ClickxHR — Product Guide & Documentation
ClickxHR Product Guide Back to ClickxHR
ClickxHR · Product Guide

Run a Ghanaian staffing agency, from applicant to payslip.

ClickxHR is payroll and workforce management for agencies that place a floating pool of staff into client sites — in any sector — and pay them under Ghana’s statutory rules. This guide walks every surface: the agency app, the employee self-service portal, the team-lead tools, the client portal where your clients log in, and the platform console that runs the service itself.

Getting started

What ClickxHR is

An agency doesn’t employ people to sit at its own desks. It maintains a floating pool of workers and allocates them onto client sites at rates the client agrees. ClickxHR is built around exactly that shape of business:

  • A workforce that moves. Applicants become employees; employees are placed, moved, and returned to the pool as contracts turn over.
  • Payroll that is Ghana-compliant by construction. Every pay run applies GRA 2026 income-tax bands (PAYE) and SSNIT Tiers 1, 2 and 3, with taxable and non-taxable allowances, reliefs, and per-client management fees folded in.
  • A portal your workers actually use. Payslips, leave, geo clock-in and profile changes live in a self-service app the employee installs on their phone.

It is delivered as multi-tenant SaaS: each agency is an isolated tenant, and a separate platform console (run by the vendor, Clickx) provisions tenants and bills them per seat.

Who this guide is for

Agency administrators and HR staff, employees using the portal, team leads approving their crews, and platform operators managing tenants. Jump to the group that matches your role in the sidebar.

Getting started

The four surfaces

One codebase presents four distinct experiences. Your account’s role — not just its permissions — decides which one you land in. The navigation is partitioned so each audience sees only its own world.

Agency app The main workforce & payroll application. Seen by staff roles (admin, HR, payroll, and custom roles). This is most of the guide.
Employee portal A slim self-service shell at /me. The only thing an employee-role account sees. Installable as a phone app.
Platform console The vendor console at /platform for a platform_admin. Manages every tenant, registration and invoice across the estate.
Client portal A scoped, client-safe workspace at /client for a client. An agency’s client companies see only the staff placed with them, their invoices, timesheets, requests and messages.
Role, not permission

An employee sees only the portal; a client sees only their client workspace; a platform_admin sees only the console; every other role sees the agency app. Even an admin holding every permission never sees the self-service or client links — role partitions the surfaces first, permissions gate items within.

Getting started

Signing in

How you first reach ClickxHR depends on how your account was created:

  1. Agency admins You receive an activation email when your agency’s registration is approved. It links to a set-password page; the password you choose becomes your login. See the onboarding funnel.
  2. Employees Your HR team creates your record and issues portal access. You sign in with your work email and set a password on first use.
  3. Everyone Enter email and password. If two-factor authentication is enabled on your account, enter the 6-digit code from your authenticator app to finish.
Forgot your password?

Use the reset link on the sign-in page. It sends a time-limited token to your email that opens the same set-password screen used for activation. Password rules follow your agency’s password policy.

Getting started

The app shell

Every surface shares the same frame: a grouped left navigation, a top bar with global search / command palette, a notifications bell, a light/dark theme toggle, and your profile menu. The nav collapses to a toggle on small screens.

app.clickxhr — /dashboard
Workforce
Employees
Clients
Allocations
Operations
Payroll
Leave
Attendance
Search or jump to…⌘K
Active staff
1,284
On placement
1,047
In pool
237

The shell. Grouped nav (left), command palette and notifications (top), summary tiles first (right). Figures are illustrative.

What each shell control does

  • Command palette — press ⌘K / Ctrl K to search across records and jump to any page without hunting the menu. See Keyboard & palette.
  • Notifications — the bell collects in-app alerts (approvals waiting, a request submitted, a payroll finished). Preferences live in Notifications & email.
  • Theme — the sun/moon toggle switches light and dark; the app also follows your device preference until you override it.
  • Profile — your account menu: switch settings, manage 2FA, sign out.
Getting started

Roles & the access model

Access is role-based. A role is a named bundle of permissions (for example payroll.process, employees.view, clients.view). Assign a role to a user and they inherit its permissions. Admins hold a wildcard.

The navigation is honest about gaps: an item you can’t use is hidden, but its route stays reachable and renders a screen that names the permission you’re missing — so an empty menu is never mistaken for a bug. You tune all of this in the Roles & permission matrix.

PermissionAdminPayrollManagerEmployee
View employees
Process payroll
Approve leave
Apply for leave (own)
Manage settings

Permission matrix. An illustrative slice — the real matrix in Settings covers every permission across every role, with a checkbox per cell.

Tenant isolation

Roles and permissions only ever act within your own agency. A manager’s team routes resolve their own direct reports server-side, and no query can reach another tenant’s data. See Security & data protection.

Agency admin · Workforce

Dashboard

What it is. Your landing surface — a summary band of workforce and payroll figures with quick jumps into the work that needs you. It reads top-down: totals first, then the items awaiting action.

Reading it

  • Headline tiles — active staff, how many are on placement versus in the pool, and recent payroll status.
  • Attention items — pending approvals, submitted change requests, and open leave applications surface as counts you can click through.
Tip

Every count on the Dashboard is a link. Treat it as your morning queue: clear approvals and change requests before starting a pay run so nobody is paid on stale data.

Agency admin · Workforce

Employees

What it is. The master register of your workforce and the home of the Employee 360 profile — one screen that consolidates a person’s identity, employment, statutory IDs, bank details, skills, documents, placement history, leave and payslips.

Add an employee

  1. Open Employees → add a new record. Capture personal details, contact, and the statutory numbers payroll needs — SSNIT number and TIN.
  2. Assign the employee number. The number follows your agency’s configured format (prefix, running sequence) from Employee numbering, so records stay consistent.
  3. Set bank & payment details. Bank, branch and sort code drive net-pay disbursement and appear on the payslip.
  4. Record skills. Tag competencies from the Skills catalogue; these feed allocation and job matching.
  5. Save. The employee lands in the pool, ready to be allocated to a client site.

The Employee 360 profile

Open any employee to see everything about them in one place — tabs for profile, employment & salary, statutory & bank, skills & verification, documents, placements, leave balances and payslip history. Edits here are the source of truth that the portal and payroll read from.

Where a salary lives

Base salary and allowances attach to the placement (the job the employee is allocated into), not just the person — the same worker can be paid a client-agreed rate on one site and a different rate on another. Payroll reads the active allocation.

Invite an employee to the portal

Creating a record does not create a login — giving a worker self-service access is a deliberate step. From an employee’s profile, use Invite to portal (in the action row above the tabs) and choose a tier:

  1. Employee. The self-service portal at /me — profile, payslips, leave, attendance, letters and requests. They see only their own data.
  2. Manager / Team lead. Everything an employee gets, plus a My team area: the roster of their direct reports, and approving those reports’ leave and attendance corrections.
  3. Send. The worker is emailed a link (valid 72 hours) to set their own password — no password is ever sent. A copyable fallback link is shown too, so you can pass it on if email is off. Re-inviting someone who already has a login simply re-issues the link (and upgrades them if you pick Manager).
A manager needs a team

The Manager tier grants the ability to run a team, but a manager only ever sees the people who report to them — set that on each worker’s record via Edit → Direct manager. An email address must be on file before you can invite, since the link is sent there.

Agency admin · Workforce

Clients

What it is. The companies you supply staff to, modelled with real depth: a client has an organisational structure (sites, departments, units), the jobs it needs filled, and the pay terms agreed for each.

Set up a client and its jobs

  1. Create the client with its company details and contacts.
  2. Build its org structure — add the sites (e.g. a port terminal, a specific mall) and the departments or units within them that staff are placed against.
  3. Define jobs for the roles you supply — job title, headcount, required skills.
  4. Open the per-job pay editor. For each job, set the pay structure the client agreed — base rate plus the allowances and the management fee that apply. This is what payroll bills against when someone is placed there.
Tip

Model the pay once on the job. Every employee allocated into that job inherits the client-agreed rate, so you never re-key salaries per person and the same role stays priced consistently across placements.

Agency admin · Workforce

Applicants

What it is. Your recruitment pipeline. Applicants move through stages toward becoming employees, with CVs, interviews, and skill verification along the way.

Move an applicant through the pipeline

  1. Capture the applicant and attach their CV and details.
  2. Progress them through stages — screening, interview, offer — as the pipeline advances.
  3. Verify skills. Confirm claimed competencies against your Skills catalogue so an allocation later rests on verified, not self-declared, skill.
  4. Convert to employee. A successful applicant is promoted into the Employees register and the floating pool.
Verified skills carry through

Skill verification done here follows the person into their Employee 360 profile and improves the quality of job matches.

Agency admin · Workforce

Allocations

What it is. The heart of the operation — placing pool staff onto client sites at the client-agreed rate. An allocation ties an employee to a client job for a period, and it is what payroll pays against.

Allocations board
Floating pool237
AB Security Officer SEC · L2
KM Stevedore PORT
EO Cleaner FM
Allocate
Tema Port · Terminal 2on site
JD Stevedore GHS 62/day
MA Security Officer GHS 55/day

The allocation board. Move a worker from the pool onto a client site; the placement carries the client-agreed rate. Names and rates are illustrative.

Place a worker

  1. Pick the client site and job that needs filling.
  2. Select a pool employee whose skills fit the job.
  3. Confirm dates and rate. The rate defaults from the job’s pay editor; the allocation inherits the client-agreed terms.
  4. Submit for approval if required. Allocations can carry create / modify / terminate / approve controls, so a placement can route through sign-off before it’s live.

When a contract ends you terminate the allocation and the worker returns to the pool, ready to be placed again.

Agency admin · Workforce

Job matches

What it is. AI-assisted matching that ranks pool candidates against an open client job by fit — skills, verification, and history — so you fill a vacancy with the best-suited person rather than the first name you remember.

Fill a vacancy with a match

  1. Open the job you need to staff.
  2. Review ranked candidates with their match signals surfaced.
  3. Allocate the chosen candidate straight into the placement.
A suggestion, not a decision

Matching ranks and explains; you still choose. Verified skills from the applicant pipeline make the ranking sharper.

Agency admin · Workforce

Change requests

What it is. The review queue for profile changes employees submit from the portal. Rather than editing their own record directly, a worker requests a change (a new phone number, updated bank details) and an admin approves or rejects it.

Review a request

  1. Open Change requests to see everything pending, with the old and proposed values side by side.
  2. Approve to write the change onto the Employee 360 record, or reject with a reason.
  3. The employee is notified of the outcome in the portal.
Why the extra step

Sensitive fields like bank details shouldn’t change without oversight. The request queue keeps a reviewer in the loop and leaves an audit trail of what changed, by whom, and when.

Agency admin · Operations

Leave

What it is. Everything time-off: the leave types you offer, the entitlements each carries, the public-holiday calendar, and the applications employees file and managers approve.

Configure and run leave

  1. Define leave types and entitlements — annual, sick, and any custom categories, each with its yearly allowance and accrual rules.
  2. Maintain the holiday calendar so applications and balances account for non-working days.
  3. Applications flow in from employees (portal) — review the request against the balance.
  4. Approve or decline. Approved leave draws down the entitlement and shows on the employee’s record.
Agency admin · Operations

Attendance

What it is. Timesheets built from geo clock-in events — workers clock on and off at the site from their phone with a location stamp — plus the corrections process for fixing a missed or wrong punch.

Manage timesheets

  1. Workers clock in/out on site from the portal; each punch carries a geo-stamp.
  2. Timesheets assemble from those punches for each pay period.
  3. Handle corrections. A worker (or a team lead) requests a fix; a reviewer approves it so the timesheet is accurate before payroll reads it.
  4. Approve the period’s attendance so hours flow cleanly into pay.
Geo-fenced by design

Because clock-in is location-aware, attendance reflects presence at the actual client site. This matters when you bill a client for hours worked at their location.

Agency admin · Operations

Payroll

What it is. Ghana-compliant pay runs organised by period. A period moves through a deliberate lifecycle — draft → process → approve, with a safe reverse — and produces payslips, statutory figures, and disbursement data.

Payroll · periods
PeriodStaffGrossPAYENetStatus
Jul 20261,0471,842,600228,4101,401,180Draft
Jun 20261,0391,826,050226,1801,389,900Processed
May 20261,0211,798,400222,7001,368,120Approved

Payroll periods. Each row is a run in its lifecycle state. Figures in Ghana cedis, illustrative only.

Run a payroll period

  1. Create the period for the pay month (or your configured schedule).
  2. Process it. ClickxHR computes each placed employee’s pay: base salary, taxable and non-taxable allowances, fringe benefits, overtime and adjustments; then SSNIT (Tier 1 employee & employer, Tier 2) and PAYE against the GRA 2026 bands, less tax reliefs. The run also captures employer cost including management fees.
  3. Review the results per employee and in aggregate.
  4. Approve. A processed period must be approved before it is final — payslips are ready to dispatch.
  5. Reverse if needed. A processed or approved period can be reversed back to draft — its summaries are cleared in one transaction so you can correct and re-run cleanly.

Payslips & dispatch

Every run produces a payslip per employee, rendered in your agency’s chosen payslip design. Dispatch them in bulk — the same design goes out by email, is available for export, and appears in each worker’s portal.

Process and reverse are idempotent

Processing a period that isn’t in draft is refused, and reversal only applies to processed/approved periods and runs inside a transaction. You can’t double-pay a run by clicking twice, and a reversal never leaves half-cleared summaries behind.

Agency admin · Operations

GL journal export

What it is. A one-click bridge from an approved payroll period to your accounting system. ClickxHR turns the run into a balanced double-entry journal — wages and employer costs as debits, SSNIT, PAYE, savings and net pay as credits — and lets you export it as CSV. Because ClickxHR is agency payroll, expense lines carry the client as a cost centre, so staffing costs split per client automatically.

GL journal · May 2026
AccountCost centreDebitCredit
5010 Salaries & WagesTema Port Services23,080.00
5050 Employer SSNITTema Port Services3,000.40
2010 SSNIT Payable4,269.80
2020 PAYE Payable2,942.88
2110 Net Pay Clearing18,867.72
Totals26,080.4026,080.40

A balanced journal. Debits equal credits; expense lines carry the client cost centre. Figures illustrative.

Set up your chart & mappings (once)

  1. Open GL Journal from the sidebar (under Payroll). A standard Ghanaian payroll chart of accounts is seeded for you the first time you visit.
  2. Check the mappings. On Chart & Mappings, each payroll component (basic, allowances, overtime, SSNIT, PAYE, savings, net pay) points at an account. The completeness banner turns green when everything is mapped.
  3. Adjust if needed — add or rename accounts to match your own ledger, re-point any component, then Save mappings. Reset to default restores the standard set without touching accounts you added.

Generate and export a journal

  1. Pick an approved period on the Journals tab.
  2. Preview. A reconciliation checklist shows every balance check passing and debits equalling credits — nothing is saved yet.
  3. Generate to record the run, then Export CSV to download it for your accounting system.
  4. Corrections. Re-generating supersedes the previous run; reversing the payroll period auto-voids its journal; and you can void a run manually with a reason.
Only approved periods, and it must balance

A journal can only be built from an approved period, and it refuses to post unless every reconciliation check passes. If a payroll component has no account yet, the preview names it so you can map it under Chart & Mappings. Management fees are deliberately left out of the wage journal — they belong on a separate receivable to your client.

Agency admin · Operations

Approvals

What it is. The multi-step sign-off queues that gate sensitive actions. Where a workflow needs more than one pair of eyes — a document, a placement, a letter that must be signed — it routes here for the required approvers.

Work an approval queue

  1. Open Approvals to see items waiting on you.
  2. Review the item in context — what it is, who raised it, what changes if you approve.
  3. Approve or reject. Multi-step flows advance to the next approver; the requester is notified at each step.
Agency admin · Operations

Insurance

What it is. The record of insurance cover attached to your workforce — policies and the employees they cover — so a placed worker’s cover is visible to HR and to the worker in their portal.

Manage cover

  • Maintain policies and the employees enrolled on them.
  • Employees see their own cover under My Insurance in the portal.
Agency admin · Documents

Templates & the Payslip Designer

What it is. Two related things. First, a rich document/letter template editor — a block-based writer with letterhead and footer blocks, a slash-command menu, insertable {{variables}}, signatures, and distribution lists. Second, the Payslip Designer — a per-agency visual designer for how every payslip looks.

Build a document template

  1. Create a template and lay out its letterhead, body and footer blocks.
  2. Insert variables. Drop {{tokens}} — employee name, placement, dates — that fill in per recipient when the document is generated.
  3. Attach signatures and pick recipients or a saved distribution list.
  4. Generate & send — produce a personalised document per recipient and dispatch it by email.

The Payslip Designer

One design governs every payslip your agency issues. It has two ways to work:

  • Visual mode — pick a base design from a layout gallery, tune its accent colour and font, and toggle which sections appear (employer details, statutory lines, bank details, and so on). A live preview updates as you change each control.
  • Custom-HTML mode — for full control, supply your own HTML body with {{tokens}} for the pay values, and ClickxHR renders it with real data.
Evergreen Staffing LtdAccra, Ghana · Payslip
Pay periodJuly 2026
Employee
J. Doe
Emp. No.
EVG-004182
Placement
Tema Port · T2
SSNIT No.
C0•••••7
TIN
P00•••••1
Days
22
Earnings
Basic salary1,540.00
Transport (n/tax)180.00
Overtime96.00
Gross1,816.00
Deductions
SSNIT Tier 1 (5.5%)89.98
PAYE (GRA 2026)238.40
Total deductions328.38
Net payGHS 1,487.62

A payslip in the agency’s design. The same design renders in the editor preview, the emailed payslip, admin export and the employee portal. Figures illustrative.

One design, everywhere

Changes apply to every payslip generated from the next pay run — and to the preview, email, export and portal alike. There is a single source of truth for how a payslip looks. See the payslip template system.

Agency admin · Documents

Letters

What it is. Generating real letters from your templates — an appointment letter, a confirmation, a reference — personalised per employee and ready to sign and send.

Generate a letter

  1. Pick a template built in the editor.
  2. Choose the recipient(s). The template’s {{tokens}} resolve against each employee’s data.
  3. Route for signature if the letter needs one, then generate and dispatch.
  4. Employees receive their letters and can revisit them under My Letters.
Agency admin · Documents

Reports

What it is. The reporting surface — a summary stat band over a set of standard reports covering your workforce and payroll. It opens on the standard reports you run most, with room for a report builder alongside.

Run a report

  1. Open Reports and read the summary band for a quick pulse.
  2. Pick a standard report and set its filters (period, client, status).
  3. Review and export for payroll reconciliation, statutory filing, or client billing.
Agency admin · Documents

Analytics

What it is. A live business-intelligence workspace — five dashboards that turn your workforce, staffing, payroll and hiring data into KPIs, trends and breakdowns, computed on demand and cached for speed.

The five dashboards

  1. Overview — headcount, utilization, payroll cost and margin at a glance.
  2. Staffing & Margin — utilization and bench, fill rate, client concentration, and management-fee margin per client and placement.
  3. Workforce & Attrition — headcount composition, turnover (voluntary vs involuntary), tenure, and exit-reason mix.
  4. Payroll & Cost — cost per head, statutory liability, overtime spend, and employer on-cost.
  5. Recruitment — the hiring funnel with stage conversion, time-to-hire, and offer acceptance.

Work with the data

  1. Filter by date range and client from the bar at the top; every metric re-computes.
  2. Drill down — click a KPI or a bar to open the underlying records.
  3. ShareEmail now renders the current dashboard to PDF and sends it to a distribution list, or Schedule a recurring weekly/monthly send.
Scheduled snapshots are always fresh

An emailed or scheduled dashboard is a PDF of the exact view you configured — filters and all — re-computed at send time, not a stale copy.

Everyone · Communication

Messages

What it is. A built-in internal mailbox that everyone shares — staff and employees alike open the same Messages in their sidebar. Send a message to a colleague, reply in a thread, and keep your inbox tidy with folders. HR can also send an announcement to a whole audience at once.

Send and reply

  1. Compose. Messages → New message → pick recipients, add a subject and body, send.
  2. Attach files. Click the paperclip in the composer or a reply to add files — up to 5 per message, 10 MB each (PDF, Word, Excel, PowerPoint, images, TXT, CSV, ZIP). They appear as chips you can remove before sending; recipients download them from under the message.
  3. Read & reply in the thread — the reading pane keeps the whole conversation together.
  4. Organise. Inbox and Sent, plus Star, Archive and Trash (with Restore). Folder state is your own — archiving a thread doesn’t affect the other people on it. Mark threads read/unread; the sidebar shows an unread badge.

HR announcements (broadcast)

With the right permission, use the announcement composer to broadcast a single message to an entire audience — everyone, a client’s placed staff, or a department — without adding recipients one by one. Announcements can carry attachments too, so a policy PDF reaches everyone at once.

You’re notified two ways

A new message raises an in-app notification and an email, so nothing is missed whether or not the recipient is signed in.

Agency admin · Admin

Settings

What it is. The control room for your tenant — a grouped section-nav covering people & access, security, company identity, payroll, and catalogues. The most-used sections:

Users & inviteCreate and manage staff accounts; invite by email.
Roles & permission matrixDefine roles and toggle every permission per role.
Password policyLength, complexity and rotation rules for sign-in.
BrandingYour logo and colours across the app and documents.
Email templatesThe wording of the system emails you send.
NotificationsWhich events raise alerts, and by which channel.
Tax configThe GRA income-tax bands your payroll applies.
Payslip designerThe single payslip design (see Templates).
Payroll schedulingWhen pay periods open and run.
Employee numberingThe format for new employee numbers.
Skills catalogueThe competencies used across matching & allocation.
Banks & branchesThe bank list that backs payment details.
SignaturesSignatory identities used to sign documents.
Access-gated

Settings requires settings.manage. Because it changes tax, roles and payslips, keep it to a small group of trusted admins.

Agency admin · Admin

Audit log

What it is. An immutable trail of sensitive actions — who did what, to which record, and when. Payroll approvals, role changes, approved change requests and the like are recorded here.

Use it

  • Filter by actor, action or record to answer “who changed this?”
  • Rely on it for compliance reviews and dispute resolution.
Read, not write

The audit log is a record, not an editor. It exists precisely so that no sensitive change is invisible after the fact.

Employee portal · /me

The employee portal

What it is. The self-service app at /me — the only surface an employee sees. It’s installable as a phone app (PWA) and works offline for the things a worker needs on site. The workspace covers:

My ProfileYour personal, employment and statutory details.
My PlacementWhere you’re currently allocated and on what terms.
My PayslipsView and download every payslip as a PDF.
My InsuranceThe cover attached to you.
My LettersLetters your agency has issued to you.
My LeaveApply for time off and track your balances.
Employee portal · /me

My Payslips

Open any pay period to see your payslip rendered in your agency’s design, and download it as a PDF for your records or a loan application.

  1. Open My Payslips and pick a period.
  2. Read the breakdown — earnings, SSNIT and PAYE deductions, and net pay.
  3. Download the PDF. It matches exactly what HR sees and emails.
Employee portal · /me

My Leave & My Attendance

My Leave

  1. Apply for leave — pick the type and dates; your remaining balance is shown.
  2. Track the application as your manager approves or declines it.

My Attendance

Clock on and off from the site with a single tap. The app is a PWA — installable on your phone and able to hold a clock-in offline until signal returns.

  1. Install the app to your home screen when prompted.
  2. Clock in on arrival — your location is stamped to confirm you’re on site.
  3. Clock out when you leave. If a punch is missed, submit a correction for your team lead to approve.
Works without signal

A clock-in captured offline syncs when you’re back online, so a weak connection at a port or warehouse never costs you a punch.

Employee portal · /me

My Requests & Internal Jobs

My Requests

Need to update your phone number or bank details? Submit a change request rather than editing directly. It goes to HR’s change-request queue for approval, and you’re notified of the outcome.

Internal Jobs

Browse and apply to openings posted internally by your agency — a route to move to a better placement or a new role without leaving.

  1. Browse open internal roles.
  2. Apply to one that fits — your profile and verified skills go with the application.
  3. Track your application as the agency reviews it.
Employee portal · /me

My Onboarding & Offboarding

What it is. Two self-service checklists that appear only when they apply to you — they stay out of your sidebar the rest of the time.

My Onboarding

When you first join, My Onboarding lists the tasks the agency needs from you — confirm details, upload documents, acknowledge policies. Work through them and track your progress; the menu item disappears once everything is complete.

My Offboarding

If HR starts your exit process, a My Offboarding page appears with the steps for a clean handover — return of items, final tasks, and any exit interview to complete. It only shows once your offboarding has actually been initiated.

Shown only when relevant

Onboarding appears while you still have outstanding tasks; Offboarding appears only after HR initiates your exit. Neither clutters your menu otherwise.

Employee portal · /me

My Account & two-factor

Manage your own security: change your password and turn on two-factor authentication.

  1. Open My Account.
  2. Change your password — confirm the current one, then set a new one that meets the agency’s policy.
  3. Enable 2FA. Scan the QR code with an authenticator app (Google Authenticator, Authy), then enter the 6-digit code to confirm. From then on, sign-in asks for a code.
Team leads · My team

My team

What it is. A manager surface that appears for an employee-linked account that holds team.view and actually has direct reports. It sits alongside the self-service workspace and never exposes anyone else’s team — the roster resolves your reports server-side.

Team OverviewA pulse on your crew — who’s on, who’s off, what’s pending.
Team RosterYour direct reports and their current placements.
Team LeaveApprove or decline your reports’ leave requests.
Team TimesheetsReview the timesheets built from their clock-ins.
Team CorrectionsApprove fixes to missed or wrong punches.
Dual-guarded

Team leave and timesheet approvals need both the approval permission and membership of your team, checked on the server. A manager can only ever act on their own crew.

Client portal · /client

The client portal

What it is. A fourth audience. Alongside staff/admin, employees and the platform console, an agency’s client companies can now log in to their own scoped, client-safe workspace at /client — a client-role account that sees the people you’ve deployed to them and works with your team directly.

Sign in and invite

  1. The Client tab. A client signs in from the Client tab on the login screen (clickxhr.com/login?tab=client). Their account type is client.
  2. Invite a contact. As staff, open the client’s detail and click Invite to portal. A branded invite email goes out; the contact sets a password and signs in.

What a client sees

Their Workspace nav — and nothing more:

  • Dashboard — a headcount summary for their deployment.
  • My Workforce — the people placed with them: name, role, start date, status.
  • Invoices — what they owe, with per-worker line totals.
  • Timesheets — hours to approve or dispute for a period.
  • Requests — staffing requests they raise and their progress.
  • Messages — two-sided threads with your agency.
Client-safe by construction

A client sees only their own deployed workers, invoices, timesheets, requests and messages — never pay, cost, margin, management fees, other clients, or any internal HR data. The isolation is enforced on every request, not just hidden in the nav.

Client portal · /client

Client billing & invoicing

What it is. How each client is priced and invoiced. You configure it on the client detail’s Billing tab — pick a billing basis and default rates, with per-placement overrides where you need them.

The four bases

Billing basis
BasisHow it bills
Cost-plusThe worker’s payroll cost plus a markup %. The default.
Time & materialsApproved timesheet hours × an agreed hourly rate. Requires client sign-off.
Fixed placementA flat fee per person placed, independent of payroll.
HybridA fixed base fee per placement plus the hourly rate for approved hours above an included-hours threshold (base + overage).

Four ways to price a client. Chosen per client, with per-placement overrides.

Timesheets, then invoices

  1. Build timesheets. On the Billing tab, Build timesheets for a period pulls attendance hours into pending timesheets.
  2. Client approves or disputes them in their portal. Approved hours feed the Time-&-materials and Hybrid bases.
  3. Invoice per period. Invoices are generated per period; the client sees only the amount owed, the status, and a per-worker line total — never cost, margin, or fees.
  4. Pay online. On an unpaid invoice the client can Pay online via Paystack; on return the payment is verified and the invoice marked paid.
Sign-off comes before hours are billed

A client can’t be billed on hours until they’ve approved them. Build and get timesheets signed off before you generate a Time-&-materials or Hybrid invoice.

Client portal · /client

Requests, inbox & messaging

What it is. The demand loop between a client and your agency — clients raise staffing requests, you work them (sometimes fulfilling by placing or ending a worker directly), and both sides message each other, all with live and email notifications.

Staffing requests

From their portal a client raises a request — new placement, replacement, end placement, or other — with the role, headcount, the worker (for replacement/end), dates and priority. You work it with Acknowledge → Start → Fulfil, or Decline, each carrying a reply back — on the client’s Requests tab or from the global inbox.

Fulfil by placing or ending directly

  1. Place a worker to fulfil. On a new-placement or replacement request, pick a bench (floating) employee, a role and a start date — this creates the allocation and marks the request fulfilled. The worker moves off the bench and the job slot fills.
  2. End the placement to fulfil. On an end-placement request, end the referenced worker’s active placement — they return to the bench and the request is marked fulfilled.

Client Inbox

A cross-client worklist for staff at Workforce → Client Inbox. It gathers all client requests and all unread message threads in one place, with header counters (new/open requests, unread threads) — so you triage everything at once instead of opening each client.

Messaging

Two-sided message threads between a client and the agency, optionally about a specific request. Each side has its own unread badge; a thread can be closed and reopens automatically on a new reply. Staff message from the client’s Messages tab or the Client Inbox; clients from their Messages screen.

Both sides are kept informed

Notifications land on two channels — the bell (live) and email. A client raising a request or sending a message notifies the agency; an agency reply or a request decision (fulfilled/declined) notifies the client. To avoid noise, interim status changes ring the bell but don’t email.

Platform console · /platform

Platform overview

What it is. The vendor console — the surface Clickx uses to run ClickxHR as a service. A platform_admin sees only this, and it reaches across every tenant. The dashboard summarises the estate: tenants, seats, trials, and billing health.

Platform console · /platform

Tenants

What it is. Every agency on the platform. Create a tenant directly, edit its settings, or suspend one that shouldn’t have access.

  1. Create a tenant with its company details and subdomain, or let a registration provision one automatically.
  2. Open a tenant to see and edit its profile and billing state.
  3. Suspend a tenant (with a reason) to cut access without deleting data.
Platform console · /platform

Registrations

What it is. The queue of public sign-up requests. Approving one is the moment a new agency comes to life.

Approve a sign-up

  1. Review the request in the pending queue — company and contact details.
  2. Approve. In one atomic step this provisions a new tenant, creates its admin user, starts a 14-day trial on a plan, and emails the admin an activation link. If anything fails, the whole approval rolls back — you never get a half-created agency.
  3. Or reject with a reason.
  4. Resend activation if the admin never received or acted on the first email.
The admin sets their own password

The activation email links to the same set-password page used for resets. The new admin chooses their own password — the platform never mints a lasting one. See the onboarding funnel.

Platform console · /platform

Plans

What it is. The per-seat pricing tiers a tenant can be on. Each plan has a base amount, a number of included seats, and a per-seat amount for overage.

Plans
Starter
Base + per-seat
Small included seat count
  • Full agency app
  • Employee portal
  • Ghana payroll
Growth
Base + per-seat
More included seats
  • Everything in Starter
  • Higher seat allowance
  • Lower overage rate
Enterprise
Custom
Large / custom seat count
  • Everything in Growth
  • Largest seat pool
  • Custom terms

Per-seat tiers. Names shown are the platform’s tier structure; exact prices are set per plan in the console.

Platform console · /platform

Invoices

What it is. Billing a tenant. An invoice moves through draft → issued → paid, and can be settled online via Paystack.

  1. Generate a draft invoice from the tenant’s subscription and current seat count. The amount is base + overage over included seats (see per-seat billing).
  2. Issue it — this opens the invoice and sets a due date.
  3. Mark it paid manually with a reference, or the tenant pays online via Paystack and a webhook flips it to paid automatically.
Platform console · /platform

Platform Users & Activity

Platform Users

The operator accounts that can access the console — the Clickx team. Manage who holds platform.* permissions.

Activity

A cross-tenant activity feed — the platform-level record of what operators did across the estate, the console’s equivalent of an audit log.

Concepts

The onboarding funnel

How a new agency goes from a web form to a working tenant — no manual account minting, and the admin always owns their own credentials.

Sign-up → live tenant
Prospect
Public sign-up request
An agency fills the /signup form. It lands as a pending registration.
Platform operator
Approval provisions everything
One atomic step creates the tenant, its admin user, and a 14-day trial subscription.
System
Activation email sent
A time-limited link to the set-password page reaches the new admin.
New admin
Admin sets their own password
The same page used for resets — the admin chooses the credential, then lands in the app.
Live agency
In-app, on trial
The agency is up and running with 14 days to evaluate before billing begins.

The funnel. Public request → platform approval → activation email → self-set password → in-app.

Concepts

The per-seat billing model

ClickxHR bills tenants by seat, and a seat is defined by real usage:

  • A seat = an active employee — someone in the floating pool or on placement. Suspended and terminated staff don’t count.
  • The invoice amount is base + max(0, seats − included) × per-seat, plus tax. Up to the plan’s included seats you pay only the base; beyond that, each extra active employee adds its per-seat amount as overage.
  • Lifecycle — a new tenant starts on a trial; once the trial ends it moves to a paid, active subscription that’s invoiced each period.
Why active-employee seats

An agency’s cost scales with the workforce it actually manages, not with logins. Growing your pool grows your bill predictably; letting people go reduces it at the next invoice.

Concepts

Payroll & Ghana compliance

Compliance isn’t a report you run afterwards — it’s built into how a pay run computes. Every processed period applies:

  • PAYE on the GRA 2026 income-tax bands. Taxable income (basic + taxable allowances + fringe benefits, less reliefs) is taxed progressively across the graduated bands set in Tax config.
  • SSNIT Tier 1 — the mandatory contribution, split employee and employer.
  • SSNIT Tier 2 — the mandatory occupational scheme contribution.
  • SSNIT Tier 3 — voluntary provident-fund contributions where they apply.
  • Tax reliefs reduce assessable income before PAYE, per the reliefs recorded against the employee.
Idempotent by design

Processing and reversal are guarded so a run can’t be double-applied or half-reversed. A period must be in draft to process, and reversal (allowed only from processed/approved) clears its summaries transactionally before returning it to draft.

Concepts

The payslip template system

Each agency has one payslip design, and that single design is the source of truth for how a payslip looks everywhere it appears:

  • the live preview in the Payslip Designer,
  • the payslip emailed to the employee at dispatch,
  • the admin export HR downloads,
  • and the payslip an employee opens in the portal.

You author it two ways — visual (base design + accent colour + font + section toggles) or custom HTML (your own markup with {{tokens}}). Either way, one design in, the same rendering out, in every context. Change it and it takes effect from the next pay run — see the Payslip Designer.

Concepts

Notifications & email

ClickxHR keeps people informed two ways: in-app alerts (the bell in the shell) and email. The same events can raise both.

  • In-app — approvals waiting, a change request submitted or decided, a pay run finished, a leave request’s outcome.
  • Email — activation and reset links, dispatched payslips and letters, and the notifications a user has opted into.
  • Preferences — the wording of system emails lives in Settings → Email templates; which events notify whom is tuned in Settings → Notifications.
Concepts

Security & data protection

ClickxHR handles payroll and identity data for real people, so protection is layered:

Two-factor (TOTP)Optional authenticator-app 2FA, set up by QR code and verified with a 6-digit code.
Role-based permissionsThe permission matrix governs every action; nothing sensitive is ungated.
Tenant isolationEvery query is scoped to your agency; no cross-tenant reach.
Audit trailSensitive actions are recorded — who, what, when.

Ghana Data Protection Act

The product is built to respect Ghana’s Data Protection Act: consent is captured where personal data is processed, employees can exercise their right to erasure, and the audit trail evidences lawful handling of sensitive records.

Change requests are a security feature

Routing profile edits through an approval queue — rather than letting workers overwrite their own bank details — is a deliberate control, not friction. It keeps a reviewer and an audit record in the loop on the data that matters most.

Reference

Glossary

Floating pool
The agency’s bench of employees not currently placed — available to be allocated onto client sites.
Allocation
Placing a pool employee into a client job for a period, at the client-agreed rate. What payroll pays against.
Muster
The roll-call of workers present on a site — reflected in attendance and geo clock-in.
PAYE
Pay As You Earn — income tax withheld from wages, computed on the GRA graduated bands.
SSNIT
Social Security and National Insurance Trust — Ghana’s statutory pension. Tier 1 & 2 mandatory, Tier 3 voluntary.
GRA
Ghana Revenue Authority — sets the income-tax bands ClickxHR applies for PAYE.
Seat
The billing unit — one active employee. Drives per-seat invoicing.
Tenant
One isolated agency on the platform, with its own users, data and subscription.
Management fee
The agency’s margin on a placement, defined in the client job’s pay editor and captured in employer cost.
Reference

Keyboard & command palette

The fastest way around the app is the command palette. Press ⌘K (macOS) or Ctrl K (Windows/Linux) anywhere to search records and jump to a page.

payroll
Jump to
Payroll
Payroll scheduling · Settings
Records
J. Doe · Tema Port T2

Command palette. Type to filter pages and records; to jump. Illustrative.

  • ⌘K / Ctrl K — open the command palette.
  • — move through results; to go.
  • Esc — close the palette or any open panel.
Reference

Frequently asked

Why can I see a menu item but get a “forbidden” screen?

The item’s route is reachable but you lack the permission it needs. Rather than a blank page, ClickxHR names the missing permission so an admin can grant it in the role matrix — this is deliberate, so an unseeded permission is never mistaken for a broken page.

I processed a pay run with a mistake. Can I fix it?

Yes. Reverse the period — allowed from processed or approved — which clears its summaries in one transaction and returns it to draft. Correct the underlying data and process again.

Why can’t an employee edit their own bank details directly?

Sensitive fields go through a change request that HR approves, keeping a reviewer and an audit record on the data most worth protecting.

Does changing the payslip design affect past payslips?

No. A design change applies from the next pay run onward. Already-issued payslips keep the design they were generated with.

What exactly am I billed for?

Active employees (seats): base plus a per-seat amount for each active employee over your plan’s included seats. Trials aren’t billed until they convert.

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