Introduction
Welcome to HRMagic
Last Updated on July 4, 2025
Congratulations on signing up to using QED's HRMIS software. It is our belief that you will find this product useful to you and the organisation. It has been designed to be easy to use without even consulting a manual. As long as you know how to use a computer, then you can use HRMagic.
Note that it may be a bit long but take your time and read through. We shall be making updates to this manual as more features and upgrades to HRMagic are done.
Note: We would be lying if we told you that the manual contains each and every detail about HRMagic. Browse our demo (https://demo.hrmagic.co/) and go through the system. Whatever we add to the main system is added to the demo branch together with test data. Go have some fun. Report to us in case you discover a few bugs that require our immediate attention. Thank you.
System Access
A username and password are required to access the system. Only users with active accounts can log into HRMagic. It’s the company’s administrator who has the rights to send an activation link to the employee whose account has been newly created or already exists but is inactive. To login, go to your company URL e.g. https://<company>.hrmagic.co/login e.g. https://icco.hrmagic.co/login and enter in your preferred username and password.
User Roles
HRMagic has two major user profiles: -
Company Administrator – this is the admin account for whoever will managing the company. This user has overall rights to manage the instance. We advise that such rights should be given to staff at senior managerial level within the organization so that they can be held responsible in case of any issue.
Employee Profile - this is a basic employee access account. It gives an employee rights to perform a few functions such as:-
1. View your payments and payslips
2. Access your profile and change a few bio details.
3. Request for leave
4. Request for allowances
5. Submit a complaint or help request to admin
HRMagic also has company-wide user defined roles that can be configured with help from the systems administrator under Administration -> User Roles & Permissions.
Note that an admin is also an employee with superior rights and access. These rights can be revoked and given to another person.
Account Management
An account is inactive until activated. Once it is activated, it can be deactivated, locked or deleted completely. Once an account is removed from the system, its contents cannot be recovered. HRMagic currently archives all deactivated accounts and are only visible to company admins.
Password Recovery
If you have forgotten your password, go to the login page and click on Forgotten Password link. All you will be required is to enter your valid email address and the system will send you a recovery link to your email. In case due to technical failure the recovery email is not received, contact your company administrator who will send you a link to allow you generate a new password. Below is how a password recovery page looks like.
Dashboard
The dashboard is the main page that you see on as soon as you log in. It will allow you to access the main and side menus as well as the most frequently accessed icons, links and modules. These features include but not limited to:-
Main Menu – gives you access to the Modules tab and its sub menus. Under it are the links to the following modules i.e. Employees, Recruitment, Time sheets, Leave, Finance & Payroll, Document Library)
Check-in and Check-out - an employee can check in and check out using this feature. Note that it picks system time so that an employee can’t easily change it.
Actions Required Frame – this is a useful panel for any one with supervisory rights. Any event or action that needs their approval or notice is on that panel. For example the HR should be able to see all contracts due for expiry in three months’ time.
Essential Statistics – this table shows the number of time sheet hours pending and approved, number of employees, number of departments and positions among other stats.
Who is at work today? – displays which employee(s) has checked in for that day.
Who is on leave? – displays which employee(s) are on leave and how many days are left on a daily. Makes it easier to check who is on leave without having to go to the module itself.
Leave Information – A logged in employee will be able to see a summary of the leave information i.e. accrued, taken and available days.
Celebrations – The latest anniversaries such as birthdays and years spent at the institution.
Quick Links – these are short cuts to the frequently used links and features of HRMagic. It is for easier and quick navigation throughout HRMagic.
Today’s Summary – shows the user’s summary or activity of the day.
Leave Summary - shows the leave days accrued and also pending.
Date and Time – today’s date and time.
Who is logged in – your login credentials.
Administration
This module is only for staff with administrative privileges. It is where all the setup, configuration and management of the system by admins and super admins takes place from. Immediately a company gets an account, they will be required to go to this module and properly set up the company parameters. Without it, they will be required to go back and forth. These include but not limited to:-
a) Branches – set up company branches
b) Departments – set up company departments and the respective sub departments
c) Job Positions - add all the job roles within the organisation
d) Contract Types – enter the various types of contracts available e.g. full time employee, permanent, temporary, consultant, probation etc etc.
e) Work Shifts – set up the different shifts for the different categories of employees. e.g. normal working shift (0800 – 1700) or early morning shift (0100 – 0700hrs).
Note that every employee must belong to a shift otherwise they will not be able to check in. An employee is allowed to check in one hour (can be set) before the set time and one after.
f) Allowance & Deduction categories – add deduction & allowances in the organisation. These are mainly used during payroll generation.
g) Commission services – The work orders module depends on the parameters you set in this table. It is where you define what the commission services and the corresponding unit price. It is these services that you must select from to process a work order.
h) Leave categories – set the types of leave categories and the corresponding number of days or hours. Each employee is allocated a corresponding number of leave days per category from which accrued leave days are deducted.
i) Document Library - store all HR related documents in the system. Share with employees what is specific to them. You can also set the preference to private or public. Public documents are seen by all staff. At the moment we accept excel, word and pdf documents. Those who need to store heavy files will be required to pay for extra space.
j) Company Settings – add all the company-wide related information into the system. This include company contact info, tax percentages, working days, accounting period, check-in time and delays, working hours, allowed IP addresses/subnets, leave settings, currency, and company logo among other features.
k) Bank Settings - has the listing of all local banks, sort and swift codes
l) Employee Relation Categories – Contains all the categories for Discipline, Awards and Recognition, Safety, Travel Scheduling, and Issues Log
m) User Roles and Permissions – All permissions for the existing system modules are managed from this module.
n) Manage Companies – This is a setting for managing a multi-company or country set up in case you have these settings enabled.
o) User Profile – manage your user profile settings
p) System Help - gives you access to the user manual
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