5 most desired scenarios for any HR for using automatic formula updates (Zoho People)

Posted by Posted on by

At Zoho People, we want to make sure our users get the most out of every feature we offer. This includes some features that many users either didn’t know existed or those that, on the surface, appear too technical or confusing to implement into a daily workflow.

One of these features is using and analyzing formula expressions; something we believe will make you a well-rounded human resource professional.


The bright side of formula expressions has arrived in Zoho People with our 41 different functions to benefit you in multiple use cases. So, let’s look at the five most common scenarios you can use formula in the fields for day-to-day HR activity.

1. Calculate employee’s total work experience: Most HR professionals have little time to calculate an employee’s total work experience, during his/her date of exit or performance review period. You can solve the problem by using the below formula expression.

Formula Expression: DateDiff (Now (), Date_of_Joining,’Year’)

Example: If Date_of_Joining is ‘1-JAN-2014’ Result: Years of experience will be 1 year

You can also use the same formula expression to calculate similar types of scenarios like age calculation, travel experience etc.,

2. To calculate an employee’s pay: Use our below formula expression, to automatically calculate your employee’s pay without performing any manual calculations. Once you enter all the details in the form fields you can formulate the consolidated pay off your employee’s salary.

Formula Expression: Sum (Basic,HRA,Conveyance,Education_Allowance,Other_Allowance) – Sum (PF_Amount,VPF_Amount,Professional_Tax,Income_Tax)

Example: Sum (6000,3000,200,500,4000)-Sum (720,50,1000,0) Result: 11950

3. To calculate an employee’s project deadline: Most HRs will be worried along with their employees regarding project deadlines. Fortunately, Zoho People lets you sit and watch the project deadline reminders to go out to your employees automatically.

Formula Expression: If (DateDiff(Project_Deadline,Now(),’Day'<=6), ‘Critical Task’, ‘Moderate Task’)

Example: When the Project_Deadline is ’10/10/2015′, the critical task reminder will be sent from 4/10/2015 (fewer than 6 days) and the moderate task reminder will be sent from the date of creating this expression (more than 6 days).

4. To extend an employee’s probation period: The probationary period is very important for both the employee and the employer.  This period is used to ensure that the selected applicant is qualified for the job and achieves regular status. If a manager is not satisfied with an employee’s performance and wants help extending the probation period, please use the below expression.

Formula Expression: If (Equals(Probation_feedback,’Not   Satisfactory’),AddDate (Dateofjoining,6+Probation_extension_Period_in_months,’Month’),AddDate (Dateofjoining,6,’Month’))

Example: When the probation feedback is ‘Not Satisfactory’, the job confirmation date will be automatically delayed for one year if ‘Probation_extension_Period_in_months’ has been added ‘6’ and if the probation feedback doesn’t say ‘Not Satisfactory’, then it’s understood that the employee will be successfully completing the probation period.

5. To provide the correct space between names in the passport: If your boss wants you to have a proper Last Name and First Name column together in the same cell for more than 50 employees, it would take a long time to type everything by hand. Rather than combining this data manually, we can use our Concat function to perform the task automatically.

Formula Expression: Concat (FirstName,’ ‘,LastName)

Example: Karen John will be the result if Concat (Karen,’ ‘,John)

Are there any formula expressions you use on a regular basis that I might have missed?  Leave a comment below, and let’s start a conversation on how you can use formula expressions as part of your HR department.

So, are you ready to get enhanced with Zoho people’s enhanced formula expressions?

Need help?  https://www.zoho.com/people/help/formula-fields.html


5 Reasons to automate your HR

Posted by Posted on by

Behind every successful business is an effective Human Resource department. They ensure that your goals are reached by engaging your company’s most important asset – your People!

The HR staff is responsible for hiring the right candidate, managing employee details, tracking time, handling employee benefits, measuring employee performance and much much more. If you run a small or medium sized business, the use of an HR software for these activities might seem expensive. In reality, it’s not!
Automating your HR can help you save time and money in a lot of ways.

1. Make your first impression count

Recent research indicates that an employee decides to stay or leave an organization in the first 90 days. In Fortune 500 companies alone it has been estimated that close to 50% of the outside hires quit in less than 2 years.

Onboarding ensures minimal attrition. However, it includes many forms, induction programs, salary contracts, IT system allocations and new hire training. With automation, you can structure workflows to trigger multiple actions. For instance, automatically send out requests for IT equipment, ID cards and provide employees access to directly add or edit their personal data. This streamlines new hire onboarding and reduces the time taken to induct a new employee.

Read more

Customer Spotlight: How Visual BI Used Zoho People to Empower Employees

Posted by Posted on by


“We were looking for a one-stop solution for managing our HR processes and we are glad we found Zoho People,” said Brinda Jayaram, HR Manager at Visual BI.

Headquartered in Plano, Texas, Visual BI is a leading consulting firm in business intelligence and analytics, driving high-touch customer engagements through an agile delivery model. The company enables big data analytics and visualization for its customers, on the cloud.

Their World Before Zoho People
Towards the end of 2013, Visual BI decided to put in place a human resource management system. Defining work flows and other HR processes was becoming complicated due to their rapid growth. Manual processes inundated their small HR team. Their agile delivery model called for quick and accurate customer response.

“We wanted to move towards a web-based system, rather than use manual methods and email typically used by smaller companies,” recalls Brinda. “We faced great difficulty in managing employee needs with regard to attendance, time-off, approvals and expense reimbursements.”

Read more

Announcing Zoho People Webhooks for Real-time Callbacks.

Posted by Posted on by

API (Application Programming Interface) has always been the most preferred means of integration between two systems. For instance, an HR software and payroll. This is most convenient when data needs to be exchanged every time a requirement arises. However, what if instant notifications need to be sent and received the very second an event is triggered? That’s precisely what a webhook does.


A webhook is an http call back that sends data to the third party system whenever an event is triggered. For example, when a travel expense record is approved, a webhook instantly notifies the accounting system by invoking its API to process the reimbursement. Alternatively, if a webhook isn’t used, the API  will only be called periodically (end of day, week, or month) to find out pending reimbursements and hence delay the payment process.

A Webhook is certainly a better way to integrate with third party systems and your own custom applications, ensuring data synchronization at all times. That’s why Zoho People has now adopted Webhooks!

Get Instant HR Alerts and Live Feeds with Zoho People.

Posted by Posted on by

Jack, an executive, applies for a travel approval through his company’s HR portal. His manager misses the request amongst other important emails. The approval is delayed and Jack is left uncertain about his forthcoming travel.

Now, lets assume Jack’s travel gets approved eventually. He plans his lodging and other expenses for his trip, keeping the existing HR policy in mind. Upon returning, he attempts to have his expenses reimbursed, only to realize the HR policy had been changed well before his departure. This leads to unforeseen confusion.


Approvals, reviews and announcements will be effective only if they’re made at the right time. The situations detailed above are just two of many such instances employees encounter on a regular basis. It could also apply to job completion notifications, leave approvals, timesheet requests, office holidays or any other announcements. Yes, you could always receive alerts and discuss approvals through email. However, too many emails back and forth would result in flooding your inbox.

How can this be solved? It’s simple: Notifications!

Read more

Zoho People – Multiple Criteria. Simple Approvals.

Posted by Posted on by

Approvals are required to ensure smooth workflow in an organization – be it for project submissions, timesheets, billing, leave or any other forms. The standard approval process involves a reporting manager approving his employees’ forms.
However, what if different forms required different levels of approvals to satisfy different criteria?

Bill, the HR Manager of Falcon Enterprises, wants to streamline his time-off approval process. It seems like he has too many conditions:
(a) The approval has to be triggered only if an employee is on leave for 3 days.
(b) This to be the case just for casual leaves and not any other.
(c) It is exclusive to certain designations in his organization and not for all the employees.
(d) Finally, the records are to be subjected to multi-level approvals.

Clearly, primitive approval processes cannot handle any such requirements.
That’s why Zoho People lets you configure unlimited approvals. This is how its done:

1. Select the Form for Approval


Zoho People lets you configure your approvals based on individual forms and modules. Different forms like leave applications, timesheets, employee details, exit details, etc., can have specific settings. All you have to do is select the ‘form type’ from the drop down menu and the required criteria can be set.
Yes, it’s that simple!

Read more

Approved! Effortless Timesheet Approvals with Zoho People

Posted by Posted on by

You’ve never heard an HR manager say, “Timesheets don’t need to be approved.”

For those businesses that need to keep track of employees’ work time on jobs, timesheets are the answer. While timesheets alone can keep track of work flow, a manager’s approval adds credibility and certifies that the work is satisfactory.

Zoho People has a number of useful features that make timesheet approvals easier:

1. Multi-level approvals


With Zoho People, even with a large multi-level hierarchy in your organization, you can easily structure the flow of the approval process by role and designation. The visual representation of the approval hierarchy gives you a quick overview.

Read more