Frequently asked questions

Follow the “Getting started” list on the Home page — it ticks itself as you finish each step.

1. Settings → Company: check details and upload your logo.
2. Settings → Organisation: legal entity (PAN, TAN, PF and ESI codes) and work locations.
3. Employees → Import, or add people one by one.
4. Payroll: give everyone a salary (or Moving from another system → Salaries).
5. Leave → Policies and Holidays; Attendance → Settings.
6. Give employees their logins, then run your first payroll.

Use Moving from another system (Employees → Import, or Help). Four imports, in order: employees, salaries, opening leave balances, and salary and tax paid so far this year (including PT and PF already deducted).

Each file is checked first; nothing is saved until every row is right. Start with a fresh month — the last payroll in the old system, the next one in WeHR.

Settings → Users & roles → Add user, then pick a role. Built-in roles: HR Admin, Payroll Admin, Finance (view), Manager, Employee.

If none fits, press New role and tick exactly what the person may do (for example “Manage attendance” only for a site supervisor).

Employees → Add employee. Fill job details, statutory IDs and the “Personal and family details” card (needed for PF and ESIC). WeHR then opens the joiner’s onboarding checklist.

1. Assign the salary (employee → Salary).
2. Issue the offer and appointment letters from the checklist.
3. Give the employee a login (employee page → Give login).

Onboarding → PF & ESIC registrations shows every new joiner, whether PF and ESI apply, the deadline and any missing details. Download “PF new joiners” and “ESIC new joiners” (Excel, branch by branch) and use them while entering people on the portals.

ESIC: register within 10 days of joining, then enter the IP number in WeHR. PF: a new member makes their UAN in the UMANG app (Aadhaar face authentication); with the UAN, add them on the EPFO employer portal and tick “PF: member added” on the checklist.

Yes, if their monthly gross is within ₹21,000 (₹25,000 for a person with a disability). ESI depends only on wages, not on designation. Tick “Person with disability” on the employee for the higher limit.

Yes. Settings → Letter templates: edit the offer, appointment, confidentiality, confirmation, relieving and experience letters, or add your own. Use the placeholders shown (employee name, designation, salary…).

Letters are generated from the employee’s onboarding page or exit. A draft can be edited; once issued it is fixed — void it and make a new one to change it.

Both. Attendance → Settings: clock-in from the phone, HR marking, or both — for the whole company or per employee (employee → Edit → Attendance). Biometric machines: import the punches file in Attendance → Import.

Locking freezes the month’s attendance for payroll. Do it after fixing missing punches, approving requests and settling absences: Attendance → Monthly summary → Lock. Payroll uses the locked figures.

To change attendance after locking, unlock the month first — only possible while that month’s payroll is not approved.

Your choice in Leave → Policies: employees apply and managers approve, or HR records leave. It can also be set per department or per employee.

When HR records leave, employees see “Your leave is recorded by HR” and ask HR instead.

Leave → Balances → Adjust next to the person: add or remove days with a reason (kept in history). For moving in from another system, import opening balances instead.

Leave → Holidays: national holidays are added for you; add Diwali, Holi and the others you give, for all or for one location.

Yes. Choose “Record where they clock in” (away-from-office punches are flagged, not refused) or “Must be at the office”. A selfie with each punch is optional; photos are deleted after the days you set.

Location is read only at the moment of clocking in or out — WeHR never tracks people in between. Field staff can be allowed to clock in anywhere (their location is still recorded).

1. Settings → Organisation → Locations → PF / ESIC & clock-in zone: stand in the office and click “Use where I am now” (or paste the position from Google Maps), set the zone (200 m suits most offices), Save.
2. Attendance → Settings → Location and selfie at clock-in: pick an option and tick the selfie if you want one.
3. For field staff: Edit employee → Job details → tick “Can clock in from anywhere”.
4. To see where someone clocked in: Attendance → click their day → each punch shows “At <office>” or the distance, a map link and the selfie.

Lock attendance → Calculate → check → Approve → download files → Mark as paid. Payslips reach employees when you approve.

1. Attendance → Monthly summary: lock the month.
2. Payroll → Runs: choose the month, press Calculate.
3. Read the warnings and open any employee to see the working.
4. Bonuses or one-time deductions: “One-time pay / deduction”, then Recalculate.
5. Approve, download bank, PF ECR and ESI files, pay, then Mark as paid.

Open the run and press Reopen (possible until it is marked paid), fix the cause, Recalculate and approve again.

Months are approved in order: to reopen an earlier month, reopen the later months first — or correct it with a one-time adjustment in the next month.

If two or more people can run payroll, the person who calculated a run can’t approve it (maker-checker). Ask the other payroll user to approve. With only one payroll user, WeHR lets you approve and notes it in the history.

Payroll → Increments: choose people and the new CTC or %, with the effective date. WeHR works out arrears for past months and adds them to the next payroll, and can make increment letters.

Payslips appear in My space when the run is approved. Check the run is approved, the employee was in it (not on hold), and that their login is linked to their employee record (employee page shows “Login: …”).

Payroll → Loans & advances → Give a loan / advance. Enter the amount, the months (or a fixed monthly amount) and the first salary month. Every payroll run deducts the instalment and the payslip shows what is still owed.

It counts as paid back once that payroll is approved. If the salary isn’t enough, only what fits is deducted and the plan moves on. Whatever is still owed when someone leaves is recovered in the full & final settlement.

1. To pause a month: open the loan → Skip a month.
2. Employee paid back in cash or by transfer: Record repayment.
3. Waiving the rest: Close / waive, with a reason.
4. Employees can ask from My loans; you approve or decline under the Requests filter.

Payroll → Bonus → Bonus settings: choose yearly, monthly through the salary, or “No — we don’t pay statutory bonus” (for example fewer than 20 employees, or a new establishment). With “No”, the compliance reminder is switched off.

WeHR works the year out from approved payroll: employees with wages up to ₹21,000 a month who worked at least 30 days, on wages of ₹7,000 a month (or the minimum wage if you set it higher), at your rate from 8.33% to 20%. Pay it by 30 November.

Change or leave out a person with a reason, then pay it with a salary month, mark it paid outside WeHR, or record that no bonus is paid this year. Download the bonus register for your records.

WeHR prepares the files and challan figures; you upload them on the government portals and pay. After the payroll is approved: PF ECR (.txt), ESI upload (.xls), PT and LWF statements; TDS in Payroll → TDS. Then mark each item done in Compliance.

WeHR does. When a government notification changes a rate — the PF wage ceiling, ESI rates, income-tax slabs for a new year, a state’s Professional Tax or LWF — WeHR updates it for every company, so you normally don’t need to do anything.

If your company must use a different rate, open Payroll → Settings → Statutory rates, choose PF, ESI, Gratuity, Code on Wages or Income tax and press “Use our own rates”. Your rates replace WeHR’s for your company only; “Go back to WeHR’s rates” undoes it. Professional Tax and LWF have their own pages under Payroll.

Salaries and payroll calculated after a change use the new rates; payroll months already approved keep their figures.

Each state has a yearly maximum (₹2,500 in most). Once the year’s PT — including PT deducted in your old system and imported — reaches it, WeHR deducts only what is left and shows a note on the run.

WeHR deducts LWF by work-location state in the months the state fixes (monthly in Haryana; June and December in many states). Payroll → Labour Welfare Fund lets you switch it off, pay the employee’s share as employer, or enter a revised rate.

Managers and supervisors that your state’s law leaves out: tick “Not covered by Labour Welfare Fund” on the employee.

WeHR projects the year’s income, applies the chosen regime (new by default) and declarations, and spreads the balance over the remaining months.

The regime is locked once salary has been paid under it (CBDT circular). If your policy allows, Payroll → Settings lets HR correct it once a year with a reason.

ESI continues until the end of the contribution period (April–September or October–March) in which the person was covered. WeHR follows this automatically.

From tax year 2026-27 the salary TDS certificate is Form 130 (it was Form 16). Part A comes from the TDS portal (TRACES) after your quarterly returns are processed; WeHR prints the salary part in the official order.

1. When you file each quarterly TDS return, mark it done in Compliance with the token / receipt number — it is printed on the certificate.
2. Payroll → Income tax (TDS) → Yearly tax computation → “Who signs the certificates”: enter the person responsible.
3. After 31 March: “Form 130 — all” prints every employee’s certificate, one per page — save it as a PDF. Each row also has its own link.
4. Employees open theirs from My space → My payslips.

Open WeHR in your phone’s browser and choose “Add to Home screen” — it opens like an app. In My space you can clock in, apply for leave, see payslips, declare investments, claim expenses and ask HR.

Turn on “Notifications on this device” in My space to get alerts even when WeHR is closed. On iPhone, add WeHR to the Home Screen first.

On the sign-in page press “Forgot password?” and enter your email; open the link we send within an hour. If the link has expired, ask for a new one. No email? Ask your HR to check your login email.

My space → Tax declaration: choose the regime and enter 80C, health insurance, rent and so on. TDS on your next payslip uses them. Keep proofs ready — HR may ask for them.

Your company’s HR — use My space → Ask HR (Helpdesk), or speak to them. WeHR support helps your HR team with the software; it can’t see or change your salary.

After 10 wrong passwords WeHR pauses sign-in for that email for 15 minutes, to protect the account. Wait, then use “Forgot password?” if you aren’t sure of it.

WeHR issues a GST tax invoice for every payment, and the law requires your legal name, address and state (and GSTIN, if you have one) on it. If you have a GSTIN, the GST you pay can be claimed as input tax credit.

Fill them in once, exactly as on your PAN and GST certificate. WeHR checks that the PAN fits the type of business and that the GSTIN is valid, is in the state you chose and belongs to that PAN. The billing email is confirmed with a code, and the person accepting the Terms for the business is recorded.

The WeHR support team also checks the details against the GST portal. If something doesn’t match, we contact you before anything else happens.

1. Settings → Billing → Business and billing details
2. Fill the form and press Send code
3. Enter the code from the billing email
4. Tick both boxes and press Save and accept

Something in your business details didn’t match the GST or PAN records. Your account keeps working. Reply to the WeHR support team’s email, or raise a ticket from WeHR support, and correct the details in Settings → Billing.

Yes. Settings → Billing → How you pay → Every year. It applies from your next invoice, which then covers 12 months. When WeHR offers months free for yearly payment, the invoice shows them as a separate line.

A yearly invoice is charged for the employees active when it is made. You can switch back to monthly; that also applies from the next invoice.

Raise a ticket with WeHR support (Help → WeHR support) with the invoice number and what was wrong. If the WeHR support team agrees, they issue a GST credit note against the invoice and return the money.

Credit notes appear under Settings → Billing → Invoices, with a printable copy. If you are registered for GST, the credit note reduces the input tax credit you claimed on that invoice — give it to your accountant.

The trial or paid month ended more than 7 days ago. Everyone can still sign in, view and download everything, and employees can still clock in. The owner renews in Settings → Billing; everything opens again straight away. You can still contact WeHR support.

That module (for example payroll or expenses) isn’t in your current plan. The owner can change the plan in Settings → Billing; the page opens as soon as the plan changes.

The Free plan is for a small number of active employees — Settings → Billing shows the current limit. Choose a paid plan there to add more.

Settings → Company → Export all data gives everything in one Excel file. The owner can close the account from the same page; data is deleted 30 days later, with a reminder 2 days before.

After the password, WeHR asks for a 6-digit code. The code can come from an authenticator app (Google Authenticator, Microsoft Authenticator…), or — if your company’s admin has turned them on — by email or by SMS / WhatsApp.

Turn it on: menu (your name) → Two-step sign-in → choose a way → confirm the code. App and phone users get 10 backup codes for a lost phone.

Admins: Settings → Users & roles → Two-step sign-in. Choose who must use it and tick “Code by email” / “Code by SMS / WhatsApp”. With email codes on and two-step required, people simply get a code by email at sign-in — nothing to install.

No code arriving? Wait 30 seconds and press “Send a new code”, check spam, or use a backup code. Your admin can reset it in Users & roles → Reset 2-step.

That email already had a WeHR login that was never confirmed as theirs, so WeHR emails them an invitation instead of giving access straight away. Their access starts when they open the link and set a password.

This stops anyone from signing up early with a colleague’s email and getting into your company. Ask them to check their inbox (and spam). The link works for 7 days — after that, remove and add them again.

The 4th letter of a PAN shows who holds it: C for a company, F for a firm or LLP, P for a person (proprietorships use the proprietor’s PAN). Check the type of business you chose, and that the PAN is the business’s, not a director’s.

Characters 3–12 of a GSTIN are the PAN it was issued to, and the first two digits are the state. Use the GSTIN for the state you are billing from.

Open Approvals and approve or reject the listed requests for that month, then lock again.

Attendance changed after you calculated payroll. Lock the month again (Attendance → Monthly summary), then press Recalculate on the run and approve.

Each month has one run. Open it from Payroll → Runs and Recalculate instead of creating another.

An expense claim added to this payroll changed. Press Recalculate on the run, check the claim line, then approve.

Deductions (loss of pay, loans, one-time deductions, notice recovery) are more than the pay. Check the employee’s line in the run, reduce or move a deduction to next month, then recalculate.

The employee has no salary yet. Open the employee → Salary → Assign salary (or import salaries), then try again.

The person has a WeHR login but it isn’t tied to their employee record. HR: open the employee and press Give login with the same email — WeHR links them.

Attach a JPG, PNG, WebP or PDF up to 2 MB (logo: PNG or JPG up to 300 KB). On a phone, take the photo at a lower size or crop it.

WeHR checks every row before saving anything. Fix the rows it lists (row numbers match your file) and upload again. Dates can be DD-MM-YYYY; amounts can have commas. Files are CSV: in Excel use File → Save As → CSV (comma delimited).

Refresh the page once. If it happens again, raise a ticket with WeHR support from Help → WeHR support — the form fills in the page you were on and the message you saw. Every unexpected error is also recorded for WeHR automatically.

Owners and HR / payroll admins: Help → WeHR support → New ticket. You get a ticket number (like WH-10001) by email; every reply is emailed to you and to the company owner, and shows in WeHR. Reply on the ticket to add details; it reopens if it was resolved.

Employees: please ask your HR team — they can raise it with WeHR if needed.

Your company asks where you clock in from. Allow location for WeHR in the browser (the lock icon next to the address → Location → Allow) and turn on GPS on your phone, then try again.

If you are at the office and it still says you are far away, step outside or near a window for a better GPS fix. If you really are elsewhere (client visit), clock in when you reach the office or ask for an attendance correction.