Offices & Locations

If your organization operates from one or more physical locations, each office needs to be registered in Udyamo HRMS. Office records determine which Professional Tax rules apply to employees, enable geo-fenced attendance tracking, and allow location-specific holiday calendars. This chapter covers how to create, configure, and manage offices in the system.

What You Will Learn

• How to create, edit, and delete offices
• What each office field means and how it affects other modules
• How to set up GPS coordinates for attendance geo-tracking
• How to assign employees to offices
• How multi-office support works with holidays and Professional Tax

Prerequisites

Required: You must be logged in with an Administrator role to create or modify offices.

Required: Complete Chapter 5: Organization Profile & Branding and Chapter 6: Departments & Designations before proceeding.

Why Offices Matter

Offices are not just an address book entry. They connect to several functional areas of Udyamo HRMS.

Tip: Even if your organization has only one office, create it in the system. Several features — especially Professional Tax and attendance geo-tracking — require an office record to function.

Navigating to Offices

1. Log in to Udyamo HRMS.
2. Click Settings in the navigation sidebar.
3. Click Offices.

The Offices page displays a list of all registered offices with their key details.

Creating a New Office

Step-by-Step: Add an Office

1. Navigate to Settings > Offices.
2. Click the Add Office button.
3. Fill in the office form (see field reference below).
4. Click Save or Create.

Office Form Fields

Field Details

Office Name

Choose a name that clearly identifies the location. If you have multiple offices in the same city, include distinguishing details.

City and Address

Enter the full address as it would appear in official correspondence. The city field is used for display and filtering purposes.

State

The state is critically important because Professional Tax rates vary by state in India. Selecting the correct state ensures that employees at this office have the right PT slab applied to their payroll.

Note: For the complete state-wise Professional Tax breakdown, see Chapter 33: Professional Tax.

Warning: Selecting the wrong state for an office can result in incorrect Professional Tax deductions for all employees at that location. Double-check this field before saving.

Latitude and Longitude (GPS Coordinates)

GPS coordinates are used for attendance geo-tracking. When these are set, employees using the mobile check-in feature must be within a configurable radius of the office coordinates to successfully mark their attendance.

How to Find GPS Coordinates

1. Open Google Maps in your browser.
2. Search for your office address.
3. Right-click on the exact location of your office on the map.
4. The latitude and longitude are displayed in the context menu. Click to copy them.
5. Enter the Latitude and Longitude values in the office form.

Tip: Place the pin on the exact building or entrance of your office, not just the general area. A more precise location means the geo-fence works more accurately.

Note: If you do not set GPS coordinates, the geo-fencing feature will not be active for this office. Employees will be able to check in from any location. You can always add coordinates later.

PT Number (Professional Tax Registration Number)

If your organization is registered for Professional Tax in the state where this office is located, enter the PT registration number.

• This number appears on PT-related compliance reports.
• Each office in a different state may have a different PT registration number.
• If your organization is not required to deduct PT (e.g., office in Tamil Nadu), leave this field blank.

Editing an Office

1. Navigate to Settings > Offices.
2. Find the office you want to edit in the list.
3. Click the Edit button (pencil icon) next to the office.
4. Update the desired fields.
5. Click Save or Update.

Warning: If you change an office's state, review the Professional Tax implications. Employees at this office may now fall under a different PT slab. Verify payroll configurations after changing the state.

Deleting an Office

1. Navigate to Settings > Offices.
2. Find the office you want to delete.
3. Click the Delete button (trash icon) next to the office.
4. Confirm the deletion when prompted.

Warning: You cannot delete an office that has employees assigned to it. Reassign all employees to a different office first, then delete the empty office.

Warning: Deleting an office is permanent. If you are closing an office but want to retain its historical data, consider renaming it to indicate closure (e.g., "Mumbai Office [Closed]") rather than deleting it.

Assigning Employees to Offices

Each employee is assigned to one primary office.

During Employee Creation

1. Navigate to Employees > Add Employee.
2. In the employee form, locate the Office dropdown field.
3. Select the appropriate office.
4. Complete the rest of the form and click Save.

Updating an Existing Employee's Office

1. Navigate to Employees and find the employee.
2. Click on the employee's name to open their profile.
3. Click Edit on the employment details section.
4. Change the Office dropdown selection.
5. Click Save or Update.

Note: When an employee transfers to a different office (especially in a different state), review and update their Professional Tax configuration. The new office's state may have different PT slabs.

Bulk Office Assignment

For bulk reassignment (e.g., when closing or opening an office), use the bulk import/update feature described in Chapter 12: Bulk Import.

Multi-Office Features

Office-Specific Holidays

Different offices may observe different regional holidays. Udyamo HRMS allows you to assign holidays to specific offices.

1. Navigate to Settings > Holidays (or the holiday management section).
2. When adding or editing a holiday, look for the Applicable Offices field.
3. Select which offices observe this holiday.
4. Click Save.

Note: National holidays typically apply to all offices. Regional and state holidays should be assigned only to offices in the relevant region. See Chapter 23: Holidays for detailed holiday management.

Attendance Geo-Fencing by Office

When GPS coordinates are configured for an office, you can enable geo-fenced attendance.

How it works:

1. An employee attempts to check in using the mobile browser or app.
2. The system reads the employee's current GPS position.
3. The system compares the employee's position with their assigned office's coordinates.
4. If the employee is within the configured radius (e.g., 200 meters), check-in succeeds.
5. If the employee is outside the radius, check-in is blocked or flagged.

Tip: For offices in large campuses or multi-building complexes, set a wider geo-fence radius to accommodate the actual area employees may be working from.

See Chapter 19: Location Tracking for detailed configuration of geo-fenced attendance.

Professional Tax by Office State

Professional Tax deductions are determined by the state of the employee's assigned office.

Note: PT rates and slabs change from time to time based on state government notifications. See Chapter 33: Professional Tax for current rates and configuration details.

Office List Reference

The Offices list page displays the following information for each office.

Example Office Setup

Here is an example multi-office setup for an organization with offices across India.

Note: Delhi does not have Professional Tax. Tamil Nadu also does not levy Professional Tax. The PT Number field is left blank for these offices.

Tips & Best Practices

Tip: Create all office locations before adding employees. This ensures the Office dropdown is populated when you fill in employee forms.

Tip: Name offices clearly enough that employees can identify their location from the name alone. Include city and area or building name if you have multiple offices.

Warning: GPS coordinates must be accurate for geo-fencing to work correctly. An error of even a few hundred meters in latitude/longitude can place the geo-fence boundary in the wrong location. Always verify coordinates using a mapping service.

Tip: If your organization opens a new office, create the office record in Udyamo HRMS before employees begin working there. This ensures attendance and payroll records are correct from day one.

Warning: When closing an office, reassign all employees to their new office before deleting the old one. This ensures a smooth transition with no data gaps in payroll or attendance.

Tip: For organizations with remote or work-from-home employees who do not report to a physical office, consider creating a virtual office record (e.g., "Remote - Work From Home") so these employees still have an office assignment. Set the state to the employee's home state for Professional Tax purposes.

Quick Reference