designations, bank details, PAN and UAN numbers and old attendance punches can come in from Excel or CSV. You match the columns and check a preview first. We enter opening leave balances for you during setup.

How much does HRMS software cost?

It depends on the number of employees, the modules you need and any changes to fit your company. Tell us what you need and we will send a fixed quote. The demo and the first call are free.

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PRS Admin

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