Customer onboarding

Customer Owner5 min

The owner opens /register and enters company name, their name, work email, password, the country (Egypt or Saudi Arabia, default Egypt) and ticks that they accept the Terms of Service and the Privacy Policy. Step 2 (industry, size, phone) can be skipped. No card is asked. The company starts on the Free plan (up to 10 employees; picking a larger size shows the cap and how to upgrade). The country sets the public holidays, leave rules and payroll defaults. For another country, a paid plan from day one or more than 10 employees, ask the Eldalala team to create the workspace for you instead.

Done when The owner lands signed in on the dashboard, with banners asking them to confirm their email and complete the company profile.

Customer Owner10 min

In Settings → General (owner only; HR can view it but not change it) fill in industry, size, contact phone, tax ID and address, then set Default country code (EG or SA) and Default language. The country decides payroll tax and social-insurance rules; the holidays and leave types were seeded for the country chosen at creation, so if that was wrong, correct them in week 1.

Done when The changes save without an error and the “complete your company profile” banner is gone.

Needs: A signed-in owner.

Settings module

Customer Owner+ Customer HR3 min

Arabic is the default and reads right to left. Each person switches with the language button in the top bar (العربية / English); the choice is saved on their account. The company-wide default is the Default language field in Settings → General.

Done when After switching, the screen changes language and direction, and it is still in that language after signing out and back in.

Switch between Arabic and English

Customer Owner10 min

In Settings → Security (owner only) choose who must use two-factor sign-in (nobody, admins and HR only, or all users), the minimum password length (6 to 64), whether a special character is required, the session timeout and whether sensitive actions ask for the password again. If you enforce two-factor, enable the owner’s own authenticator first with Enable 2FA.

Done when The page confirms “Security settings saved”, and, if two-factor is enforced, the owner’s own account shows it as Enabled.

Settings module

Customer Owner10 min

Plan & Usage → Overview shows the plan, billing cycle, renewal date and employee limit. Free covers up to 10 employees (the owner and any HR teammate count) with leave, attendance, approvals and basic reports; Starter covers up to 50 and adds payroll, onboarding, offboarding, performance and a small AI allowance; Growth covers up to 500 and adds recruitment, advanced reports, webhooks and every AI feature. A single module, or the Advanced Reports package, can be added to Free or Starter from Billing. Plan & Usage → Plans shows the tiers side by side, the seats in use and the plan recommended for the company. Prices are shown with VAT included. There is no trial to offer: a self-service company starts on Free as active straight away, and one that picked a paid plan on the pricing page also starts on Free and is sent to Plan & Usage to upgrade.

Done when Plan & Usage shows the plan the customer expects, and the headcount planned for import, including the owner and HR teammate, is within the employee limit.

Needs: The customer’s plan decision. A card is only needed to upgrade or buy a module, and only the owner can add one.

Change plan, add a cardPlans, Billing & Usage

Customer HR20 min

Open Employees → Departments. Starter departments came with the workspace; rename, add or nest them to match the customer’s chart, or bulk-load with Import (columns Name, Code, Description, Parent Code, Active). The employee import matches people to departments by exact name.

Done when Every department name used in the customer’s employee file exists here, spelled the same. Otherwise rows fail with “No department named … exists”.

Needs: The customer’s department list.

Set up departmentsEmployees module

Customer HR15 minOnly if check-in is tied to office locations

Open Attendance → Work Locations → Add location: name, latitude, longitude and radius in metres (10 to 100,000; the form suggests 100 to 200 because phone GPS drifts). Use my current position fills the coordinates when someone stands on site.

Done when Every site is listed as Active, its coordinates were checked on a map, and the radius covers the building and its entrance.

Shifts, locations and check-in rulesAttendance module

Customer HR+ Customer Owner5 min

On the Work Locations page pick the company Policy: Off (the default: location is ignored), Flag for review (out-of-range check-ins are saved and marked for HR) or Block (refused outside every radius, with “You are N m away from …”). Any policy except Off asks employees to share their location. Block has no effect until at least one active location exists.

Done when The Policy selector shows the chosen option after a reload. The pilot check-in later proves it end to end.

After: Add the work locations

Self check-in flow

Customer HR20 minOnly if hours differ from the company default

Open Attendance → Shifts → Add shift: name (English and Arabic), start and end time, an overnight switch, grace minutes and an optional override of working days. People without a shift are judged against the Company work schedule on the same page: working days (which also set the weekend for leave), default hours, grace, a night-shift switch and the company timezone. Set the timezone first; punch times, lateness and “today” are all judged on it.

Done when Every distinct working pattern has an Active shift with the right hours and grace period.

Shifts, locations and check-in rules

Customer HR10 minOptional

Open Settings → Custom Fields → Add field: label (English and Arabic), a key that cannot be changed later, type (text, number, date or select) and whether it is required. Fields appear on the employee form and profile. The import template has no columns for them, so fill the values in after the import.

Done when Each field the customer asked for is listed as Active and appears on the Add employee form.

Settings module

Customer Owner5 min

Open Settings → Users → Invite teammate: name, email and role (HR, or company admin: only the owner can invite another admin). A new person gets an account and an email with a temporary password. Someone who already has an HR or admin account elsewhere receives an invitation they must accept.

Done when The teammate appears in Users and has signed in, and the product’s own setup checklist no longer lists “Invite a second user”.

Needs: The teammate’s name and work email.

Check roles and permissionsAccess & roles

Customer HR1 h

Open Imports → New import, choose Employees and Download template. The template has 22 columns, 14 of them required: Arabic and English first name, family name, date of birth, gender, nationality, national ID, mobile, email, hire date, department, position, employment type and basic salary. Dates are YYYY-MM-DD, gender is male or female, employment type is full_time, part_time or contract. The email becomes the sign-in address. A file may hold up to 100,000 rows (CSV or XLSX, 50 MB).

Done when Every row has all 14 required values, each department already exists, and no email appears twice or already belongs to another account.

After: Review and align the departments

Needs: The customer’s employee list in Excel or CSV.

Import employees from ExcelImports moduleImport flow

Customer HR15 min

Choose the file and Upload. Uploading only queues a check; nothing is imported yet. When the status reads “Waiting for you” the review lists valid and invalid rows with the reason for each. Leave If a record already exists on Skip it: for employees, “Update it” is not supported and fails the row.

Done when The review shows no invalid rows, or only rows you are deliberately leaving out of this import.

After: Prepare the employee file

Import employees from ExcelImport flow

Customer HR15 min

Click Import N rows. The valid rows are written in the background and the page can be closed. Every new employee is emailed a welcome message with a temporary password as their row is processed, so import only when people should be able to sign in. To pilot first, import just the pilot rows now and the rest at go-live: rows already imported are skipped. The plan’s employee limit is checked row by row.

Done when The batch reads Completed under Imports and the Employees directory count equals the rows imported.

After: Upload the file and review it

Imports moduleAdd one employee

Customer HR20 minOnly if the import reports errors

Open the batch from Imports and use Download failed rows (CSV): your columns plus Row and Error. Typical causes: the department name does not exist (fix the name or add the department), an account already uses that email (use another address), the plan’s employee limit is reached (upgrade or remove people), a required value is blank. Correct only the failed rows and import that file; people already imported are skipped.

Done when The fix-up batch reads Completed and the directory holds every person in the customer’s file.

After: Run the import

Imports moduleImport flow

Customer HR30 min

The import has no manager column, so set reporting lines on each record: Employees → open a person → Employment → Edit → Manager. Start at the top of the chart so nobody is left without a line. Plan about one minute per employee on top of the time shown.

Done when Employees → Org Chart shows the customer’s real hierarchy and each manager’s team lists their reports.

After: Run the import

Add an employeeEmployees module

Customer Owner10 min

Being named as someone’s manager does not open the manager portal. The owner opens Settings → Users, selects the person and gives them the Manager role. Plain employees need no role. HR admins can see roles but only the owner can change them.

Done when A manager signs in to the manager portal (Team dashboard) and sees their team’s requests under Pending Approvals.

After: Set each person’s manager

Check roles and permissionsManager guide

Customer HR20 min

Open a few records at Employees → person → Compensation. The import requires basic salary; housing and transport allowance, IBAN and bank name are optional, so confirm them for anyone who has them. A payroll run marks anyone without a basic salary as an error. Transport and other allowances are saved from the form too.

Done when Five spot-checked employees match their contracts, and allowances are present wherever the customer pays them.

After: Run the import

Employees modulePayroll module

Customer HR10 minOnly if you created shifts

Open Attendance → Shifts → Bulk assign: choose the shift, the people and the start date. Use day overrides for one-off changes. Anyone without an assignment follows the company default hours.

Done when The Shift assignments table lists every employee on a custom schedule, each with the right shift.

After: Create the shifts, Run the import

Shifts, locations and check-in rules

Customer HR20 min

Open Leaves → Leave Types. The workspace starts with the country’s defaults (annual, sick, unpaid and others). Compare Days / Year, Paid and Approval for each type with the written policy; edit, add with Add Leave Type, or bulk-load with Import.

Done when Each type’s days per year, paid flag and approval flag match the customer’s written policy, and the customer’s HR has signed off the list.

Needs: The customer’s leave policy.

Leave types and holidaysLeave module

Customer HR10 min

Open Leaves → Holidays. The country’s holidays for this year and next year’s fixed-date ones were created with the workspace; moon-based holidays appear only for years that were verified. Add anything missing with Add Holiday and mark yearly ones as recurring. Each December Add {year} public holidays adds the next year’s fixed dates; the Islamic holidays are entered by hand once announced.

Done when The list for the current year matches the public-holiday calendar the customer follows, including any company-specific days off.

Leave types and holidays

Customer HR30 min

Balances are created automatically: each new employee (form, import, HR user or converted candidate) gets one per leave type, pro-rated from the hire date, and a daily job fills in anyone missing. They renew every 1 January with each type’s carry-over rules. You only need to load opening balances for people who have already used days this year or carry days over from the old system: open Reports → Leave balances and use Import (employee code or email, leave type code, year, allocated, carried over, used) or Allocate leave one person at a time. An import replaces the untouched automatic rows.

Done when The Leave balance report lists every employee for every leave type they may use, with Allocated, Carried over and Used matching the customer’s records.

After: Run the import, Check the leave types against the policy

Needs: Each employee’s current balance per leave type.

Leave moduleImports module

Customer Owner+ Customer HR20 min

A new workspace has no approval workflows. Without one, a leave request goes straight to direct approval and notifies the employee’s manager (if they can approve leave), HR and the owner. Create a workflow in Settings → Approval Workflows → New workflow only for request types that need several steps: leave, expense claims, loans, salary advances, job offers, performance decisions or payroll finalization. Activating one switches off any other for the same request type, and a workflow that has been used is retired, not deleted. Open any request in Approvals to see who it is waiting on.

Done when For each request type that needs a chain, a workflow is Active, and a test request reaches each approver in the agreed order.

Needs: Who approves each kind of request, and in what order.

Set up who approves a requestApprovals moduleLeave request flow

Customer HR10 min

Open Notifications → Notification Defaults and choose Email and Push for each category (approvals, reminders, leave, payroll, recruitment and the rest), then Save defaults. These are the starting channels for new and unconfigured employees; each person can still change their own for informational messages (messages that need an action are always delivered). Mail follows each person’s language, a few messages such as password-reset codes and invoices are always sent, and the Push column appears only when push notifications can be delivered. If your company designs its own email templates, the default template for a category is the one used.

Done when The page confirms “Notification defaults saved”.

Communication module

Customer HR+ Customer Owner30 minOnly if they use HR letters or e-signature

Open Documents → Templates. A new workspace gets each document type in Arabic and English (contract, offer letter, NDA, experience letter, salary letter) with the recommended design already published, all Inactive: nothing reaches an employee until an admin reads the wording and activates it. Have the company owner upload the logo and fill in the address, phone, email and website in Settings → General first, so the letterhead and footer are complete. Then use Open designer to change the wording to the customer’s own, Preview PDF, Publish, and activate.

Done when Every template the customer will use shows their logo and wording in Preview PDF, is published and Active; the others stay Inactive.

Documents moduleTemplate BuilderDesign and publish a template

Customer Owner3 minOptional

In Settings → General → Who can join this company list the allowed domains (for example acme.com) and Save domains. Leave it empty to allow any domain. Do this last: anyone already in the company on another domain, including you, loses access when it is saved.

Done when Save domains succeeds and every existing user’s email, the owner’s included, uses one of the listed domains.

After: Run the import, Invite the HR teammate

Settings module

Customer HR20 minOnly if the plan includes onboarding

Agree three things with the customer. First, whether new hires start on Probation (set it, with a length of 1 to 12 months, when you add or import the employee) and what share of salary is paid meanwhile (Settings → General → Pay during probation). Second, who reviews probation: the review goes to each person’s own manager, so every probationer needs a manager on their record, and the manager recommends from Probation reviews in the manager portal. Third, how leavers are handled: Terminate needs a reason and a last working day, the employee keeps access until that day ends, and the checklist for the exit is Offboarding.

Done when Each probationer has a manager and a probation end date, the probation pay percentage matches the contract, and HR has opened Onboarding → Probation reviews and knows what a manager sees.

After: Set each person’s manager

Review and confirm probationTerminate an employeeEmployee lifecycle

Customer HR20 min

Pick three to five pilot people: an employee, a manager who holds the Manager role, and an HR user. The employee opens Leaves → Request Leave; the manager or HR approves from Pending Approvals.

Done when The request moves from Pending to Approved, the employee is notified, and their balance shows the days as used.

After: Load opening leave balances, Give managers the Manager role

Request leaveApprove a requestLeave request flow

Customer HR15 min

A pilot employee signs in with the temporary password from the welcome email and taps Check in on their dashboard. If the policy is Flag or Block the browser asks to share location; test once inside and once outside a site.

Done when Attendance → Daily shows the pilot as present. Under Flag the outside test is marked; under Block it is refused with the distance.

After: Run the import, Choose the check-in policy

Check inSelf check-in flow

Customer Owner45 minOnly if payroll is in scope

Only the owner can process payroll; HR can open runs but not start them. Go to Payroll → Payroll Runs → Run Payroll and pick the last closed month. A draft can be re-run and recalculated until it is submitted; loan instalments, salary advances, approved expense claims and bonuses added by hand are kept when you do. Everyone employed in the month is included, people on probation too: if the company pays less than full salary during probation, set Pay during probation (%) in Settings → General first. Do not submit or finalize a practice run: finalizing emails payslips, reimburses claims and locks that month’s attendance, and only the latest finalized run can be voided afterwards. Tax and social insurance follow the company’s country (Egypt or Saudi Arabia).

Done when The run lists everyone employed in the month as calculated (active and on probation), with no error rows. An error row names the reason, for example a missing salary, and blocks finalizing until the record is fixed.

Needs: A plan with payroll (Starter or Growth) or the Payroll add-on, and salaries on every record.

Run monthly payrollPayroll modulePayroll run flow

Customer Owner+ Customer HR1 hOnly if payroll is in scope

Open the run (View Details) and compare each employee’s gross, deductions and net pay with the previous system’s payslips or the customer’s own sheet. The Compare Payroll Runs screen compares two Eldalala runs, not an outside system.

Done when Every difference is explained (proration, overtime, absences, tax or insurance rules) or corrected in the employee record, and re-running the draft gives the net pay the customer agrees.

After: Run a draft payroll

Needs: The previous month’s payslips from the old system.

Run monthly payrollPayroll module

Customer HR40 minOnly if the customer uses it

Open Medical Insurance → Insurance Setup → Add contract and add the carrier contract with its packages, then Enrollments → Enrol employee for the people it covers.

Done when Enrollments lists the covered employees as Active, and an enrolled employee sees their cover under My Medical Insurance.

After: Run the import

Needs: The carrier contract, its packages and who is covered.

Enrol employees in medical insuranceMedical insurance module

Customer HR15 min

Send the date and what to do first with Notifications → Broadcast → New Broadcast to everyone or a segment. If you piloted with only some people, import the rest of the file now: each newly imported person gets their welcome email at that moment.

Done when The broadcast shows Sent with the expected number of recipients, and every employee has an account.

After: Pilot: a leave request, end to end, Pilot: sign in and check in

Send a broadcastCommunication module

Customer HR20 min

Open the HR dashboard: the setup checklist (add employees, review leave types, invite an HR teammate, review departments) has nothing left, or was dismissed on purpose. If imports, welcome emails or reminders seem stuck, contact Eldalala support before you announce go-live.

Done when The HR dashboard’s setup checklist is complete or dismissed.

Customer HR20 min

Open Attendance → Daily and the monthly report for the last 30 days. On a normal working day Present, Absent, Late and On leave should add up to the headcount, with absences explained by leave.

Done when The share of staff checking in on a normal day meets the target set at kickoff, and absentees are explained by leave or by a known exception.

Review daily attendanceAttendance module

Customer HR15 min

Open Approvals and filter by request type. If requests sit, check that managers hold the Manager role, that the manager is set on the employee, and that workflow steps name the right people.

Done when No request has waited longer than the turnaround agreed at kickoff, and each manager sees their own team’s requests.

Approvals moduleSet up who approves a request

Customer Owner1 hOnly if payroll is in scope

In Payroll Runs take the month through Draft, Submit for approval, Approved and Finalize. Employees get their payslips, claims are reimbursed, loan and advance deductions are recorded and the month’s attendance is locked. If something is wrong afterwards, the owner can Void payroll on the latest finalized run (reason required) and process the month again; money already sent to the bank is not reversed.

Done when The run reads Finalized, employees see their payslips under Payslips, and the month’s attendance is locked.

After: Compare the draft with the old payslips

Run monthly payrollPayroll run flow

Customer Owner15 min

In Plan & Usage compare headcount with the plan’s employee limit and look at feature usage. A customer near 10 people on Free should hear about Starter (up to 50, with payroll), and one near 50 on Starter about Growth; Plan & Usage → Plans shows the seats in use and recommends a plan. An upgrade is charged when it is made, with no trial first.

Done when The owner knows the plan limit, the renewal date and what an upgrade or add-on would cost.

Change plan, add a cardPlans, Billing & Usage