Frequently asked questions
Straight answers about what StaffEase AI does, how its payroll is calculated, who can see what, and how your business's data is kept separate and secure. Every answer describes the application as it is actually built.
What is StaffEase AI?
StaffEase AI is a web-based HR and staff management application for small businesses, built by CodeHubb. It brings employee records, attendance, shifts, leave, overtime, loans, payroll and reports into one workspace, and includes an AI assistant that answers questions about your own HR data in English and Urdu.
What can I manage with StaffEase AI?
You can keep a directory of your employees, mark and review daily attendance, plan shifts and rosters, handle leave requests and balances, record approved overtime, manage staff loans and advances, run monthly payroll with printed payslips, complete final settlements when someone leaves, track company assets issued to staff, and view reports such as the payroll register, attendance summary and trial balance.
How does payroll work in StaffEase AI?
Each employee has a salary structure with earning and deduction components. When you run payroll for a month, StaffEase AI calculates every slip from that structure together with the month's attendance, approved leave and overtime, and any loan instalments due. It applies the income-tax slabs you configure yourself, posts the result to a double-entry ledger, and produces payslips plus a payroll register. If no tax slabs are configured, tax is calculated as zero and the run is flagged so you know.
What does the AI assistant actually do?
The assistant answers questions about your business's own HR data — for example how many employees were absent today, what this month's payroll preview looks like, or who has leave pending. Its answers are grounded in a live summary of your data rather than generic text, and it can reply in English or Urdu. Employee logins cannot use the assistant; it is restricted by role.
Can my employees see their own records?
Yes. An employee can be given their own login linked to their employee record. That login sees only the employee portal — their own attendance, leave and payslips — and never the management screens, other staff records or the AI assistant.
Who on my team can access what?
StaffEase AI has four roles. The owner controls the business account. HR managers run day-to-day HR work such as employees, attendance and leave. Accountants work with payroll, loans, settlements and the ledger reports. Employees see only their own portal. Each role only reaches the screens its permissions allow.
Is my business's data separate from other businesses?
Yes. Every record in StaffEase AI belongs to one business account, and the system checks that ownership on every request. Passwords are stored only as secure hashes, and sign-in tokens are stored server-side as hashes too, so your staff data is never mixed with or visible to another business.
How do I start using StaffEase AI?
Open the login page and register your business with its name, your email and a password. Your workspace is created immediately, and you can start adding employees right away. The same login page is where your team members sign in afterwards.
Can I import my existing staff list?
Yes. The employees module includes a CSV import, so you can bring an existing staff list into StaffEase AI instead of typing every record by hand. Individual employee records can also be added and edited at any time.
Can I export reports?
Yes. StaffEase AI produces reports including the payroll register, department costs, attendance summary, leave balances, loan register, deduction statement, employee statement, statutory summary and headcount, plus accounting views such as the journal viewer and trial balance. Reports can be downloaded as CSV files for use in a spreadsheet.
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