Getting a new employee fully set up on their first day involves more than just creating a profile. They need their leave entitlements assigned, their payroll components configured, any company assets allocated, and their employee record completed. Doing all of this across separate modules after the fact is slow and prone to missing steps. Horilla HRMS addresses this through an Allocation feature built directly into the Onboarding module, letting HR teams handle all of these setup tasks from a single, structured interface while the candidate is still moving through the onboarding pipeline.
Getting to the Allocation Panel
From the left sidebar, open the Onboarding module and select Onboarding View. The Pipeline page shows all active job postings as tabs, with candidates listed under their current stage.
Each candidate row in the pipeline displays their name, email, current stage, and a set of action icons.
To open the Allocation panel for a candidate, click the allocation icon, which appears as the first action icon on their row.
This opens the Allocation dialog, which organizes everything you need to set up for that new hire into a clean, tabbed layout on the left: Summary, Employee, Leave Policy, Asset, Allowance, and Deduction.
Summary Tab
The Summary tab gives a quick overview of how complete the new employee’s profile is. It shows progress bars for three areas: Personal Info, Work Info, and Bank Info, each displaying a completion percentage. This helps HR spot at a glance what still needs to be filled in before the employee is fully onboarded. It also shows whether Dashboard Access has been granted to the employee, controlled via a toggle at the top of the summary panel.
Below the profile completion indicators, the summary also previews what has already been allocated in other sections, including Leave Policy, Assets, Allowance, and Deductions, giving a consolidated view without needing to click through each tab individually.
Employee Tab
The Employee tab is where the new hire’s core profile is built out. It is organized across three sub-tabs: Personal Info, Work Info, and Bank Info.
Personal Info covers Badge ID, profile image, first and last name, email, phone number, address, country, state, city, zip code, date of birth, gender, qualification, experience, marital status, number of children, and emergency contact details. Most of this information carries over from what was captured during recruitment, but this is where it gets confirmed and completed.
Work Info covers the employee’s department, job position, shift, reporting manager, and work type. Bank Info stores the employee’s bank account details needed for payroll processing.
Leave Policy Tab
The Leave Policy tab shows all leave types configured in the system and lets HR assign the appropriate ones to the new employee. The list includes leave types along with their payment classification, such as paid or unpaid, and an allocation status indicator for each. Types visible here include Maternity Leave, Sick Leave, Casual Leave, and Compensatory Leave Type, among others.
To assign leave types, select the relevant ones from the list and click Add. This ensures the employee has the correct leave entitlements from day one without requiring a separate visit to the Leave module.
Asset Tab
The Asset tab allows HR to assign company assets to the new employee during onboarding. The asset list is drawn from the organization’s asset inventory and is searchable and paginated, since it can contain a large number of items. Assets are organized by name and category. Selecting the relevant assets and clicking Add links them to the employee record, creating a clear ownership trail from the moment they join.
Allowance Tab
The Allowance tab displays the allowance components already configured in payroll and lets HR confirm which ones apply to the new employee. Allowances that have been pre-configured for the role appear as cards at the top of the panel, such as House Rent Allowance calculated as a percentage of basic pay, or Meal Allowance. The list below shows all currently assigned allowances with the option to remove any that don’t apply, and an Add button to assign additional ones if needed.
Deduction Tab
The Deduction tab works the same way as the Allowance tab but for statutory and voluntary deductions. Pre-configured deductions applicable to the employee appear as cards, such as Provident Fund calculated as a percentage of basic pay, Professional Tax, and ESI. The list below confirms what is currently assigned, and deductions can be added or removed as required to match the employee’s specific payroll setup.
Why This Matters
Without a structured allocation flow, onboarding tends to become a checklist that HR manages manually across multiple modules, often in no particular order. Leave gets assigned days after joining, assets are tracked informally, and payroll components are set up only once the first pay cycle is due. Each of these gaps creates extra work and the kind of first-impression issues that affect how new employees experience the organization from the start.
The Allocation feature in Horilla HRMS consolidates all of this into a single workflow tied directly to the onboarding pipeline. HR can move through each tab systematically, confirm what’s been set up, and complete the new hire’s configuration without leaving the onboarding screen.
The Allocation panel in Horilla HRMS’s Onboarding module turns what is typically a scattered, multi-step process into a single structured flow. From filling out the employee profile to assigning leave policies, allocating assets, and configuring payroll components, everything a new hire needs on day one is handled in one place. For HR teams managing multiple joiners across different roles, this kind of structured onboarding makes the difference between a smooth start and one that takes weeks to fully sort out.
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