Employee Self-Service (ESS) Mobile and Desktop

Introduction

The Magnar HCM Employee Self-Service (ESS) mobile app empowers employees to manage their HR tasks anytime, anywhere — from submitting leave requests to viewing payslips — while giving managers a streamlined approval workflow. This manual covers every screen and feature available in version 4.8.5.

This document is structured to be searchable by AI assistants. Employees and managers can ask questions in plain language — such as "How do I request leave?" or "How does a manager approve a loan?" — and receive precise, section-linked answers.

1. Logging In

Magnar HCM Employee Self-Service is available on both the mobile app and the desktop browser. The login process differs slightly between the two — follow the relevant guide below.

1.1 How to Log In — Mobile App

When you open the Magnar ESS mobile app, you will be presented with the login screen. Enter your credentials to access your account.

Login Screen Fields

Steps

1. Open the Magnar HCM app on your mobile device.
2. Enter your Username or Email in the first field.
3. Enter your Password in the second field.
4. Optionally, tick Save Password to speed up future logins.
5. Tap Login to proceed.

Additional Options

• Forgot Password — Tap this link to reset your password via the link sent to your email.
• ⚙ Server Settings (gear icon) — Tap the gear icon to enter the application link provided to you by your system administrator. If you do not have this link, contact your system administrator.

1.2 How to Log In — Desktop

The desktop version of Magnar ESS is accessed through a web browser. The login page shows a Welcome! screen with Email, Password, a Forgot Password? link, a Sign Up link, and a Log in button.

First-Time Login (New User)

1. You will receive a registration email from your HR or system administrator with a link to register on Magnar HCM.
2. Click the link in the email. You will be taken to the Sign Up page.
3. Fill in the required registration fields:

4. Click Sign Up to complete your registration. You can now log in with your new credentials.

Existing User Login

1. Open the Magnar HCM desktop URL in your browser.
2. Enter your Email address and Password.
3. Click Log in to access the system.

Forgot Password

1. On the login page, click Forgot Password?
2. Enter your registered email address.
3. You will receive an email with a link to reset your password. Click the link and follow the instructions to set a new password.

2. Two-Factor Authentication (2FA)

If your organisation has enabled Two-Factor Authentication, you will be prompted to verify your identity after entering your password. This step adds an extra layer of security to your account.

Verification Steps

1. After entering your password, a Verification Code dialog will appear.
2. Check your registered email or authenticator app for the one-time code.
3. Enter the code in the Verification Code field on screen.
4. Tap Submit to complete the login.

3. Select Company

If your account is linked to multiple legal entities or subsidiaries, the Select Company screen will appear after login, allowing you to choose the entity you want to work within for this session.

How to Select a Company

1. Review the list of companies displayed on screen.
2. Tap the company name you wish to work under.
3. Tap the Select Company button to confirm.
4. You will be taken to the Home Screen for that entity.

4. Home Screen

The Home Screen is your central hub. It displays a personalised welcome banner, key leave balances, quick links, and attendance tools at a glance.

Welcome Banner

The banner displays your full name and employee ID, confirming which account is active.

My Balance Panel

The leave balance panel shows three key figures:

Quick Links

• Organization — Browse the company org chart
• Policies & Procedures — Access HR documents and company policies
• Leaves Calendar — View public holidays and your approved leave dates

Attendance Status Button

A prominent button allows you to clock in or clock out directly from the Home Screen. Your current attendance status is displayed alongside the button.

Activity Tiles

• Timesheet — Log and review your daily working hours
• WorkSheet — Track project-based or task-based hours

Bottom Navigation Bar

Three icons at the bottom of the screen are always visible:

• 🏠 Home — Returns to the Home Screen
• 🗂️ Services — Opens the Services catalogue
• 👤 Profile — Opens Profile & Settings

5. Services

The Services screen provides access to all HR modules and request types available to you. Items are grouped into collapsible categories for easy navigation.

Navigating Services

1. Tap the Services icon in the bottom navigation bar.
2. Use the search bar at the top to quickly find a service by name.
3. Tap the Dashboard shortcut at the top to return to your home overview.
4. Tap any category header to expand or collapse it.
5. Tap the desired service tile to open it.

My Info — Available Services

The My Info category includes the following items:

6. Payslip

The Payslip module provides employees with secure access to their monthly salary statements. You can view breakdowns of earnings and deductions, and export payslips for your records.

Viewing Your Payslip

1. From the Home Screen or Services, tap Payslip.
2. Use the Period dropdown to select the payroll month you want to view (e.g. 01/11/2023 – 30/11/2023).
3. The payslip details load automatically for the selected period.
4. Tap Export to download the payslip as a PDF to your device.

Payslip Information

7. ESS Services — Request Types

The ESS Services section lists all self-service request types available to employees. Each request goes through an approval workflow before taking effect.

Available Request Types

7.1 Leave Requests

The Leave Requests module allows employees to submit, track, and manage leave applications directly from the mobile app. Managers receive notifications to approve or reject requests.

Leave Request List Screen

When you open Leave Requests, you see a list of all your submitted requests with the following features:

• Search bar — Filter requests by reference number or leave type
• + New button — Create a new leave request
• Status tabs: In Progress · Approved · Rejected · Closed

Creating a New Leave Request

1. Tap the + New button on the Leave Requests list screen.
2. The Reference No. is auto-generated (e.g. LET0000000233).
3. Select the Leave Type from the dropdown (e.g. Annual Leave, Sick Leave).
4. Set the From Date — the first day of your leave.
5. Set the To Date — the last day of your leave.
6. The Number of Days is calculated automatically.
7. The Submission Date and Status are set automatically.
8. Add any Remarks using the rich-text editor (optional but recommended).
9. If applicable, enable the OffCycle option directly on the form (see below).
10. Tap Submit to send the request for approval.

Leave Request Fields

OffCycle — Advance Leave Salary Payment (KSA)

OffCycle is a feature within the Leave Request form that allows eligible employees to receive their salary for the leave period in advance, before the leave begins. This feature is primarily governed by Saudi Arabian labour law and is typically relevant for employees taking extended annual leave.

What is OffCycle?

Under Saudi Labour Law, employees who are entitled to annual leave have the right to receive their leave salary before the leave commences. The OffCycle flag in the ESS app triggers a separate payroll run (outside the normal monthly cycle) to process and pay the employee's salary in advance, covering the leave duration.

How to Request OffCycle Advance Pay

1. Create a new Leave Request and fill in all standard fields (Leave Type, From Date, To Date).
2. Locate the OffCycle field directly on the leave request form.
3. Enable the OffCycle option by tapping the toggle or checkbox.
4. Submit the leave request as normal by tapping Submit.

7.2 Leave Encashment Request

The Leave Encashment Request module allows employees to convert a portion of their accrued leave balance into a cash payment, without actually taking the leave. The system automatically displays your available leave balance to help you decide how many days to encash.

Leave Encashment Request List Screen

When you open Leave Encashment Request, you see a list of all previously submitted requests with:

• Search bar — Filter requests by employee name or reference
• + New button — Create a new leave encashment request
• Columns: # (reference number), Employee, Creation date

Creating a New Leave Encashment Request

1. Tap the + New button on the Leave Encashment Request list screen.
2. The Employee field is pre-filled with your name and employee ID. If submitting on behalf of a team member (MSS), select the appropriate employee from the dropdown.
3. The Leave Balance Till Date is automatically populated with your current accrued balance (e.g. 43d 03h 28m). This field is read-only.
4. Enter the Number of Days you wish to encash. This must not exceed your available balance.
5. Select the Payment Date — the date on which you wish to receive the encashment payment.
6. Add a Comment using the rich-text editor to provide any additional context or justification (optional).
7. If required, attach supporting documents using the Attachment section — tap Choose to select a file, then Upload to attach it.
8. Tap Submit to send the request for approval, or Cancel to discard.

Leave Encashment Request Fields

7.3 Expense Request

The Expense Request module allows employees to submit business expense claims for reimbursement. You can add multiple expense line items per request, attach receipts, and optionally link the request to an existing travel transaction.

Expense Request List Screen

When you open Expense Request, you see a list of all submitted requests with:

• + New button — Create a new expense request
• Search bar — Filter by employee name or reference number
• Columns: #, Employee, Expense Date, Status, Reference No. — all sortable
• ⋮ Actions menu per row — View or manage individual requests

Creating a New Expense Request

1. Tap + New on the Expense Request list screen.
2. The Reference No. is auto-generated (e.g. EX0001).
3. The Employee field is pre-filled with your name. For MSS, select the relevant team member from the dropdown.
4. Select the Expense Date using the date picker.
5. The Status is set automatically to In Progress.
6. If this expense is related to a business trip, toggle Is Linked To Travel Transaction? to On and select the relevant trip from the Travel Transactions dropdown.
7. Add a Comment in the rich-text editor to explain the purpose of the expense (optional but recommended).
8. Add expense line items using the + button at the bottom of the expense lines table. For each line, enter the Title, Expense Type, Amount, Local Currency Amount, Date, and attach a receipt File.
9. Optionally, use Download Template to download an Excel template for bulk expense entry, then use Choose to upload the completed file.
10. Tap Save to save as a draft, or Submit to send for approval. Tap Cancel to discard.

Expense Request Fields

Expense Lines Table

Each expense request can contain multiple line items. Tap the + button to add a new line. Each line includes:

7.4 General Request

The General Request module is a flexible catch-all service that allows employees to submit a wide variety of administrative requests that do not fall under a dedicated module. Each request is categorised by a Request Type, which your HR administrator configures based on your organisation's needs.

General Request List Screen

When you open General Request, you see a list of all submitted requests with:

• + New button — Create a new general request
• Search bar — Filter by employee name or request type
• Columns: #, Employee, Request Type, Request Status, Creation Date, Is Pdf Form — all sortable
• ⋮ Actions menu per row — View or manage individual requests

The Is Pdf Form column indicates whether the request type uses an embedded PDF form (Yes) or a standard digital form (No).

Available Request Types

When you tap + New, a dropdown lists all request types configured for your organisation. Your company can define any type of request — whether related to an activity, an asset requisition, an administrative process, a document submission, or any other operational need. Request types marked with a PDF icon have an embedded form that you fill out on screen.

Creating a New General Request

1. Tap + New on the General Request list screen.
2. Select the Request Type from the dropdown list.
3. The Employee field is pre-filled with your name. For MSS, select the relevant team member from the dropdown.
4. Enter a Title to briefly describe your request.
5. If the request type has an embedded PDF form (Is Pdf Form = Yes): the form will load inline on screen. Navigate the form using the page controls (◀ ▶ for previous/next page, zoom controls). Fill in all required fields directly on the form. Use Print Form if a physical copy is needed.
6. Once all fields are completed, tap Submit to send for approval.

General Request Fields

7.5 Travel Request

The Travel Request module allows employees to submit requests for business travel, training trips, or visa processing. Once approved, the travel record can be linked to an Expense Request so that per diem allowances are calculated automatically based on your grade and destination.

Travel Request List Screen

When you open Travel Request, you see a list of all submitted requests with:

• + New button — Create a new travel request
• Search bar — Filter by employee name or reference
• Columns: Id (sortable), Employee (sortable)

Creating a New Travel Request

1. Tap + New on the Travel Request list screen.
2. The Reference No. is auto-generated (e.g. TR26050019). This field is read-only.
3. The Employee field is pre-filled with your name. For MSS, select the relevant team member from the dropdown.
4. Select the Travel Type from the dropdown: Business Travel, Training, or Visa Processing.
5. Select the destination Country from the dropdown.
6. Toggle Have Company Car to On if a company vehicle will be provided during the trip.
7. Under Extended Properties, select the preferred Hotel arrangement and Cost classification if applicable.
8. Add a Comment in the rich-text editor to provide trip details or justification (optional but recommended).
9. Attach any supporting documents (visa invitations, conference letters, etc.) using the Attachment section — tap Choose then Upload.
10. Tap Submit to send for approval, or Cancel to discard.

Travel Request Fields

7.6 Hiring Request

The Hiring Request module allows managers and HR teams to initiate a recruitment request directly from the ESS app. Each request captures the full job requirement — including position, department, contract dates, experience level, and a detailed job description — which feeds into the recruitment workflow for approval and action.

Hiring Request List Screen

• + New button — Create a new hiring request
• Search bar — Filter by reference number or job title
• Columns: Reference No., Title, Department, Status, Due Date — sortable

Creating a New Hiring Request

1. Tap + New on the Hiring Request list screen.
2. The Reference No. is auto-generated (e.g. REC00006). This field is read-only.
3. Enter the Title — the name of the position being recruited for.
4. Select the Project from the dropdown if the hire is linked to a specific project (optional).
5. Select the Priority level (e.g. High, Medium, Low).
6. Set the Due Date — the target date by which the position should be filled.
7. Select the Position from the dropdown if predefined positions are configured (optional).
8. Select the Department that requires the new hire.
9. Set the Contract From and Contract To dates for the expected employment period.
10. Enter the Min Years of Experience required for the role.
11. Select the preferred Gender if applicable under local regulations (optional).
12. Enter the number of Vacancies — how many positions need to be filled.
13. Attach any supporting documents (org chart, job spec, approval memo) using the Attachment section.
14. Write the full Job Description in the rich-text editor, including responsibilities, qualifications, and any other relevant details.
15. Tap Submit to send the request for approval.

Hiring Request Fields

7.7 Rejoin Request

The Rejoin Request module allows an employee who has an approved leave to either return from leave early or cancel the leave entirely before it begins. In both cases, if the rejoin request is approved by the manager, any unused leave days are automatically returned to the employee's leave balance.

Creating a New Rejoin Request

1. Go to ESS Services → Rejoin Request and tap + New.
2. The Employee field is pre-filled with your name. For MSS, select the relevant team member.
3. Select the approved leave from the Leaves dropdown — this links the rejoin to the specific leave transaction you wish to cancel or cut short.
4. Set the Rejoin Date:
   — For an early return: enter the date you will actually return to work.
   — For a full cancellation: enter the same date as the leave start date.
5. Review the Workflow Details panel to see the approval levels and current status of the request.
6. Tap Submit to send the request for approval.

Rejoin Request Fields

7.8 Resignation Request

The Resignation Request module allows employees to formally submit their resignation through the ESS app. The system automatically calculates the notice period and last working day based on company policy, and an Employee Exit Questionnaire is embedded in the form to capture the employee's feedback as part of the offboarding process.

Creating a New Resignation Request

1. Go to ESS Services → Resignation Request and tap + New.
2. The Reference No. is auto-generated and read-only.
3. Set the Resignation Date — the date you are formally resigning (e.g. 26/05/2026).
4. The Notice Period Date is calculated automatically based on your resignation date and your company's notice period policy. This field is read-only.
5. The Stop Date (last working day) is pre-filled based on the notice period calculation (e.g. 24/08/2026). Adjust if needed.
6. The Position, Department, and Contract End Date are automatically pulled from your employee record and are read-only.
7. Attach any supporting documents (optional) using the Attachment section.
8. Enter a Comment in the rich-text editor — this is required and should include your reason for resignation.
9. Complete the Employee Exit Questionnaire embedded at the bottom of the form. This captures your feedback about your experience at the organisation and helps HR improve retention and processes.
10. Tap Submit to formally submit your resignation for approval.

Resignation Request Fields

7.9 Overtime Request

The Overtime Request module allows employees to submit claims for hours worked beyond their standard working schedule. Multiple overtime entries can be added in a single request, each with its own type, start time, end time, and auto-calculated hours.

Creating a New Overtime Request

1. Go to ESS Services → Overtime Request and tap + New.
2. The Reference No. is auto-generated (e.g. 0008). Read-only.
3. The Employee field is pre-filled with your name. For MSS, select the relevant team member.
4. In the overtime lines table, tap the OverTime Type dropdown and select the applicable type: Normal Rate or Weekend Overtime.
5. Set the From Time — the date and time overtime started.
6. Set the To Time — the date and time overtime ended.
7. The Hours column is calculated automatically from the From/To times.
8. Tap the + button to add additional overtime lines if you are claiming for multiple sessions.
9. Optionally, use Download Template to get a bulk-entry spreadsheet, fill in your overtime entries, then tap Choose to upload the file.
10. Add a Comment in the rich-text editor to provide context or justification for the overtime (optional but recommended).
11. Tap Submit to send the request for approval.

Overtime Request Fields

Overtime Line Fields

Each overtime line represents a single overtime session. Add as many lines as needed using the + button.

7.10 Clearance Request

The Clearance Request module is used as part of the employee offboarding process — typically following an approved resignation or end of contract. It provides a structured checklist for confirming the return of all Company Items and Employee Assets assigned to the employee, ensuring a complete and auditable handover before the employee's last working day.

Creating a New Clearance Request

1. Go to ESS Services → Clearance Request and tap + New.
2. Select the Employee from the dropdown. The Code, Name, and Date fields are populated automatically and are read-only.
3. Add a Comment in the rich-text editor to provide any relevant context or notes about the clearance.
4. Under Company Items, tick the checkbox next to each item that has been returned or cleared (e.g. Laptop, Car, ID card).
5. Under Employee Assets, tick the checkbox next to each specific asset assigned to the employee that has been returned (e.g. Laptop – Lenovo SN#1784384, CAR – Land Cruiser Vin# 674567878, Mobile – iPhone 16 SN# 6763473743467).
6. Tap Submit to send the clearance request for approval, or Cancel to discard.

Clearance Request Fields

7.11 External Training Request

The External Training Request module allows employees to request approval for attending training programmes, courses, or conferences held outside the organisation. The form captures the training details, associated costs, travel and leave dates, and automatically calculates the number of days away, calendar days, and business days impacted.

Creating a New External Training Request

1. Go to ESS Services → External Training Request and tap + New.
2. The Employee field is pre-filled with your name. For MSS, select the relevant team member.
3. Enter the Title — the name of the training programme, course, or conference.
4. Enter the Expenses — the estimated or confirmed cost of the training (registration fees, course materials, etc.).
5. Set the Leave From and Leave To dates — the period during which the employee will be absent from work to attend the training.
6. Set the Travel Date — the date travel to the training location begins.
7. Set the Return Date — the date the employee returns from the training.
8. The Days Away, Calendar Days, and Business Days are calculated automatically based on the dates entered. These fields are read-only.
9. Enter the Location — the city, country, or venue where the training will be held.
10. Attach supporting documents (training brochure, registration confirmation, cost quote) using the Attachment section.
11. Add any additional context in the Notes rich-text editor — such as how the training relates to your role or learning objectives.
12. Tap Submit to send the request for approval.

External Training Request Fields

7.12 Letter Request

The Letter Request service allows employees to formally request official HR letters — such as salary certificates and bank letters — directly through the ESS mobile app. Once approved by the manager, the letter is digitally signed and returned to the employee.

How to Submit a Letter Request

1. From the Home screen, tap Services.
2. Select Letter Request from the ESS Services list.
3. Tap the + Create button to open the request form.
4. Fill in the required fields as described below.
5. 7.12 Letter Request
6. Tap Submit to send the request for approval.

Form Fields

7.13 Employee Edit Request

The Employee Edit Request service allows employees to request changes to their own personal information stored in the HCM system. The form only displays fields that the company has configured as editable by employees — all other information remains managed exclusively by HR.

How to Submit an Employee Edit Request

1. From the Home screen, tap Services.
2. Select Employee Edit Request from the ESS Services list.
3. Tap the + Create button to open the request form.
4. The form will display only the fields that your company allows employees to edit.
5. Update the relevant field(s) with the new value — for example, change Marital Status from Single to Married.
6. Tap Submit to send the request for approval.

Form Fields

7.14 Attendance Edit Request

The Attendance Edit Request service allows employees to correct their attendance records — for example, when they forget to clock in or out, or when a recorded time needs to be adjusted to accurately reflect the hours worked. The request is routed to the manager for approval.

How to Submit an Attendance Edit Request

1. From the Home screen, tap Services.
2. Select Attendance Edit Request from the ESS Services list.
3. Tap the + Create (or Edit) button to open the request form.
4. Select the Employee and the Date (month and year) for the period you wish to correct.
5. The attendance grid will display existing records for that period. Each row shows a Check In time, Check Out time, and calculated Hours.
6. To add a missing entry, use the input row at the top of the grid — enter the Check In and Check Out times, then tap the + button to add the row.
7. To edit an existing entry, tap the > arrow next to the relevant row to expand and modify it.
8. Enter a Comment in the rich-text field below the grid to explain the reason for the correction.
9. Tap Submit to send the request for approval.

Form Fields

7.15 Timesheet Submission

The Timesheet Submission service allows employees to review their attendance records for a given period and submit the timesheet to their manager for approval. This screen is read-only — no changes can be made to the timesheet data here. If corrections are needed before submission, use the Attendance Edit Request service first.

How to Submit a Timesheet

1. From the Home screen, tap Services.
2. Select Timesheet Submission from the ESS Services list.
3. Tap + Create to open the timesheet screen.
4. Use the Filter button to select the employee and the period (e.g., month) you want to submit.
5. Review the timesheet grid. Each row represents one calendar day and shows the daily attendance summary. The data is read-only — you cannot edit it from this screen.
6. Check that the data looks correct — pay special attention to working days, overtime, and any absences or deductions. If you spot an error, cancel and submit an Attendance Edit Request to correct it first.
7. Tap the > arrow on any row to view its full detail.
8. Use the Export button if you need a copy of the timesheet for your records.
9. Once satisfied, tap Submit to send the timesheet for manager approval. The status of each row changes from Opened to In Progress.

Timesheet Grid Columns

7.16 Project Resource Assignment

The Project Resource Assignment service allows managers or authorised employees to manage project staffing directly through ESS. Use this service to assign an employee to a project, move them from one project to another, update their reporting type, deactivate their assignment, or flag them as dispensable so they remain on the project but are available to be reassigned.

How to Submit a Project Resource Assignment Request

1. From the Home screen, tap Services.
2. Select Project Resource Assignment from the ESS Services list.
3. Tap + Create to open the request form.
4. Select the Employee whose project assignment you want to manage.
5. The project grid displays all projects the employee is currently assigned to, along with their Start Date and End Date.
6. To add a new project assignment, tap the + button and select the project.
7. To edit an existing assignment, tap the ⋮ (three-dot menu) on the relevant project row to open the Edit Resource panel.
8. Update the required fields in the Edit Resource panel (see below) and tap Save.
9. Add a Comment if needed to explain the reason for the change.
10. Tap Submit to send the request for approval.

Edit Resource Panel Fields

7.17 Personal Objectives Request

The Personal Objectives Request service allows employees to define and submit their individual performance objectives for manager review and approval. Objectives are linked to department goals, categorised by skill or focus area, and assigned a weight that reflects their relative importance within the overall performance cycle.

How to Submit a Personal Objectives Request

1. From the Home screen, tap Services.
2. Select Personal Objectives Request from the ESS Services list.
3. Tap + Create to open the request form.
4. Select the Employee (defaults to your own profile).
5. Tap the + button to add one or more objectives. Each objective opens the Personal Objectives panel.
6. Fill in all required fields for each objective (see below) and tap Save to add it to the list.
7. Repeat for each objective you wish to submit.
8. Optionally add an overall Comment for context.
9. Tap Submit to send the objectives to your manager for approval.

Personal Objectives Panel Fields

7.18 360 Evaluation Request

The 360 Evaluation Request service allows a manager or HR administrator to create a structured feedback questionnaire about an employee and distribute it to a selected group of respondents. Respondents can be peers, team members, or anyone within the organisation. Each selected respondent receives a task to complete the questionnaire, and the creator can review all individual responses as well as a consolidated summary.

How to Create a 360 Evaluation Request

1. From the Home screen, tap Services.
2. Select 360 Evaluation Request from the ESS Services list.
3. Tap + Create to open the request form.
4. Select the Employee who is the subject of the evaluation (defaults to your own profile).
5. Enter a Title for the evaluation (e.g., "Q2 Performance Review — John Bale").
6. In the Respondents field, select up to 100 employees who should complete the questionnaire. Use the search box to find employees quickly. Each selected respondent will receive a task to fill out the form.
7. On the Questionnaire tab, tap + New Question to add evaluation questions. For each question, set the question text, the question type, and whether a response is required.
8. Add as many questions as needed using the + button at the bottom of the questionnaire.
9. Optionally add Remarks to provide context or instructions for the respondents.
10. Tap Submit to distribute the questionnaire. Each respondent will receive a notification and a task to complete their evaluation.

Form Fields

Building the Questionnaire

The Questionnaire tab is where you build the evaluation form. Tap + New Question to add a question, then set the question text and select the answer type from the dropdown. Each question has a Required toggle to make it mandatory for respondents, and a delete button to remove it.

Viewing Responses and Summary

Once respondents begin submitting their answers, you can review the results using the tabs at the top of the evaluation form:

7.19 Loan Requests

The Loan Requests module allows employees to apply for company loans, track application status, and view their loan history directly from the mobile app.

Loan Request List Screen

• Search bar — Filter by reference number or employee name
• + New button — Submit a new loan request
• Status tabs: In Progress · Approved · Rejected · Closed

Creating a New Loan Request

1. Tap + New on the Loan Requests list screen.
2. The Reference No. is auto-generated (e.g. LN001).
3. The Employee field is pre-filled with your name. Tap History to view previous loan requests.
4. Select the Payment Date — the date you wish to receive the loan funds.
5. Select the Installment Date — the day each monthly installment will be deducted.
6. Enter the Amount you are requesting.
7. The Approved Amount will be populated by the approver — leave it blank.
8. Enter the Number of Installments — how many months to repay.
9. Select the Loan Type from the dropdown.
10. Add any Remarks explaining the reason for the loan (optional).
11. Tap Submit to send the request for approval.

Loan Request Fields

8. My Tasks

My Tasks is the manager's approval dashboard. If you are an approver in a workflow — such as a team leader, HR officer, or line manager — pending requests from your direct reports will appear here for your action.

Accessing My Tasks

1. Tap Services in the bottom navigation bar.
2. Scroll to find My Tasks or use the search bar.
3. Tap My Tasks to open the approval dashboard.

Task Categories Available in My Tasks

8.1 Loan Approval (Manager)

When an employee submits a Loan Request, it routes to their assigned approver under My Tasks → Loan Tasks. Managers can review, edit, approve, or reject the request from within the app.

Loan Tasks List

The Loan Tasks list shows pending requests with:

• Employee Name — The requesting employee
• Loan Type — Category of loan applied for
• Pagination controls — Navigate multiple pending requests
• View button — Opens the full request details

How to Approve or Reject a Loan Request

1. Open My Tasks from Services and tap Loan Tasks.
2. Locate the request and tap View to open the detail screen.
3. Review the three tabs: Workflow Details, Loan History, and View Projects.
4. In the Approved Amount field, enter the amount you approve (may differ from requested).
5. Add any Remarks explaining the decision if needed.
6. Tap Approve to approve, or Reject to decline the request.

8.2 Leave Request Approval (Manager)

When an employee submits a Leave Request, it routes to their assigned approver under My Tasks → Leave Approval. Managers can view the request details, check the employee's leave balance, and approve or reject the application.

Leave Approval List

The list displays all pending leave requests with:

• Status tabs: In Progress · Approved · Rejected · Closed
• Search functionality to find a specific employee's request
• Employee name, leave type, and date range at a glance

How to Approve or Reject a Leave Request

1. Open My Tasks from Services and tap Leave Approval.
2. Tap the request to open its detail view.
3. Review the leave type, dates, number of days, and any remarks from the employee.
4. Check the employee's available balance shown on screen.
5. Before approving, navigate to the Leaves Calendar (available from the Home Screen quick links) to check for any overlaps with other team members' leave. Use the Department and Employee filters to narrow the view to your team.
6. Add your Remarks if needed (especially for rejections).
7. Tap Approve to approve or Reject to decline.

9. Profile & Settings

The Profile & Settings screen allows you to manage your personal account details, change your password, update language preferences, and log out of the app.

Profile Section

Displays your personal information including your name, employee ID, job title, department, and profile photo. Tap the Profile tile to view or update your details.

Company Section

Tap the Company tile to switch between legal entities if your account is linked to multiple companies. This lets you move between entities without logging out.

Help Center

• Language — Change the app display language
• Privacy Policy — View Magnar HCM's data privacy policy
• Terms & Conditions — Review the app's terms of use

Manage Account

• Change Password — Update your login password. You will need to enter your current password before setting a new one.
• Logout — Ends your session and returns to the Login screen. Any unsaved changes will be lost.

Social Media & Contact

Links to Magnar HCM's official social media channels and support contact options are available at the bottom of this screen.

Frequently Asked Questions (FAQ)

Common questions answered for quick reference. Use the search bar at the top of the page to find answers even faster.

Getting Started

Leave & Attendance

Expenses & Finance

Requests & Approvals

Performance & Development

Account & Settings