Find answers to common questions about HRFlow.my
Register your company
Go to /register, fill in your company name, industry, number of employees, and HR admin details. Takes less than 2 minutes.
Set up your company profile
After login, go to Settings → Company to add your logo, address, registration number (SSM), and contact details.
Add departments & positions
Go to Departments and Positions to create your org structure before adding employees.
Invite your first employee
Go to Employees → Invite Employee. Enter name and email — the employee gets a link to set their own password and complete their profile.
Configure leave types
Go to Leave → Leave Types to set up Annual Leave, MC, Emergency Leave, etc. with entitlement days per year.
Try the demo
Not sure where to start? Try our live demo with pre-loaded data to explore all modules first.
Add an employee manually
Go to Employees → Add Employee. Fill in personal details, employment info, salary, and bank account. Required fields are marked with *.
Invite via email
Go to Employees → Invite Employee. The employee receives an email to set their own password and complete their profile — less work for HR.
Set Line Manager
In the employee profile under Employment Details, assign a Line Manager. This determines who approves their leave requests.
Assign to department & position
Each employee must be assigned to a Department and Position. Create these first under the respective menus before adding employees.
View employee profile
Click on any employee name to see their full profile — personal info, employment details, leave balance, attendance history, and payslips.
Suspend or deactivate
Go to Settings → User Management to suspend an employee account. Suspended accounts cannot log in but data is retained.
Set up leave types
Go to Leave → Leave Types to create Annual Leave, MC, Emergency Leave, Maternity Leave, etc. Set entitlement days, carry-forward rules, and who can apply.
Configure public holidays
Go to Leave → Public Holidays. Click "Load Malaysia Holidays" to auto-populate national holidays for the year.
Set working days
Go to Leave → Work Days to define which days of the week are working days (e.g., Mon–Fri or Mon–Sat).
Employee applies for leave
Employees go to Leave → Apply Leave, select type, dates, and reason. The request is sent to their Line Manager or HR Admin.
Approve or reject leave
Approvers see pending requests under Leave → Review Leave. Click Approve or Reject with an optional note.
Clock in & attendance
Employees use Attendance → Clock In to record attendance. GPS location is captured. HR can view attendance reports under Attendance → Report.
Set employee salary
In each employee profile under Employment Details, set their basic salary, allowances, and deductions. This is used for payroll calculation.
Run monthly payroll
Go to Payroll, select the month, and click Run Payroll. The system auto-calculates EPF, SOCSO, EIS, and PCB/MTD.
Review statutory deductions
HRFlow.my calculates: EPF (11% employee / 13% employer), SOCSO (schedule table, capped RM4,000), EIS (0.2%, capped RM4,000), PCB (YA2024 progressive table).
Generate payslips
After running payroll, click Generate Payslips. Each employee can view and download their own payslip from their dashboard.
Export payroll data
Use Export → Payroll to download payroll data as CSV for bank upload or accounting software.
Correct a payroll error
Payroll can be re-run for the same period if corrections are needed. Previous payslips are replaced when payroll is re-run.
View available plans
Go to Billing → Upgrade Plan to see all available plans — Free, Starter, Business, and Enterprise. Each plan shows the employee limit and included features.
Upgrade your plan
Select a plan and click Proceed to Payment. You will be redirected to ToyyibPay to complete payment via FPX or credit card. Plan activates immediately after payment.
Plan expiry & grace period
When your plan expires: Day 1–3 = Grace period (full access). Day 4–7 = Restricted mode (read-only). Day 8+ = Auto-downgrade to Free plan.
Renewal notifications
You will receive email reminders 7 days and 1 day before your plan expires. Renew anytime via Billing → Upgrade Plan.
What happens on Free plan
Free plan allows up to 5 employees with basic modules. Payroll, expense claims, and advanced reports require a paid plan.
Request refund or billing issue
Contact us at billing@hrflow.my for any billing queries. Include your company name and payment reference number.
Change your password
Go to Account → Change Password. Enter your current password, then your new password (minimum 8 characters). Click Save.
Forgot your password?
On the login page, click "Forgot password?". Enter your email — a reset link will be sent. The link expires after 60 minutes.
HR resets staff password
Go to Settings → User Management. Click "Reset Password" next to the staff member. A temporary password is shown — share it with the staff member directly.
Change user roles
Go to Settings → User Management. Change a user's role between Employee, Department Head, or HR Admin using the dropdown. At least 1 HR Admin must remain.
Manage system access permissions
HR Admins can grant specific module access to staff via Settings → User Management → System Access. This is independent of their job role.
Suspend or reactivate account
In Settings → User Management, click Suspend to block a user's login access. Their data is preserved. Click Activate to restore access.