Using Tanzania HRMS, step by step.

Before you start

You need: the system web address (from IT/HR), your email as username, a starting password, and a modern browser.

Signing in

1. 1Open the web address.
2. 2Enter your email.
3. 3Enter your password.
4. 4Click Login.

First-time password change

First login with a given password forces this screen. You can't skip it.

1. 1Type current password.
2. 2Type new password — 8+ chars, different from current.
3. 3Confirm it.
4. 4Click Update.

Changing your password later

Menu → Change Password. Enter current + new (twice) → Update.

Forgotten password

1. 1Sign-in page → Forgot password.
2. 2Enter your email, submit.
3. 3Check inbox for reset link.
4. 4Click link within 15 minutes.
5. 5Enter new password twice, submit.

Note: you may still be asked to change your password once after this. Normal.

Updating your profile

1. 1Profile tile on Dashboard.
2. 2Edit name/email, choose a photo (JPEG/JPG/PNG — required by the form even if unchanged).
3. 3Click Update.

Signing out

User menu (top right) → Logout. Always sign out on shared computers.

Sidebar (menu) + header (title, notifications, account) + content area. Lists are tables with search, sort, paging; forms open as pop-ups.

The full menu

Some screens have no menu link

A few working screens are hidden from the menu in this version — Employee Transfer, Leave Reports, Annual Tax report, Loans, 13th Cheque, and a few more. They still work if you type the address directly. Ask your administrator for the exact link if you need one.

Working with lists

Notifications

Bell icon in the header. Currently only leave approval/rejection creates a notification. In-app only — not emailed.

The first screen after sign-in. Large tiles, each a shortcut. No charts or summary numbers.

Tip: near-empty sidebar and only the Dashboard reachable usually means your account has no role — contact your administrator.

Applying does not reduce your balance — only approval does. Leave Without Pay and Bereavement Leave never touch your balance.

Apply for leave

1. 1Leave → Leave Apply/Modify → Add.
2. 2Choose employee (if applying for someone) and leave type — balance appears.
3. 3Choose start / end date.
4. 4Enter number of days.
5. 5Choose approval authority (not needed for Managing Director).
6. 6Type reason.
7. 7Attach PDF if the type needs a certificate (≤10MB).
8. 8Click Submit.

Edit / delete an application

Only reason, remark, approval authority are editable. To change dates/type/days: delete and re-create. Deleting an approved app. does not return the days — ask HR for a Credit/Adjustment.

Approve or reject (approvers)

1. 1Open the list, click Status on the application.
2. 2Review balance + overlapping approved leave shown in the modal.
3. 3Choose Approved or Reject.
4. 4Type mandatory remarks.
5. 5Submit.

Approved: balance decremented, notification sent. Rejected: no deduction, notification sent.

Maternity leave

Its own screen — Leave → Maternity leave Request. Document required. On approval, a normal leave application is auto-created (half pay, quarter pay if repeat).

Leave encashment

Only Privileged/Earned Leave. Eligible again 3yrs (Tanzanian) / 2yrs (expatriate) after last approved encashment. Leave → Leave Encashment → Add → choose type, days, description → Submit.

Three stages: your self-assessment → reporting authority score → final authority score.

Stage 1 — self-assessment

1. 1Performance → My Appraisal → Add.
2. 2Choose type (Annual / Mid-term), period dates, department, designation.
3. 3Answer all 9 questions — all required.
4. 4Submit.

Tip: draft answers elsewhere first — the form doesn't save drafts.

Stage 2 — reporting authority

Only the named reporting authority (or HR/senior mgmt). Applied Performance → Feedback of Reporting Authority → score each attribute /10, add remarks, answer general questions → Submit.

Stage 3 — final authority

Named review authority only. Same as stage 2, via Feedback of Final Authority.

Scoring

Print works. PDF download doesn't in this version — use browser Print → Save as PDF.

HR uploads files and assigns them to employees. Employees view theirs under Personal Information → Document Details.

1. 1Documents → Documents → Add.
2. 2Name, type, file (JPEG/JPG/PNG/PDF).
3. 3Save, then click Assign and tick the employees.

Three layers: Payroll heads (components) → Payscale (standing structure) → Salary (one generated month).

Before generating salary

Employee needs, in order: employee record → salary history row → active payscale on/before the pay month. Record holidays and approve/reject the month's leave first.

Create a payscale

1. 1Payroll → Payscale → Add.
2. 2Choose employee + payscale date (on/after latest basic-salary date).
3. 3Enter/accept each component value.
4. 4Save.

Generate monthly salary

1. 1Payroll → Salary → Add.
2. 2Choose employee + pay month.
3. 3Review auto-filled figures (holidays, leave, payable days).
4. 4Adjust remaining components.
5. 5Save.

Pay period runs to the 20th (back over holidays) then one month back. Tanzanian staff: 24-day month. Expatriate: calendar days.

Payslip

Payroll → Salary → Print. Local and expatriate use different layouts.

Reimbursements

Expatriate employees only. Add claim (type, amount, dates, notes, must be today or earlier) → approver opens Status, sets amount actually reimbursed → approved claims land in that month's pay.

Loans

Tax slabs

Bands must be continuous — a gap between one band's "to" and the next's "from" causes an error for any salary landing in it. Check after every change.

TTUM report

Master → TTUM report → choose month → Export (Excel). Generating salary currently does not add rows here — check with your administrator before relying on it.

The master record everything else reads from. Getting it right matters more than anything else.

Add an employee — a sequence of screens

1. 1Login & personal: name (letters/spaces/full stops only), unique email, 10-digit mobile, role, DOB (age 18–60), branch, password.
2. 2Employment details: designation, unique EC number, start date (≥ 18th birthday), employment type, bank account (12–16 digits), reporting/review authority.
3. 3Salary history: basic salary + effective date.
4. 4Opening leave balances (Current Leaves screen).
5. 5Remaining sections in any order: address, passport/NIDA, qualification, medical insurance, domicile, department history, loan history.

Import from spreadsheet

Employees → Import — .xls/.xlsx, ≤10MB, first sheet only, heading row required. Name/Email/Mobile required per row. New employees get password User@123.

Set masters up before adding employees — most forms depend on them. Nearly every master screen: list + search → Add pop-up → Edit / Delete / status toggle.

Create a role

1. 1Roles → Roles → Add.
2. 2Enter name, short code, description.
3. 3Save.

Attach permissions to a role

1. 1Find the role, click Attach Permission.
2. 2Tick permissions, grouped by module.
3. 3Save.

Manage user accounts

The Users list has no menu link in this version — open /admin/users/ directly. Add/edit/delete a login, assign its role, and toggle Active/Inactive to block or allow sign-in (separate from the employee record's own active toggle).

Default administrator account

Masters — set up in this order

1. 1Roles + permissions
2. 2Branches, departments, designations
3. 3Countries, union memberships, Bomaid types
4. 4Holidays for the current year
5. 5Currency settings
6. 6Leave settings
7. 7Payroll heads, tax slabs, salary settings, reimbursement types
8. 8Ledger accounts
9. 9Performance attributes
10. 10Employees → salary history → payscales → opening leave balances

Currency settings

Master → Currency Settings → Edit a pair, enter the new rate, save. Rate must be active to be used.

Take a database backup

1. 1Master → Backup.
2. 2Click Create.
3. 3Wait for confirmation.

Leave settings & tax slabs

Leave types are matched internally by name — renaming one after employees have used it can change their balance behaviour. Prefer deactivating + creating new. Tax slab bands must be continuous: check for gaps after every edit.

Filter at the top, results below, print from your browser. Only TTUM has a file export.

Printing: Ctrl+P / ⌘+P, choose Save as PDF. Or copy the table into Excel.

Account

Leave

Payroll

Performance

Data & security

Adjustment

A manual correction to a leave balance, with a reason.

Approval authority

The person named to approve/reject a leave application.

Arrears

Back-pay from a salary increment applied retroactively.

Basic salary

The core figure other pay components are calculated from.

Bomaid

The product's term for medical insurance.

Credit

Adding leave days — via monthly accrual or HR.

Current Leaves

The screen holding an employee's live leave balance.

Designation

Job title — affects appraisal bands and leave caps.

EC number

The organisation's employee code. Unique.

EMI

Equated monthly instalment on a loan.

Emp ID

System-generated id: emp-<year>-<n>.

Employment type

Tanzanian / contractual / expatriate — the most consequential field on a record.

Expatriate / IBO

Non-local staff, called IBO in several screens.

Final / review authority

The second person to score an appraisal.

Financial year

Entered as YYYY-YYYY. Three windows exist — check which report you're on.

Gross earning

Total pay before deductions.

Half pay / Quarter pay

A leave day paid at 50% / 25%.

Holiday

Weekends always count; other dates set under Master → Holidays.

KRA

Key Result Area — the appraisal scoring framework.

Leave without pay

Unpaid leave — no balance drawn, full day deducted.

Loss of pay

Unpaid days in a pay period, incl. pending applications.

NIDA

Tanzania's national ID.

Payable days

Days actually paid after holidays/loss of pay.

Payroll head

A named salary component — allowance, deduction, tax.

Payscale

An employee's standing salary structure.

Pro rata

Entitlement accruing in proportion to service.

Reporting authority

Line manager; first appraisal scorer.

Salary history

Basic salary over time, with effective dates.

Status

Pending / Approved / Rejected for requests; Active / Inactive for masters.

Tax slab

An income band with a rate + fixed addition.

TSHS

Tanzanian shilling.

TTUM

The salary-to-ledger posting file.