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Quick Start Guide

Quick Start Guide

by HR Buku Admin

🚀 Welcome to HR Buku

HR Buku makes HR management effortless. Even if you’re new to HR systems, you’ll find it simple and intuitive. Take 5 minutes to explore this guide and discover everything you can do.

Payroll
  • Running payroll:
    • To add or remove employees from payroll, tick or untick "Active Employee" in the Employee Page.
    • For PCB, always cross-check with MyTax — differences can occur due to calculation methods, table lookups, or past salary data. MyTax is your source of truth, and you can adjust PCB figures in HR Buku if there is a discrepancy.
    • Set Zakat and HRDF in the Employee Page, if applicable.
  • Post payroll:
    • You can add company logo to the payslip by going to Company Profile → Other Settings.
    • You can download and/or send the payslips to employees from the Payroll Monthly Report (Payroll Dashboard → View Payroll Report)
    • You can download Statutory Submission TXT files (KSWP, SOCSO & EIS and LHDN) from the Payroll Monthly Report (Payroll Dashboard → View Payroll Report). ⚠️ Ensure that your company information — such as SSM number, E number, etc. — is filled in under Company Profile before generating these files.
  • Others:
    • You can download and send the EA Form to employee in Payroll Yearly Report (Payroll Dashboard → View Payroll Report → View Yearly Report). ⚠️ Ensure that employee details such as EPF number and other statutory data are filled in under the Employee Page so that the EA Form can capture the information accurately.
Attendance
  • Admin shall set the company’s map location in the Company Page before the employees can clock in or out. You can set multiple locations and radius meters.
  • The default shift is 9:00 AM to 6:00 PM, but you can add new shifts in the system as needed.
  • Admins can view and edit attendance records for all employees.
Leave & Claims
  • Public Holidays load automatically based on the State set in the Company Page.
  • Assign a Manager in each employee’s profile for leave and claim approvals. If no manager is assigned, requests will be routed to the Company Admin who registered the company account in HR Buku.
  • If you tick Director/Owner/CEO in an employee’s profile, their leave and claim requests will be auto-approved by the system.
KPI
  • The KPI module helps you track employees’ performance and determine rewards for top performers — or identify areas for improvement.
  • Plan Status - There are three statuses for a KPI Plan:
  1. Draft: At this stage, you can save the plan even if the total weight is not 100%.
  2. Active: Once the manager confirms all KPI items and ensures the total weight equals 100%, you can activate the KPI plan.
  3. Completed: At the end of the KPI cycle, the overall score will be calculated once the Actual Value and Rating fields are filled in. You can then mark the plan as Completed.
  • Frequency - There are three KPI frequencies: Monthly, Quarterly, and Yearly. Yearly KPI plans are the most commonly used.
  • Types of KPI - There are two types of KPI: 
  1. Quantitative KPI: KPI items that can be measured numerically — e.g. sales revenue, number of new customers, website traffic, CTR, time-to-hire, or customer support tickets handled per day. When creating quantitative KPI items, fill in Target Unit and Target Value
  2. Behavioral KPI: KPI items used to measure behaviors and soft skills — e.g. communication, collaboration, or leadership. You can set the Max Rating (typically 5 points) when defining behavioral KPI items.
  • Overall KPI Scoring - There are two types of overall KPI scores: 
  1. Employee Total Score: Sum of [ Actual Value (Employee) / Target Value ] + [ Self Rating / Max Rating ].
  2. Superior Total Score: Sum of [ Actual Value (Superior) / Target Value ] + [ Superior Rating / Max Rating ].
  • Access & Permissions
    • Managers can create, view, edit, and delete KPI Plans and KPI items for their subordinates.
    • Employees can view their own KPI plans only. Employees can fill in Actual Value (Employee) for Quantitative KPIs and Self Rating for Behavioral KPIs.
    • Admins can view all employees’ KPI plans.
  • AI-suggested KPI
    • If you’re not sure how to set the right KPIs for your employees, you can use our AI-driven suggestion tool to get tailored recommendations.
    • The suggested KPIs are automatically generated based on the employee’s position and the company’s industry.
Recruitment
  • The Recruitment module helps admins and recruiters efficiently manage jobs, candidate databases, and interview schedules.
  • There are three main sub-modules that are connected to each other: Job, Candidate, and Interview.
  • For each job, you can add candidates to the pipeline, then use the powerful drag-and-drop interface to move candidates from Shortlisted to Interview, Hired, or Rejected stages — streamlining your hiring process.
  • Once you schedule an interview for a candidate in the Candidate Detail page, the interview details will automatically appear in the Interview Calendar.
Training
  • The Training module helps admins and training coordinators/trainers manage employee training activities effectively.
  • Employees can only view their own training records under “My Training.”
  • Admins can manage Training Courses, Employee Training Records, Training Providers, and Training Categories.
  • You can use our AI-suggested training feature to explore recommended courses for employees to upskill and develop new competencies.
  • Browse our curated list of courses under “Check Out Recommended Courses” to find programs suitable for your team.
⚠️ Important!
  • To enable employees to use HR Buku to clock in/out, apply leave, submit claims, work on KPIs, and view training programs, the Admin must first invite the employees.
    Simply click “Invite” in the Employee Page to invite your team members.
  • Make sure to set the correct access and permissions for each employee in the Employee Page to protect your company’s confidential data:
    • Admin - Full access to all modules
    • Director/Owner/CEO - Full admin access to all modules. Their leaves and claim requests will be auto-approved by the system
    • Recruiter - Access to Recruitment admin only
    • Trainer/Training Coordinator - Access to Training admin only
    • Performance Manager - Access to KPI admin only

For questions, feedback, or concerns, please contact:
📧 admin@hrbuku.com

Best HR tool in Malaysia with all-in-one platform: Payroll, leave, attendance and claims.