Zedd Payroll Documentation

1. Account Registration & Setup

Setting up your organization's secure cloud payroll account takes under a minute:

1. Navigate to the registration portal at https://payroll.zeddlimited.com/register.
2. Fill out the form with your Company Name, Admin Username, Email Address, and Password.
3. Upon registration, the system instantly provisions your secure company tenant database space, maps your admin roles, and sets your account to the Starter Free Plan.

2. Custom Domain Configuration (Optional)

Note: Custom Domain setup is 100% Optional. You do not need your own domain or website to use Zedd Payroll. Anyone can access their admin and employee portal directly using our default address: https://payroll.zeddlimited.com.

If you prefer to brand the portals with your organization's own custom subdomain (e.g., payroll.yourcompany.com):

Step 1 Add a DNS CNAME Record

Log into your domain registrar (such as GoDaddy, Cloudflare, Namecheap, Route 53) and add a new record to your DNS zone settings:

• Type: CNAME
• Name/Host: payroll (or any subdomain of your choice)
• Target/Points To: payroll.zeddlimited.com
• TTL: Automatic or 3600

Step 2 Configure inside Zedd Payroll

Log into your Zedd Payroll Admin Dashboard, navigate to Domain & Access Configuration, enter your subdomain, and click Save.

Our support team will handle the routing and Let's Encrypt SSL certificate configurations within 12–24 hours.

3. Shift Configurations & Settings

Before adding employees, configure your organizational shift timing settings under HR -> Company Profile:

• Default Shift Start Time: The standard work start time (e.g., 08:00 AM). Clock-ins after this time are automatically flagged as Late in attendance audits.
• Default Shift End Time: The standard clock-out time (e.g., 17:00 PM). This is used by the system to compute default shift hours and detect overtime automatically.

4. Onboarding & Managing Employees

Onboarding employees is straightforward. Go to Employees -> Onboard Employee:

1. Fill out personal details, basic KES salary, and select their branch, department, and role designations.
2. Portal Roles: Select "HR/Accountant" or "Secretary" if they require administrative permissions. Leave unchecked for standard employees.
3. Send Credentials: After saving, you can instantly text or WhatsApp their auto-generated portal credentials with a single click.

5. Attendance & Clocking

The system supports dual clocking options:

Employee Self-Service Clocking

Employees clock in/out directly on their phones. The system compares their GPS coordinates against their branch's set location and flags geofence violations if they are clocking in from off-site.

Secretary Manual Clocking

For operations where field workers do not use smartphones, the secretary logs in, opens the Clock Employees menu, searches for staff names/codes in a smart search field, and clocks them in or out manually in seconds.

6. Running Monthly Payroll

Execute payroll efficiently under Payroll -> Run Payroll:

1. Review Inputs: Verify auto-calculated overtime hours (derived from approved attendance logs) and their corresponding 1.5x rates. You can override any values or input custom one-off bonuses/fixed overtime.
2. Deduction Processing: The system evaluates statutory calculations automatically: KRA PAYE bands, NSSF Tier I & II, SHIF (2.75%), and Housing Levy (1.5% employee + 1.5% employer).
3. Close Payroll: Approve and lock the run. You can then download individual employee Payslip PDFs and export the bank-ready Excel payment schedule.

7. Employee Self-Service (ESS) Portal

Your employees log into their personal portal using their credentials to access key features:

• Dashboard: View announcements and active leaves at a glance.
• Payslips: Instantly download certified monthly payslip PDFs.
• KRA P9 Tax Forms: Access and print their own annual KRA P9 tax forms directly by clicking "My P9 Form" under the Payslips page.
• Leave Management: Apply for leaves, select categories, and track approvals.

Management View Switcher

For CEOs, Admins, HR managers, and Accountants, there is no need to maintain separate accounts. In your Admin Sidebar, click "My Employee View" to switch instantly to your personal ESS portal. To return, click "Switch to Admin" in the sidebar (or tap the pink switch-back arrow in the top header when on a phone).

8. Install Portal as a Mobile App

Zedd Payroll is configured as a **Progressive Web App (PWA)**. Employees can save it directly onto their phone's home screen for app-like loading and quick access:

For Android Users (Google Chrome)

1. Open Google Chrome on your phone.
2. Navigate to your company's login URL (e.g., https://payroll.yourcompany.com).
3. Upon logging in, tap the pop-up banner reading "Add Zedd Payroll to Home Screen".
4. If the banner does not appear, tap the three dots in the top-right corner of Chrome and select Install App or Add to Home Screen.

For iOS / iPhone Users (Apple Safari)

1. Open the Safari browser on your iPhone.
2. Go to your company's login URL.
3. Tap the Share button (square icon with an upward arrow) in Safari's bottom menu bar.
4. Scroll down and tap Add to Home Screen.
5. Tap Add in the top-right corner.

The portal icon will now appear on your home screen and load in a fast, clean, full-screen mobile app environment!