Default policy on Home: set annual leave days, air ticket per year, salary day divisor (30) and the expiry alert window.
Add employee for each staff member: employee ID, name, designation, joining date and fixed salary are required. Leave a policy field blank to use the default.
Under Opening balances, enter what was already paid or taken before this system: leave days taken, leave salary paid, ticket paid, advance and loan still outstanding.
Open each employee (Employees tab) and press Upload next to each document: visa, Emirates ID, passport, labour card, insurance. The desk reads the expiry date from the document; check it and save.
Every day, as things happen
Record leave when someone goes on leave. For sick leave choose Approved · paid or Not approved · unpaid. You can edit any leave entry or change the sick leave status later from the employee's leave record.
Advance / Loan when money is given to an employee. For a loan, set the monthly instalment.
Record fine for traffic or other fines. Choose Already paid by company or Pending payment. Pending fines stay on Home until you press Mark paid.
Check Expiry alerts on Home and renew documents before they expire. Upload the new document when it arrives.
Every month: salary
Open Monthly payroll. It opens on last month (until the 20th). All employees and days worked are already filled in.
Type incentive, bonus and overtime into the white cells. Press Enter to move down.
Press Pick in a deduction column to take the advance, loan, fine or other amount from the employee's balance. Loan instalments fill in by themselves.
If someone completed a service year, press Pick in Leave salary or Ticket allowance to pay the eligible years.
Write reasons in Remarks, then check the salary slips below the sheet.
Press Finalize month. This locks the amounts and updates every employee's balances.
After paying, set each row's Salary status to WPS paid (or Mark all WPS paid). Use Hold for salaries not released. Export sheet (CSV) opens in Excel.
When an employee leaves
Open the employee and press Resignation / final settlement.
Choose the reason and last working day. Gratuity, leave salary, ticket and all recoveries are calculated.
Keep Add to salary sheet ticked so the settlement is paid with that month's payroll, then confirm. The employee is kept on file as Left.
Good to know
Every change saves online straight away (green "Saved" at the top). Other users see changes within 15 seconds.
Excel backups (.xlsx) are saved automatically to the Google Drive folder Itihad HR Backups, and the Google Sheet Itihad HR Records is kept up to date. The time of the last Drive backup shows at the top.
Press Download Excel any time to save a full Excel copy on this computer.
Each Excel file has tabs for Employees, Payroll (one per month), Leave, Balances, Tickets and Documents. If the desk ever stops working, open the latest backup in Excel.
Grey italic numbers on the payroll sheet are automatic; typing replaces them.
A finalized month can be reopened to correct mistakes.
Nothing is deleted without a second click to confirm.
Active staff
0
—
Monthly payroll
AED0
fixed salaries, full month
Leave salary eligible
AED0
completed service years
Ticket eligible
AED0
completed service years
Advances & loans
AED0
to recover from salary
Fines to recover
AED0
—
Document alerts
0
—
Payroll
Expiry alerts
All documents validNo visa, Emirates ID, passport, labour card or insurance expires in the alert window.
Fines pending payment
No fines waitingFines recorded as pending payment appear here until the company pays them.
Service years completing
next 60 days
Nothing dueNo employee completes a service year in the next 60 days.
Salary sheet
CalculatedNet salaryDeductionsGrey italic = filled automatically (days worked, loan instalment). Type to override.Pick on leave salary / ticket = pay eligible service years. Pick on deductions = take from the employee's advance, loan, fine or other balance.
Salary slips
Built from the sheet above. Click a name to open the employee details.
Employees
ID
Name
Designation
Service
Salary / month
Leave days balance
Click an employee to see the full details: entitlements, documents, balances, leave and payroll history. A red or amber dot next to a name means a document has expired or is expiring.
Connecting to the HR database…
How the numbers are worked out. Salary = monthly salary ÷ 30 × days worked; a full past month counts as 30 days, the current month counts days up to today, and annual or unpaid leave days are taken off. Leave salary and ticket allowance build up day by day from the joining date, but become eligible for payment only when a service year is completed; the year in progress is paid only in a final settlement. Amounts count as paid or recovered once a month that includes them is finalized.