Watuba Documentation
Complete guides to help you get the most out of Watuba's people management features
Table of Contents
Getting Started
1. Creating Your Account
To get started with Watuba, sign up for an account.
2. Setting Up Your Organization
After signing up, you'll create your organization profile. Fill in your company details, address, and industry information.
3. Dashboard Overview
Your dashboard provides a quick overview of your organization's key metrics, including pending leave requests, expense claims awaiting approval, and employee statistics.
Employee Management
Adding New Employees
Manage your workforce effortlessly by adding employees to your organization. Click "Add Employee" and fill in their personal information, email, role, and department assignment.
Tip: When you add an employee, they will automatically receive an invitation to create their account.
Organizing with Departments and Teams
Create departments and teams within your organization to better structure your workforce. Assign employees to departments and teams for easier management and reporting.
Managing Employee Information
Keep employee records up-to-date by editing employee profiles. Watuba allows you to store comprehensive employee data in one centralized location, including role, department, and line manager assignments.
Bulk Upload Employees
If you have a large number of employees to add, use the bulk upload feature. Prepare a CSV file with employee information and upload it to add multiple employees at once.
Leave Management
Setting Up Leave Balances
Configure leave types and allocate leave balances to employees. Define annual leave, sick leave, and other leave types with their corresponding day allocations for each year.
Submitting Leave Requests
Employees can easily request leave by selecting the leave type, date range, and providing any comments. The system automatically calculates the number of days excluding weekends and public holidays.
Approving or Rejecting Leave Requests
As a line manager, you'll see pending leave requests from your team members. Review each request and approve or reject them. All decisions are recorded for audit purposes.
Tip: Only line managers see leave requests from their direct reports. This ensures proper approval hierarchy.
Viewing Leave History
Track your leave history and current balances. View all your leave requests, approvals, and remaining leave days for each leave type.
Document Management
Uploading Employee Documents
Store important employee documents securely. Upload employment contracts, qualifications, certifications, and other employee-related documents. Each document is categorized for easy organization.
Managing Organization Documents
Upload and manage organization-wide documents such as policies, procedures, and compliance documents. Mark documents as required reading to ensure all employees acknowledge them.
Accessing Your Documents
As an employee, view and download your personal documents shared by your organization. Download your employment documents, certificates, or any other files your employer has provided.
Document Expiry and Required Reading
Set expiry dates on documents and mark them as required reading. Track which employees have viewed and acknowledged important documents.
Expense Claims
Creating an Expense Claim
Submit expense claims for reimbursement. Start a new claim and add expense items with descriptions, amounts, and categories. Each expense item requires receipts and proof of payment.
Adding Expense Items
Add line items to your expense claim. Choose the expense category, enter the amount, and upload supporting documents (receipts and proof of payment). You can add as many items as needed.
Submitting Your Expense Claim
Once you've added all your expenses and supporting documents, review your claim and submit it for approval. You can only submit a claim when all items have both receipt and proof of payment.
Approving Expense Claims (Line Managers)
As a line manager, review and approve or reject expense claims from your team members. Only line managers see expense claims from their subordinates. Provide feedback or comments when rejecting claims.
Tip: Review all supporting documents carefully before approving. Rejected claims are returned to the employee for revision.
Tracking Claim Status
Track the status of your expense claims throughout the approval process. View whether a claim is in draft, pending approval, approved, rejected, or paid status.
Frequently Asked Questions
How do I reset my password? expand_more
Visit the login page and click "Forgot Password". Enter your email address and follow the instructions sent to your email to reset your password.
Can I edit a submitted expense claim? expand_more
Once an expense claim is submitted, it becomes read-only. If you need to make changes, your line manager can reject the claim and send it back for revision.
How are weekends and public holidays handled in leave calculations? expand_more
Watuba automatically excludes weekends and public holidays from leave day calculations. The system calculates only working days for your leave requests.
Who can see my personal documents? expand_more
Your personal documents are only accessible to you and your organization's administrators. Line managers and other employees cannot access your private documents.
What happens if I lose my phone or need to access my account from a different device? expand_more
You can log in to Watuba from any device using your email and password. Your data is securely stored and accessible from anywhere.
Need Help?
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