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Qivity HRMS — from offer letter to full and final settlement
Employee records, attendance, shifts and leave, performance reviews, recruitment, learning, engagement and India payroll — one HR system with effective-dated history, approvals that can be delegated, and four-eyes control on every payroll run. It runs on its own, and becomes the people directory for every other Qivity product when you want it to.
What is inside
The whole employee lifecycle, one record
Every module reads the same employee record, with its job history kept by effective date rather than overwritten.
Core HR
Employee records, effective-dated job history, an org chart, typed documents with expiry, custom fields and versioned policies.
On this pageAttendance and shifts
Check-in sessions and breaks, geofence flags, a feed for attendance devices, shifts, rotations and night shifts, with corrections on approval.
On this pageLeave and comp-off
Ledger-based balances, accrual, carry-forward with expiry, holiday calendars per location, and comp-off for days worked.
On this pagePerformance
Review cycles, goals with check-ins, KPIs, self, manager and peer reviews, and calibration.
Recruitment
Requisitions, openings, a candidate pipeline, interviews, feedback and offer letters, with approvals.
Onboarding and exits
Checklists that start themselves on hire and exit, with task owners and due dates — and asset clearance from Qivity ITAM.
India payroll
Versioned salary structures, PF, ESI, PT, TDS and LWF, payslips, bonuses, loans and full and final settlement.
On this pageLearning
A course catalogue, assignment by HR or a manager, self-enrolment, assessed courses, validity and certificates.
On this pageEngagement
Announcements, kudos tied to company values, and pulse, eNPS and exit surveys that stay anonymous.
On this pageHR letters and requests
Experience, relieving and salary letters from templates, issued as numbered PDFs, and an HR helpdesk for queries and changes.
Travel and claims
Travel requests with estimates and advances, and expense claims with receipts, paid through payroll.
Approval delegation
Hand leave, attendance, comp-off and travel approvals to a colleague while you are away, for up to 120 days.
Core HR
An employee record that keeps its history
Changes to a job, a department or a manager are effective-dated events, not edits. The record shows what is true today, and what was true on any day before it.
Custom fields with a sensitive flag
Text, number, date, list and yes/no fields. A sensitive value is shown only with sensitive-data access and is never written to the audit log.
Documents that expire on time
Typed documents with verification and expiry dates, inside a storage quota.
Policies acknowledged per version
Each version of a policy is acknowledged on its own, so an update is not covered by last year’s click.
An HR helpdesk
Letters, queries, personal-detail changes and resignations raised as requests with comments, instead of email threads.
Time and leave
Attendance and leave from the same clock
Leave balances are a ledger, not a number someone edits. Attendance decides what a day was — a working day, a weekly off or a holiday — and how long was worked.
| Capability | How it works |
|---|---|
| Check-in | Sessions and breaks, a geofence flag, and an ingest API for attendance devices |
| Shifts | Shifts, rotations and assignments, including night shifts |
| Regularization | Attendance corrections approved by the manager and HR |
| Leave policies | Accrual, carry-forward with expiry, negative-balance limits and holiday calendars per location |
| Approval chains | Manager, skip-level, department head, a role or a named person |
| Comp-off | Claimed for a worked weekly off or holiday; credit expires oldest first |
Comp-off decided by attendance, not the form
Whether the day was an off day, and how long was worked, come from attendance. Half a day at 4 hours and a whole day at 8 are defaults you can change.
A retried approval never credits twice
Each approval writes one ledger entry, so a double click or a network retry cannot double a balance.
India payroll
Payroll with four eyes and frozen results
Salary structures are versioned, statutory rules are versioned with their sources, and a finalized run is frozen by the database. A correction is an adjustment in a later period, never an edit to what was paid.
| Area | What is included |
|---|---|
| Structures | Versioned salary structures, CTC breakup and approved revisions |
| Statutory | PF, ESI, professional tax, TDS and Labour Welfare Fund, as versioned rules with sources |
| Tax | Tax regimes, investment declarations, proofs reviewed by payroll, rent and previous employer |
| One-time items | Bonuses, reimbursements, loans and arrears, approved by four eyes and paid in a chosen period |
| Exits | Full and final settlement runs, with asset clearance from Qivity ITAM when connected |
| Outputs | PDF payslips emailed from your mailbox, a bank transfer file, Form 16 Part B and an accounting export |
Registers export to Excel. Government return files — Form 24Q, ECR, ESI — and Form 16 Part A from TRACES are not generated, and nothing is filed for you.
Whoever prepares a run never approves it
Preparers, editors and submitters cannot approve. A single-approver mode exists for very small teams; only the owner can switch it on, and it is audited.
Pay stays with the people allowed to see it
HR managers, line managers and read-only users get no payroll access unless a custom role grants it. Pay figures are never written into the audit log.
Payslips released when you say
Payslips are generated as PDFs, released under your control, and emailed from your organization’s own mailbox.
Journals for Qivity Accounts, encrypted
Each finalized run becomes one frozen accounting export by posting key and cost centre. Qivity Accounts pulls it end-to-end encrypted.
Engagement and learning
Surveys people can answer honestly
Anonymous means anonymous: an anonymous answer carries no employee id and only the date, and results stay hidden until enough people have answered.
Pulse, eNPS and exit surveys
Rating, eNPS, yes/no, choice and text questions. An exit interview reaches only the person leaving.
Announcements with an audience
Pinned, scheduled and expiring posts for a department or a location, with read counts.
Kudos tied to your values
Recognition with company-value badges, a wall and a most-appreciated list. HR can hide one, with a reason, and the record is kept.
Training with certificates
Courses assigned by HR, or by a manager to their own reporting line, self-enrolment, scored assessments, validity in months and certificates.
Integrations
Connections to other Qivity products
Each connection is optional and switched on by your organization. Disconnecting one never deletes data.
HRMSCRMCSMAccountsITAMITOPSWMS
One people directory for every product
Departments, locations, managers, joiners and leavers come from HRMS instead of being typed into each product.
HRMSAccounts
Payroll journals, encrypted
Each finalized payroll run reaches Accounts as one end-to-end encrypted journal to post.
ITAMHRMS
Asset clearance on exit
The full and final settlement shows what a leaver still holds and, by policy, waits for it to come back.
CRMCSMHRMSAccounts
The CRM mailbox on every record
CSM, HRMS and Accounts show a record’s email from the CRM mailbox, under the person’s own sign-in.
Works alone, or as the people directory for every product
Qivity HRMS needs no other product. Connected, it becomes the people directory the rest of Qivity reads: department, location and manager on ITOPS tickets, joiners and leavers in ITAM, staff details in WMS, and payroll journals in Accounts. ITAM in turn tells HRMS what a leaver still holds, and the full and final can wait for it by policy.
Sign-in is through the central Qivity identity service. Roles decide whose records a person may see, custom roles can be built, and every request is checked for subscription, permission and scope before it reaches the data. The audit log is append-only.
Questions people actually ask
Does Qivity HRMS run payroll for India?
Yes. PF, ESI, professional tax, TDS and Labour Welfare Fund are calculated from versioned rules, with payslips, full and final settlement, a bank transfer file and Form 16 Part B. Government return files are not generated, and nothing is filed on your behalf.
Who can see salaries?
The owner, HR administrators and the payroll role. HR managers, line managers and read-only users get no payroll access unless a custom role grants it.
Are anonymous surveys really anonymous?
Anonymous answers carry no employee id, and only the date rather than the time. Repeat answers are stopped with a keyed hash instead of a name, and results stay hidden until a minimum number of people have answered.
Can a manager hand approvals to someone while on leave?
Yes. Leave, attendance-correction, comp-off and travel approvals can be delegated for up to 120 days. The delegate decides only what is waiting for that manager, and gains no access to browse employee records.
Do we need other Qivity products?
No. HRMS is complete on its own. Connecting ITAM adds asset clearance on exit, connecting Accounts lets it pull each payroll journal, and other products can read the people directory once you switch sharing on.
Is there a mobile app?
Not a store app. The web app works at phone width.
Does it include e-signature?
Not yet. Policies are acknowledged per version inside the product, and letters are issued as PDFs without a signature provider.
Also on the platform
Bring your pipeline. We’ll bring a laptop.
Twenty minutes, on your data — not a canned demo. If we are the wrong fit, we will say so on the call.