How MICS HRPM works

MICS HRPM is a single platform that handles the work an organization needs to manage its people: HR records, attendance, leave, payroll, billing, and documents — all in one place.

It's a multi-tenant SaaS, which means multiple organizations share the same software but each organization's data is isolated. There are no subdomains; everyone uses the same address and signs in to the right organization.

The thing that makes MICS HRPM different from other HRMS products: when an employee leaves, they keep a lifelong personal identity with all their past payslips, FNF, experience letters, and history — accessible forever. See The portable employee identity.

• Client / Owner — the person who signs up the organization and pays the bill. They set the organization's prefix (e.g., MICS, TECH) and add the first HR.
• HR — added by the Owner. Onboards employees, configures policies (attendance, leave), runs payroll.
• Custom roles — Branch Manager, Area Manager, Team Lead, Payroll Auditor — each org defines its own.
• Employee — the person whose data lives here. Punches attendance, applies for leave, downloads payslips.
• Personal Portal user — anyone (current or past employee) accessing their own lifelong record across every organization they've worked at.

When an employee joins their first organization on MICS HRPM, the system issues them a global employee code — for example MICS000000001. The first three to five characters are the organization's prefix; the number is a counter.

That code is immutable — it stays the same forever, no matter how many organizations they work at next. If Alice gets MICS000000001 at MICS Corp and later joins TECH Corp, her global ID is still MICS000000001. TECH Corp may also assign her a local code (like TECH00000045) for their internal badges, but the global anchor is what identifies her across the platform.

The benefit: she keeps her payslips, FNF, and experience letters from every past employer, accessible through her Personal Portal.

When a new employee joins, HR opens an onboarding session for them. Documents (Aadhaar, PAN, address proof, resume) are uploaded into a staging area, not directly into the employee's permanent file.

Why staging? The new joiner might already be in the system from a previous employer. We don't want to create a duplicate identity. So before committing, the system tries to match:

• Personal email or phone (exact match)
• Aadhaar / PAN last 4 digits (extracted from the doc)
• Name + date of birth (fuzzy, used only as a hint)

HR sees the result and decides:

• Link to existing identity — re-use the global record. Documents already verified globally (Aadhaar, PAN) are not re-uploaded; they're linked. The employee is informed via their personal email.
• Create new identity — no match; a fresh global employee record is created and the staged docs become this employee's permanent docs.

Abandoned onboarding sessions auto-expire after 30 days. No ghost records.

An employee can be active in multiple organizations on MICS HRPM at the same time — for example, full-time at one and freelance at another. The system handles this with strict privacy boundaries:

What crosses orgs (the employee owns):

• Personal email and phone
• Personal documents (Aadhaar, PAN, passport)
• Date of birth, gender, blood group
• Family members and nominees
• The global employee code

What stays inside one org (org-isolated):

• Salary, payslips, CTC
• Performance reviews
• Attendance records, leave balances
• Manager, team, unit, official email
• Internal documents (offer letters, reviews)
• Roles, permissions, audit history

Org B never sees what the employee earns or does at Org A. The only place the employee themselves sees the union of all their organizations is the Personal Portal.

MICS HRPM separates two trees that other HRMS products conflate:

• The unit tree — where people sit. Mandatory Head Office at the top, then any structure below: Zone, Division, Area, Branch, Team.
• The reporting tree — who reports to whom. Resolved one of three ways:
  • Top of org — CEO, founder; no manager.
  • Role-based — “Branch Manager reports to Area Manager”, declared once and applied automatically.
  • Direct assignment — explicit manager set per employee, overrides the role mapping.

Approval workflows walk the reporting tree. Approvers can pick from three actions:

• Approve — within their authority per org policy.
• Reject — final.
• Recommend — “I'd say yes/no, but this exceeds my authority — please decide.” The request escalates one level up automatically.

Example: a 5-day leave from a Cashier. Org policy says Branch Manager can approve up to 2 days. The BM sees only Recommend or Reject. They click Recommend Approve, and it lands with the Area Manager — who has the authority and approves it.

Attendance is captured as raw punches rather than a single in/out per day. This matches how people actually work:

• Punch in at 09:30
• Punch out for lunch at 13:00
• Punch back in at 14:00
• Punch out at 18:00

Each punch records GPS (when enabled), the device, and a timestamp. The system computes the daily summary from the stream of punches: total hours worked, late minutes, half-day status — all driven by the org's policy.

For field teams (construction, delivery, factory floors), a team supervisor can mark the entire team in one go. HR approves the session afterward.

Managers see attendance for their reports through a drill-down view: a Zonal Manager sees their Divisional Managers; clicking a Divisional Manager reveals their Area Managers; and so on, down to individual staff.

The Personal Portal is what makes the global identity matter. Once you've been on MICS HRPM at any organization, you can log into the portal forever using your personal email, phone, or employee code.

You can:

• See every organization you've ever worked at
• Download payslips from any past month, any past employer
• Download FNF (Full and Final Settlement) documents
• Download experience letters
• View your full employment history
• Update your personal contact details (with verification)

What an organization cannot do once you've left: revoke your portal access, delete your past payslips, or hide your records.

Tenant / Organization

A customer of MICS HRPM. Each tenant gets a 3–5 character prefix (like MICS) used in employee codes.

Global employee code

The immutable lifetime ID, e.g., MICS000000001. Issued once by the first org and never changes.

Head Office

The mandatory top of every org's unit tree. Cannot be deleted.

Unit hierarchy

Where people sit in the structure: Head Office → Zone → … → Branch. Any depth, any custom names.

Reporting hierarchy

Who reports to whom. Independent of the unit tree. Resolved via role-based mapping or explicit assignment.

Recommend

An approval action meaning “forward up the chain with my vote”. Used when a request exceeds the current approver's authority.

Document staging

A 30-day temporary holding area for onboarding documents, before the system decides whether to link to an existing global employee or create a new one.

FNF

Full and Final Settlement — the closing financial statement when an employee leaves an org.

Personal Portal

An employee's lifelong, cross-org self-service portal.