Employee profiles
Personal, contact, employment, bank and statutory details in one profile, with PAN, Aadhaar and bank numbers encrypted at rest.
Platform
Every HR process. One connected system.
From the first job posting to the last payslip, PeoplePilotOS runs on one employee record. Hiring, onboarding, attendance, leave, payroll, statutory filings, performance, learning, expenses, helpdesk and exit share the same data, the same approvals and the same audit trail.
- Modules you can switch on
- 35
- Standard reports
- 138+
- Ready-made roles
- 24
- Statutory returns: PF, ESI, PT, 24Q
- 4
01 · Core HR
One record for every person, and every change dated.
The employee master is the spine of the product. Placements are effective-dated, sensitive identifiers are encrypted and masked, and every module reads the same record instead of keeping its own copy.
- Effective-dated assignments. Department, location, grade, manager and position, answerable for any date.
- Bulk import you can undo. Validate a file, load it, and reverse the whole import if it was wrong.
- Self-service with control. Employees request changes to their own details and HR approves the diff.
Organisation structure
Legal entities, locations, business units, divisions, departments and cost centres, with grades, designations and employment types.
Positions and job architecture
Job families and profiles, positions with incumbent history, and a live list of vacancies.
Reporting lines and directory
Reporting chains and trees for any manager, plus a searchable people directory with filters.
Promotions and transfers
Promotions, department and location transfers and manager changes, submitted, approved and applied as a new dated placement.
Status history
Every employment status change is kept, and a deleted record can be restored rather than lost.
Documents and verification
Document types, uploads, HR verification and expiry tracking, so expiring visas and certificates are seen in time.
Versioned policies
Publish HR policies as versions. Employees always read the version in force, and earlier ones stay on record.
Employee and manager self-service
Employees see their profile, payslips, leave, attendance, assets and loans; managers get their team's absences and approvals.
02 · Payroll & statutory
Payroll you can explain, line by line.
A deterministic engine computes every payslip from attendance, leave, arrears, loans and reimbursements, and stores the rule and inputs behind each line. Indian statutory deductions are built in, and returns are generated from the locked run.
- Maker and checker are different people. The person who prepared a run cannot approve it, enforced by the database.
- Locked means locked. Corrections after lock go through arrears, never edits.
- PF, ESI, PT, LWF and TDS computed in the run, with every figure frozen on the payslip.
Payroll runs with controls
Open a period, compute, approve, lock. Every step needs a reason and step-up authentication, and an unlock is recorded like any other change.
Salary structures that add up
Fixed amounts, percentages of other components and a balancing component, resolved in dependency order so every structure adds up to gross.
Arrears and reimbursements
Record arrears and recoveries against a period, and pay approved expense claims through the run as one-time settlements.
Loans and salary advances
Loan products, EMI schedules, holds, foreclosure and advances, recovered automatically through payroll. Employees see their own.
Payslips in self-service
Every employee downloads their payslip with full earnings, deductions and day counts. Each line keeps the rule that produced it.
Bank files and reconciliation
Generate the bank transfer file from a locked run, record the upload, and reconcile each salary payment. Only a releaser can download it.
GL journals
Map pay components to ledger accounts, generate a journal for each run, post it, and export it as CSV for your accounting system.
Statutory returns
PF ECR, ESI contribution return, PT challan and Form 24Q, generated only from locked runs, checked before generation and approved by a second person.
Income tax, end to end
Investment declarations, proof upload and verification, TDS challans and Form 16 published to each employee.
Gratuity and bonus
Gratuity accruals and settlements, and statutory bonus computed and marked paid, with registers to match.
Compliance calendar
Every statutory due date generated for the year with an owner and status, plus licences and statutory registers.
Compensation
Reusable salary structures, each employee's salary with a component breakdown, and a full history of revisions.
03 · Time, attendance & leave
Attendance and leave that payroll can trust.
Punches from the browser or from biometric and RFID terminals, shifts and rosters, overtime and comp-off, and a leave ledger that explains every balance. Lock the period and payroll reads exactly what was approved.
- One ledger per balance. Every credit, debit, accrual, adjustment and encashment is an entry, never an overwrite.
- Period lock. A closed month cannot drift under a payroll run; an unlock takes a reason.
Check-in from anywhere
Employees check in and out from the browser; HR can import attendance in bulk, check it with a dry run, and reverse an import later.
Biometric and RFID devices
Terminals push punches with their own rotating credentials. Badges map to people, and punches nobody claims wait in a quarantine.
Shifts, rosters and swaps
Define shifts and rotation patterns, generate rosters for a team, and let employees request shift swaps for approval.
Regularisation
Fix a missed or wrong punch with a reason. The manager approves it, and the day is recomputed.
Overtime, WFH, on-duty, comp-off
Four request types with the same raise, cancel, approve and reject flow, so field days and extra hours are recorded properly.
Attendance period lock
Freeze a cycle once it is reviewed so payroll reads settled data. Reopening needs permission and a reason.
Leave types and policies
Configure each leave type's policy, apply for full or half days, and route requests to the manager for approval.
Accrual, ledger and encashment
Scheduled accrual runs, an immutable ledger, reasoned adjustments, encashment, and opening balances imported at go-live.
Holidays and blackouts
Holiday calendars with optional holidays employees pick themselves, and blackout windows that refuse leave in critical weeks.
04 · Recruitment & onboarding
From requisition to day one, without re-keying a thing.
Approve the headcount, publish the role on your careers page, interview with structured feedback, release a versioned offer, and convert the accepted candidate into an employee with their onboarding already under way.
- A careers page and candidate portal where applicants apply and track their applications.
- Pre-boarding before day one. New joiners sign in, fill in their forms and upload documents.
Requisitions and job postings
Raise, approve, hold and close hiring requests, keep a library of job descriptions, and publish postings to your careers page.
Candidate pipeline
Move applications through stages, hold or reject with a reason, and keep strong candidates in talent pools for later roles.
Interviews and feedback
Schedule panels, give interviewers their own list, and collect structured feedback, consolidated per candidate.
Assessments, references and BGV
Record assessment results, collect reference checks, and track background verification check by check.
Versioned offers
Submit, approve, send back, release, accept, decline, expire or revoke. An accepted offer converts straight into an employee.
Employee referrals
Run referral programmes, let employees refer to open roles, and pay or forfeit the bonus once the hire is recorded.
Onboarding programmes
Task templates per programme, owners with their own task inbox, a buddy for each joiner, and overdue tasks escalated daily.
Induction sessions
Schedule inductions, take attendance, and let new joiners confirm they attended and leave feedback.
Former employees, recognised
A returning applicant is matched to their alumni record, and rehire eligibility is enforced at application.
05 · Performance, learning & engagement
Grow people, and know who is ready next.
Review cycles with goals, 360° feedback and calibration; learning with paths, sessions and mandatory training; succession, skills and career paths; and surveys and recognition that show how people feel.
- Fair by design. 360° answers are anonymous and shown only as an aggregate of at least three.
- Connected. Released ratings feed the nine-box, and the nine-box feeds succession.
Review cycles
Launch a cycle for its participants, move it phase by phase through goals, self and manager reviews, and close it.
Goals and check-ins
Weighted individual goals, locked once agreed, with check-ins that record progress and confidence through the period.
360° and continuous feedback
Request feedback from colleagues during a cycle, and give or acknowledge feedback any time of year.
Calibration and release
Set a target distribution, adjust final ratings with reasons or send them back, release, and collect acknowledgement.
One-on-ones and PIPs
Track one-on-ones, and run improvement plans with reviews, extensions and the employee's acknowledgement.
Courses, paths and sessions
A course catalogue, learning paths, classroom sessions with seats and attendance, assessments and certifications.
Mandatory training
Assignment rules enrol the right people automatically, with training budgets and feedback summaries for L&D.
Nine-box and succession
Talent reviews on a performance and potential grid, succession slates for critical positions, and bench strength.
Skills, careers and mentoring
Skill profiles and gap analysis, career paths, development plans with actions, and mentorships with sessions.
Surveys and eNPS
Engagement, pulse and eNPS surveys with anonymous responses, reminders, pulse trends and action plans on the results.
Recognition and rewards
Recognise colleagues against your values on a shared wall, earn points, run award nominations, and redeem rewards.
Events
Publish events on a calendar, collect RSVPs, take attendance and gather feedback afterwards.
06 · Expenses, travel, assets & benefits
Claims, trips and equipment, settled through payroll.
Expense claims checked against policy, trips with advances and bookings, assets from request to return, and benefit plans with enrolment and claims. Approved money reaches the employee in the next payroll run.
- Settled in payroll. Queue an approved claim or a trip settlement to the next run, or pay it by hand.
- Receipts locked on submit. What the approver saw is what was paid.
Expense claims
Multi-line claims with receipts, categories and policies, approval, finance audit, send-back with notes, and settlement.
Mileage and per diem
Configured mileage and per-diem rates, with a quote before the claim so employees know what they will receive.
Corporate cards
Import card transactions, match them to claims, mark personal spend, and dispute or resolve the rest.
Travel requests and bookings
Travel policies, two-stage approval, bookings by a travel desk, advances, and settlement against the trip's claims.
Visas and travel documents
Keep travel documents on file and run visa applications through submission, processing and approval.
Asset allocation
Requests, hand-over with acknowledgement, transfers and returns, plus each employee's own list of what they hold.
Asset upkeep and audits
Maintenance tickets, AMC expiry, depreciation runs, physical audits, and software licence seats.
Benefit plans and enrolment
Plans with tiers and eligibility, enrolment windows, life events, dependants, and renewal or roll-over each term.
Benefit claims
Reimbursement claims with bills, approved and settled within each policy year's limit.
07 · HR service
An HR helpdesk with clocks that keep time.
Employees raise a ticket or find the answer in the knowledge base first. Tickets route to the right team, SLAs are measured, and overdue tickets escalate on their own.
- Two SLA clocks per ticket, checked every hour.
- Satisfaction on close. Employees rate the help they got.
Tickets and routing
Categories mapped to agent groups, assignment, comments, and reopen or close from the employee's side.
SLAs and escalation
SLA policies per category, breach detection, and escalation to the next level when a ticket ages.
Knowledge base
Publish articles, search them before raising a ticket, and see which ones answered the question and which did not.
Satisfaction scores
CSAT on resolved tickets with a summary for the team, and an SLA compliance report.
In-app inbox
Approvals, decisions and reminders land in each person's inbox, with a delivery log for administrators.
Slack and Microsoft Teams
Post selected notifications to a Slack or Teams channel through its incoming webhook.
08 · Exit, alumni & relations
Every goodbye handled properly, and every case kept confidential.
Resignations with notice computed, clearances and access revocation, knowledge transfer, exit interviews and the full and final settlement. Leavers keep a door back through the alumni portal, and sensitive cases stay with the people allowed to see them.
Resignation and notice
Employees resign in self-service, managers acknowledge, and the last working day is previewed from the notice policy.
Retention conversations
Record retention attempts and their outcomes, and let a resignation be withdrawn when one succeeds.
Clearance and access revocation
Department clearances that can block the exit, and access revocations tracked until each one is done.
Knowledge transfer
Plan handover sessions and have the receiver sign off before the last day.
Exit interviews
Scheduled or answered by the leaver as a form, with free text sealed and a report of exit reasons and themes.
Full and final settlement
Preview, compute, approve and record payment of the settlement; leavers can view it and raise queries.
Alumni portal
Former employees sign in to download letters, payslips and Form 16, see openings and stay in touch.
Grievances and disciplinary cases
Named or anonymous grievances with triage, and disciplinary actions with show-cause, response and outcome.
Investigations and declarations
Investigation panels, evidence in restricted storage, hearings with minutes, committees, counselling, consents and declaration campaigns.
09 · Projects & clients
For services and staffing firms, the client side too.
Track projects and timesheets, and if you place people with clients, keep contracts, rate cards, purchase orders and deployments on the same employee record that payroll uses.
Projects and allocations
Set up projects, allocate people to them, and end an allocation when the work moves on.
Timesheets
Employees log time against their projects; approvers see a queue and approve or reject with a reason.
Client master
Clients with their contacts and locations, so every placement knows whom it is for and where.
Contracts and rate cards
Contracts carry effective-dated rate cards. A new card supersedes the old one, and overlapping rates are refused.
Purchase orders
Track each client PO's value as deployments consume it, and refuse a placement once the PO is exhausted.
Deployments and bench
Deploy people to clients at the rate in force, record extensions and replacements as events, and see who is on the bench.
10 · Reports & analytics
Answers for every module, scoped to who is asking.
More than 130 standard reports across every module, a builder for your own, and dashboards for headcount, attrition, leave and payroll cost. Every report respects the reader's permissions and data scope.
- Privacy by default. Small groups are suppressed, so analytics never single out a person.
- On a schedule. Save a report, schedule it, and see every delivery that went out.
Standard report library
Registers, summaries and exception lists for core HR, attendance, leave, payroll, statutory, hiring, talent, assets, travel and more.
Report builder
Pick a report, set its parameters and filters, save the result, and export it as CSV.
Schedules and deliveries
Schedule a saved report over a rolling period such as last week, and keep a record of every delivery.
Workforce dashboards
Executive, headcount, attrition, leave and payroll-cost views with trends over time.
Team analytics for managers
Managers see their own team's figures and nobody else's, because the data scope applies to every chart.
Access you can audit
Reports that expose pay or personal data need the matching permission, and reading them is logged.
11 · AI
AI that cites its sources, or says it doesn't know.
The HR assistant answers from your organisation's published policies and nothing else. Every answer is checked against the passages it cites before anyone sees it, and every question is logged.
- Off until you switch it on. Each feature is a per-organisation opt-in, decided by the org admin.
- Sees only what you can. The AI reads through the caller's own permissions and data scope.
- Personal details are redacted from passages and questions before they leave for the model.
Ask HR
Plain-language answers to policy questions, grounded in the policies in force today, with numbered citations. No match means no model call.
Job description writer
Draft a JD from a short brief or an open requisition, with a check for non-inclusive language.
Payslip explainer
Explains one payslip in plain words for someone already allowed to read it, behind the same step-up check as the payslip.
A governance log
Every question records its answer, citations, model, tokens and latency, so you can review what the assistant said.
Grounding check
An answer that is not fully supported by its cited passages is replaced with "not found" and links to the closest policies.
Fair use built in
Each person is limited to ten questions a minute, so one user or one stolen token cannot run up the organisation's model costs.
12 · Platform & administration
Configured by you. Governed by permissions.
Approval chains, roles and data scopes, single sign-on, integrations and module switches. Each organisation gets its own database, and changes are recorded in an audit log with who, when and why.
- A separate database per organisation. Your data is never in a shared table with anyone else's.
- Step-up for sensitive actions. Pay, personal data and destructive changes ask for a second factor.
Approval workflows
Author approval chains, activate a version, and give every approver one task inbox across modules.
Roles and data scopes
Start from 24 ready-made roles, edit them or create your own, and limit each to a team, department, entity or the whole organisation.
Single sign-on and MFA
Sign in through your OpenID Connect identity provider, enrol a second factor, and set the MFA policy for the organisation.
Audit and access logs
Who changed what, when and why, plus a log of every read of pay and personal data, exportable for auditors.
API keys and webhooks
Scoped API keys with a request log, and signed webhooks with delivery history, pause, resume and secret rotation.
Organisation settings
Working days, leave year, date format, time zone and email preferences, set once for the whole organisation.
Modules you switch on
Your plan decides which modules are on. A module that is off disappears from both the menus and the API.
Invitations and sessions
Invite users by email, let them reset their own password, and see and end active sessions.
Subscription in-app
See your plan and the modules it includes from inside the product.
Ready when you are
Give your people an HR experience they'll actually enjoy.
See PeoplePilotOS with your own policies, payroll rules and org structure, in a 30-minute walkthrough.