SA Virox Manual Rev01

MANUAL VIROX HRMS
TA L ENT & C U LTU RE
O t h e r P e o p l e M a k e M a c h i n e Ta l k ,
We Make Them Sing.
HUMAN RESOURCES (HR) DEPARTMENT

Copyright © Sophic Automation 2020. All Rights Reserved
AGENDA
PART 01 - Mobile Attendance

PART 02 – HRMS / ESS
PART 03 – Leave Application
PART 04 – Gate Pass
PART 05 – Overtime (OT)
PART 06 – Pay Slip
PART 07 - General

PART 01
VIROX
MOBILE ATTENDANCE

Mobile Attendance – QR Code
Android QR Code

Mobile Attendance – Android Phone

Mobile Attendance – iPhone

PART 02
VIROX HUMAN RESOURCES

MANAGEMENT SYSTEM (HRMS) &
EMPLOYEE SELF-SERVICE (ESS)

HRMS ID & Password
You will received notification from Virox on your details of Employee ID and Password for the HRMS

VIROX HRMS – Employee Self-Service (ESS)
Front Page of the HRMS Virox ESS - http://sophicbm.ddns.net:81/Login_Page.aspx

Employee Self-Service (ESS) – Update Profile
STEP 1 & 2- Key in ‘EMPLOYEE ID & PASSWORD’. (For first time log in, kindly follow the details e-mail provide from Virox Team)
STEP 3 – Click on ‘LOG IN’.

STEP 4 & 5 - Click on ‘ROC’ , next click on ‘PERMANENT EMPLOYEE’.

STEP 6 & 7 – Choose ‘EMPLOYEE’ and click on ‘EDIT EMPLOYEE DETAILS’.

STEP 8(a) – Employee may edit own details in those ‘yellow highlight’ column and click on
‘UPDATE’ button to update the latest details.

STEP 8(b) – After update those details, kindly click on ‘Add’ to update the latest details
information.

PART 03
LEAVE APPLICATION,
REVIEW, APPROVAL
AND WITHDRAWAL

Employee = Leave Application
STEP 01 - Log in into Virox HRMS 3
STEP 02 – Go to ‘LEAVE’ button
STEP 03 – Select and click ‘LEAVE

APPLICATION’
STEP 04 – Choose ‘LEAVE TYPE’ 4

Employee = Leave Application
STEP 05 – Choose the ‘START & END

DATE’
STEP 06 – Fill up ‘Half Day / Backup
Coverage (if any) & Provide Reason’
STEP 07 – ‘SUBMIT’ your application

Employee = Leave Withdrawal
*Before Approval in place*
STEP 01 - Apply leave step 1

by step and submit your
application
STEP 02 – Your submitted

application will be captured
on below pages.

Employee = Leave Withdrawal
STEP 03 – Refer to ‘REMOVE’ box and click the ‘NUMBER’ in blue
STEP 04 – Click ‘REMOVE’ to delete your application
STEP 05 – Your leave application had been ‘REMOVED / WITHDRAW’ and click ‘BACK’
5
Superior = Leave Approval – Email Notification
1. Superior will get

notification thru
Sophic email address
2. Leave Application
will be send at 00.00
am every day for the
leave application
approval

Superior = Leave Approval
2
STEP 01 - Log in into Virox HRMS
3

APPROVAL’

Superior = Leave Approval
STEP 04 - Review and select the

request 6
4
STEP 05 - Select on the ‘APPROVED’
or ‘REJECTED’ button
STEP 06 - ‘SUBMIT’ your approval 5

Leave Summary


SUMMARY’

Leave Summary
1. Your respective each

leave type, balance
and entitlement will be
under leave summary
2. Do take noted that the

‘Leave Summary’ part
is under final update
and revision

PART 04
GATE PASS APPLICATION,

REVIEW AND APPROVAL

Employee = Gate Pass Application
1. Employee is required to apply

for the ‘Gate Pass’ IF they need
to be at other location (Which 2
the Mobile Attendance did not
4
capture the location)
3
STEP 02 - Go to ‘ATTENDANCE’
STEP 03 – Go to ‘GATE PASS’
STEP 04 – Go to ‘GATE PASS

APPLICATION’
Employee = Gate Pass Application
STEP 05 – Key in all details as per required table
STEP 06 – ‘SUBMIT’ your Gate Pass Application

Superior = Gate Pass Approval Notification
1. Superior will get a notification thru email on the Gate Pass Application
2. Superior need to log in to Virox HRMS and Approve/Reject the application

Superior = Gate Pass Review & Approval

2
STEP 02 - Go to ‘ATTENDANCE’
3
STEP 03 – Go to ‘GATE PASS’
4
STEP 04 – Go to ‘GATE PASS
APPROVAL’

Superior = Gate Pass Review & Approval
STEP 05 – Click on the

‘ID’
STEP 06 – Go to
‘Approval’ and select 5
‘APPROVED / REJECTED’ 6
7
STEP 07 – ‘SUBMIT’ your
Gate Pass Approval

Employee = Gate Pass Approval
Notification
1. Employee will get Approval/Rejected Email Notification thru email

PART 05
OVERTIME (OT)
APPLICATION, REVIEW
AND APPROVAL

Superior = Overtime (OT) Application
1. Direct Superior will

need to apply for the
overtime (OT) to be 2 4
done
3
STEP 02 - Go to ‘PAYROLL’
STEP 03 – Go to ‘OT ALLOWANCE’
STEP 04 – Go to ‘OT ALLOWANCE

(SUPERVISOR)’

STEP 04 – Key in the ‘DATE & TIME’ for the overtime (OT) to be performed

STEP 05 – Key in the ‘OT HOUR START & END’ for the overtime (OT) to be performed

STEP 06 – Select employee

name from the ‘EMPLOYEE
LISTING’
6 7
STEP 07 – Click ‘SEARCH’
button
8
STEP 08 – Employee name
will pop out at ‘EMPLOYEE
QUERY’. Tick the box and
click ‘SUBMIT’ button 8

Once click ‘SUBMIT’, the OT application had been captured and need approval next

Superior = Overtime (OT) Review & Approval
STEP 02 - Go to ‘PAYROLL’ 3
4
STEP 04 – Go to ‘OT APPROVAL’

Superior = Overtime (OT) Review & Approval
STEP 05 – Tick on the ‘SELECT

ALL’ box
7
STEP 06 – Tick at ‘APPROVED 5
/ REJECTED’ box
6
STEP 07 – ‘SUBMIT’ the OT
application
**To withdraw application,

select ‘REJECTED’ button

Superior = Overtime (OT) Approval
Overtime (OT) Approval application had been submitted and captured!

Employee - View your overtime (OT) submission
STEP 02 - Go to ‘PAYROLL’
STEP 04 – Go to ‘OT SUMMARY’
3
4

STEP 05 – Choose ‘YEAR’
STEP 06 - Go to ‘MONTH’
5 6 7
STEP 07 – Click ‘SEARCH’

STEP 08 – You can view

your OT submitted, 8
approved and rejected
by your immediate
manager / supervisor

PART 06
PAYSLIP
Checking & Password

Pay Slip Check
STEP 1 & 2 – On the main page, select ‘PAYROLL’ then click on ‘PAY SLIP’.

Pay Slip Check
STEP 2 – Key in ‘EMPLOYEE ID’ , ‘PASSWORD’ and click on ‘LOGIN’.

Pay Slip Change Password
STEP 1 & 2 – Choose ‘GENERAL’ then click on ‘CHANGE PASSWORD’.

Pay Slip Change Password
STEP 3, 4 & 5 – Key in ‘OLD PASSWORD’ and update the ‘NEW PASSWORD’ & ‘CONFIRM PAYSLIP PASSWORD’,
Lastly click on ‘UPDATE’ .

PART 07
GENERAL
Change / Forgot Password

How to Change Password?
STEP 1 & 2 – Log in to the main page, choose ‘GENERAL’ than click on ‘CHANGE PASSWORD’.

STEP 3 - Fill in the ‘OLD PASSWORD’.
STEP 4 & 5 – Key in the ‘NEW PASSWORD’ and key in again to confirm the New Password.

STEP 6 – Click ‘UPDATE’ button to proceed the next step.

If success update the new password, system will shown status ‘PASSWORD HAS BEEN CHANGED’.

Forget Password
STEP 1 – If forget password or key in the wrongly password, system will shown ‘Employee ID and
Password Invalid, Please try Again!’.
STEP 2 – Click on ‘RESET’ button.

Forget Password
STEP 3, 4 & 5 – After click on ‘RESET’ it will pop out a windows. Fill up ‘EMPLOYEE ID’ and ‘NRIC
NUMBER’, after fill in click on ‘SEARCH’ button.

Forget Password
After click on ‘Search’ , it will shown ‘YOUR NAME’ and Virox HRMS will send out an e-mail.

Forget Password
STEP 6 – Check for Virox Software’s email on your mail box. (Sample e-mail as per attachment below)

Forget Password
STEP 7 – Copy the password that provided in e-mail, and paste into Virox system.

Forget Password
STEP 8 – After key in the password, click on ‘LOG IN’ to the next step.
Repeat the step for change password (slide 43-46)

Further Inquiry
For further inquiry regarding Virox HRMS & Mobile Attendance Apps,
you may contact details below:
hr@sophicautomation.com OR
HR Hotline No. at 013-304 4746

THANK YOU
www.sophicautomation.com

SA Virox Manual Rev01

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MANUAL VIROX HRMS

TA L ENT & C U LTU RE

HUMAN RESOURCES (HR) DEPARTMENT

PART 01 - Mobile Attendance

Copyright © Sophic Automation 2020. All Rights Reserved

Copyright © Sophic Automation 2020. All Rights Reserved

Copyright © Sophic Automation 2020. All Rights Reserved

Copyright © Sophic Automation 2020. All Rights Reserved

Copyright © Sophic Automation 2020. All Rights Reserved

VIROX HUMAN RESOURCES

Copyright © Sophic Automation 2020. All Rights Reserved

Copyright © Sophic Automation 2020. All Rights Reserved

Front Page of the HRMS Virox ESS - http://sophicbm.ddns.net:81/Login_Page.aspx

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 3 – Click on ‘LOG IN’.

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 4 & 5 - Click on ‘ROC’ , next click on ‘PERMANENT EMPLOYEE’.

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 6 & 7 – Choose ‘EMPLOYEE’ and click on ‘EDIT EMPLOYEE DETAILS’.

Copyright © Sophic Automation 2020. All Rights Reserved

Copyright © Sophic Automation 2020. All Rights Reserved

Copyright © Sophic Automation 2020. All Rights Reserved

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 01 - Log in into Virox HRMS 3

STEP 02 – Go to ‘LEAVE’ button

STEP 03 – Select and click ‘LEAVE

STEP 04 – Choose ‘LEAVE TYPE’ 4

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 05 – Choose the ‘START & END

Copyright © Sophic Automation 2020. All Rights Reserved

*Before Approval in place*

STEP 01 - Apply leave step 1

STEP 02 – Your submitted

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 03 – Refer to ‘REMOVE’ box and click the ‘NUMBER’ in blue

STEP 04 – Click ‘REMOVE’ to delete your application

1. Superior will get

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 03 – Select and click ‘LEAVE

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 04 - Review and select the

STEP 06 - ‘SUBMIT’ your approval 5

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 01 - Log in into Virox HRMS 3

STEP 03 – Select and click ‘LEAVE

Copyright © Sophic Automation 2020. All Rights Reserved

1. Your respective each

2. Do take noted that the

Copyright © Sophic Automation 2020. All Rights Reserved

GATE PASS APPLICATION,

Copyright © Sophic Automation 2020. All Rights Reserved

1. Employee is required to apply

STEP 03 – Go to ‘GATE PASS’

STEP 04 – Go to ‘GATE PASS

STEP 05 – Key in all details as per required table

STEP 06 – ‘SUBMIT’ your Gate Pass Application

Copyright © Sophic Automation 2020. All Rights Reserved

2. Superior need to log in to Virox HRMS and Approve/Reject the application

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 01 - Log in into Virox HRMS

Copyright © Sophic Automation 2020. All Rights Reserved

STEP 05 – Click on the

Copyright © Sophic Automation 2020. All Rights Reserved

1. Employee will get Approval/Rejected Email Notification thru email

Before Approval in place