Frequently Asked Questions

Yes. All data fetched during the verification is handled securely and is only accessible to you as the employer. SalaryBox follows strict data privacy practices to ensure your employees’ personal information is protected.

The verification is usually completed within a few seconds. Once you enter the employee’s identification details, SalaryBox fetches the information from government records in real time and displays it immediately.

Yes. Go to My Team, select the employee you want to verify, and click on the Background Verification section in their profile. Click Start Verification to begin the process. The verified details will be fetched and added to the employee’s profile.

SalaryBox will highlight any mismatches between the details provided by the employee and the information fetched from government records. You can then review these inconsistencies and decide how to proceed – whether to discuss them with the employee, request corrected documents, or take any other appropriate action.

No. It is completely optional. When adding a new staff member, you can choose either Autofill from government records or Enter details manually. You can always add staff without verification and verify them later if needed.

Yes. Demo sessions are available for all users, whether you are just getting started or have been using SalaryBox for a while. If you want help with a specific module like payroll, biometric setup, or field force tracking, you can book the relevant session at any time.

If you miss your scheduled session, you can simply book a new one from the Help > Book Demo section.

Yes. While booking, you will see an Invite Guest(s) field where you can add the email addresses of team members you want to join the session. They will receive the meeting details in their email.

Yes. You can reschedule or cancel your demo session using the confirmation email you received after booking. Open the email and use the Reschedule or Cancel Appointment option provided there.

Yes. You can book separate sessions for different setup needs. For example, you can book an Account and Attendance Setup session first, and then schedule a Payroll and Compliance Setup session for later.

Each demo session lasts approximately 45 minutes. During this time, the product expert will walk you through the setup and answer any questions you have.

Yes. All onboarding demo sessions are completely free of charge. 

Employees can self-onboard quickly using a link or QR code provided by the admin. Here’s how:

• Receive Invitation: Admin shares a unique link/QR code via email or WhatsApp.
• Download App: Employees download the SalaryBox app from Google Play Store or Apple App Store if not already installed.
• Enter Details: Employees input their personal details and the company code provided by the admin.
• Submit Request: They submit a joining request, which the admin approves to complete onboarding.

This process is secure, user-friendly, and saves time for both employees and admins.

SalaryBox offers two ways to add employees: self-onboarding and manual addition. Here’s the difference:

Self-Onboarding:

• Employees use a link/QR code to enter their details and submit a joining request.
• Saves admin time, reduces data entry errors, and is ideal for bulk hiring.
• Admin only shares the link and approves requests.

Manual Addition:

• Admin enters all employee details (e.g., name, contact, salary) directly in SalaryBox.
• Offers full control, suitable for small teams or single hires.
• Admin handles all data entry.

Key Difference: Self-onboarding is employee-driven and scalable, while manual addition is admin-controlled and precise.

Admins can quickly add new employees by entering their basic details or sending an invite link for self-onboarding.

Actionable Steps to Resolve:

From Web:

1. Log in to the Admin Account → My Team → Add Staff.
2. Choose an option:

• Add One Staff: Enter Name & Mobile Number.
• Add Multiple Staff: Upload a filled Excel template.
• Invite Staff: Share link or QR for self-onboarding.
• Approve new join requests under Pending Requests.

From App (Android):

1. Log in → Tap Add Staff.
2. Choose Add Manually or Add from Contacts.

To manage employee profiles in SalaryBox, follow these steps:

Mark Inactive:

1. Go to My Team.
2. Select the employee, tap the three dots, and choose Mark Inactive.
3. The employee’s profile is suspended but retained for future use.

Delete Employee:

1. Individual: In My Team, select the employee, tap the three dots, and choose Delete.
2. Bulk (Android Only): Go to Settings > More > Delete All Staff.
3. Deletion is permanent and cannot be undone.

Note: Update salary and attendance records before taking action to avoid discrepancies.

Here’s how inactivating and deleting differ in SalaryBox:

Inactivating:

• Temporarily suspends the employee’s profile, retaining all data.
• Ideal for employees on leave or who may return.
• Employee cannot access features; the profile is listed under Inactive Employees.
• Can be reactivated anytime.

Deleting:

• Permanently remove the employee’s profile and all data.
• Suitable for permanent separations.
• Irreversible: no data can be recovered.

Key Difference: Inactivating is reversible and preserves data; deleting is permanent and erases everything.

The system counts active employees across all branches. Some employees might be assigned elsewhere.

Actionable Steps to Resolve:

1. Switch the view to All Branches to see the full count.
2. To add new staff, inactivate employees who have left.
3. If managing multiple companies, switch to the company with available slots or upgrade the plan.

What Happens:

• The employee’s profile, including salary, attendance, and documents, is permanently erased.
• They disappear from My Team and reports, affecting historical records.
• Deletion can be individual (via My Team) or bulk (Android: Settings > More > Delete All Staff).

Can It Be Undone?:

• No, deletion is permanent with no recovery option.
• SalaryBox prompts for confirmation to prevent accidental deletion.

Precaution: Export critical data (e.g., salary reports) before deleting to maintain records.

Yes, you can access inactive employees easily:

• How: Go to Settings > Inactive Employees.
• Details: View personal details and the date they were marked inactive.
• Actions: Reactivate or delete inactive employees from this list.

This feature helps admins manage historical data while keeping the active employee list organized.

This happens when the uploaded Excel sheet doesn’t match the system’s required format.

Actionable Steps to Resolve:

1. Use the official SalaryBox Excel template.
2. Ensure all headers match exactly; remove extra columns.
3. Clear any filters before uploading.

Yes, Background Verification is a paid feature in SalaryBox:

• Overview: Verify documents like PAN, Aadhaar, and Driving License securely via the app.
• Cost: One-time fee of ₹500 per employee for unlimited document verifications.
• Benefits: Fast, compliant, and reliable, reducing the need for external services.

Only admins and branch admins can initiate verifications.

• Cost: ₹500 per employee, one-time fee.
• Includes: Unlimited verifications for documents like PAN, Aadhaar, Voter ID, and more.
• No Extra Fees: No recurring costs or per-document charges.

This pricing makes verification cost-effective and transparent.

No, you pay only once per employee:

• Single Fee: ₹350 covers unlimited document verifications for one employee.
• Documents: Includes PAN, Aadhaar, Driving License, educational certificates, etc.
• Example: Verify multiple documents for an employee under the same ₹350 fee.

This eliminates additional costs and simplifies the process.

SalaryBox ensures document security with:

• Restricted Access: Only admins and branch admins can view documents; employees can only upload.
• Encryption: Documents are transmitted and stored using secure, encrypted channels.
• Compliance: Adheres to data protection standards with regular security audits.
• Employee Limits: Employees cannot edit or delete uploaded documents.

These measures protect sensitive information and ensure confidentiality.

If you are not receiving the OTP while resetting your PIN, it’s usually due to an incorrect number, connectivity issues, or app-related cache problems.

Actionable Steps to Resolve:

1. Ensure you are using the same number registered with SalaryBox..
2. Make sure your network connection is stable.
3. Go to your mobile settings and ensure no VPN is active.
4. Uninstall and reinstall the app if the OTP still doesn’t arrive.
5. If you’ve already tried multiple times, wait a few hours before requesting a new OTP.

The employee does not need to wait the full 24 hours. The message appears because multiple incorrect PIN attempts were made, but the PIN can still be reset immediately.

Actionable Steps to Resolve:

1. Tap on the RESET PIN option displayed on the screen.
2. You will receive an OTP on your registered mobile number.
3. Enter the OTP to create a new PIN.
4. Use the new PIN to log in and continue using the app.

Reminder: Avoid repeated incorrect entries to prevent another lockout.

If an employee receives an “Invalid PIN” error while trying to punch attendance, it means the PIN entered is incorrect. Employees have only two attempts to enter the correct PIN before it gets temporarily locked.

Actionable Steps to Resolve:

1. Tap on the RESET PIN option on the login screen.
2. You will receive an OTP on your registered mobile number.
3. Enter the OTP to reset your PIN.
4. Once the PIN is reset, use it to log in and punch attendance.

Tip: Remember your new PIN to avoid repeatedly requesting OTPs.

No. Auto-generation only applies to new employees added after you save the settings. The IDs of your existing employees stay exactly as they are.

Yes. You can update these settings anytime under Settings > My Team > Auto Generate Employee ID. Any changes apply only to employees added after you save; IDs already assigned are not affected.

Yes. Auto-generation fills in the next ID by default, but you can always edit the field manually for a specific employee. 

This setting is configured from the SalaryBox web portal (Settings > My Team). Once set up, auto-generated IDs apply to every new employee you add.
 

No. This feature is available only on the Business plan. It is not included in the Starter plan.