Preferences

The preferences section under settings helps you handle certain functions of Zoho Payroll such as


Employee Portal

From this page, you can manage portal access, payroll admin contact information, and send messages to all your employees who have portal access.


Enable or disable portal access for all employees

Toggle the Enable Portal Access option to enable or disable portal access for all employees at one go. This option will help manage overall access for employees but this does not affect the individual portal access preference you’ve configured in employees’ profiles.


Manage Contact Information

You can edit the the payroll admin information that will be displayed in the self-service portal footer. To add a new address: * Click Manage Contacts. * Click + Add Contact. * Enter the Name and Email. * Click Save.

Add Contact

To edit existing contact information: * Click the Pencil icon next to the name. * Enter the Name and Email. * Click Save.

Edit Contact

Note: The email address must be that of a user with admin privileges in Zoho Payroll.


Display important messages in the portal

Convey important messages and notifications to your employees through the portal. Send out the message using the Banner Message option.

Message Banner

To do this:

The message will be displayed at the top of the homepage in the ESS portal till the particular date.

Portal Preferences

FBP & Reimbursement Claim

You can handle FBP and Reimbursement related preferences here.


Flexible Benefit Plan

Flexible Benefit Plan (FBP) is a way in which your employees can structure their own salary. You can manage FBP related preferences here.

Pay Schedule

Reimbursement Claim Submission

You can manage reimbursement related preferences here.

Pay Schedule

IT Declaration & POI Submission

You can handle investment related preferences in this section.


Income Tax Declaration

You can manage IT Declaration related preferences like releasing IT Declarations, setting a deadline, and configuring email reminders from this page.

IT Settings

Insight: Placeholders are certain values that are used to hint the actual data that should be present in the mail. For example, when you use %CompanyName% in an email draft, it means the placeholder (%CompanyName%) needs to be replaced with the actual name of the organisation.

Edit IT Reminder

To disable a reminder:

Disable IT Reminder

To delete a reminder:

Delete IT Reminder

POI Submission

You can manage POI related preferences like releasing POI, setting a deadline, and configuring email reminders from this page.

POI Settings Edit POI Reminder

To disable a reminder:

Disable POI Reminder

To delete a reminder:

Delete POI Reminder

Employee Custom Fields

Employee custom fields enable you to include additional information about the employee. Any detail that is not mandated in the payroll but you want to collect can be collected using custom fields. For example, details such as Aadhaar number, vehicle registration number, and marital status. These fields will be available under Personal Information > Other Details in the employee’s profile. In this document you will learn how to:


Create a Custom Field

Data Type Information Needed
Text Box (Single Line) * Help Text
* Is this PII?
* Default Value
Text Box (Multi-line) Help Text
Email * Help Text
* Is this PII?
* Default Value
URL * Help Text
* Is this PII?
* Default Value
Phone * Help Text
* Is this PII?
* Default Value
Number * Help Text
* Is this PII?
* Default Value
Decimal * Help Text
* Default Value
Amount * Help Text
* Default Value
Percent * Help Text
* Default Value
Date * Help Text
* Is this PII?
* Default Value
Check-box * Help Text
* Default Value (☐ Ticked by default)
Auto generate number * Help Text
* Prefix
* Suffix
* Starting Number
Drop-down * Help Text
* Options
* Default Value
Multi select * Help Text
* Options
* Default Value
Notes * Help
* Content
New Custom Field

Edit a Custom Field Configuration

To edit the custom field:

Edit Custom Field

Make a Custom Field as Inactive

To temporarily mark a custom field as inactive:

Disable Custom Field

To enable it again, click the More icon and select Mark as Active.


Delete a Custom Field

You can delete a custom field if there is no employee data associated with that custom field. To delete a custom field:

Delete Custom Field

The custom field will be deleted.


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