Labor (attendance, payroll, social insurance)

Menus in Labor

Labor in a work space is split into eight menus by who uses them and by the business cycle (daily → monthly → yearly).

Menu	Who mainly uses it	Tabs
Time Card	Everyone in the space	Clock In/Out / Status / Requests
Payslip	Everyone in the space	Payslips / Bonus / Withholding Slip / Bank account
Attendance	Office admin, managers, HR, admins	Attendance / Approvals / Overtime Cap
Reception & Visitors	Office admin, admins	Bookings / Kiosk devices / Reception keys / Clock-in PIN
Payroll	HR, admins	Payroll / Bonus / Resident tax update / Day-labourer stamps / Settings
Social Insurance	HR, admins	Standard remuneration / Base amount report / Monthly variation / Bonus report
Year-end Adjustment	HR, admins	Year-end adjustment / Withholding certificate / Wage payment report
Government Filings	HR, admins	Filing Information / Resident Tax / Settings

Every menu has a Guide tab that you can show or hide from the gear icon at the right end of the tab bar. The employee register and departments are covered in Members and Invitations; expenses and journal entries in Accounting.

Attendance and salary amounts are two different permissions

• Clocking in and viewing payslips are available to everyone. Both only ever cover your own records
• Approving attendance and viewing salary amounts are separate permissions. People who can approve attendance (office admin, your manager) are not shown salary amounts
• Salary figures, remuneration, and the amounts on withholding certificates are readable in plain text only by roles that hold the dedicated permission (HR, admins). Everyone else receives masked values, both on screen and through the API
• Without approval permission you cannot retrieve anyone else's time entries, requests, or overtime records even by specifying them. The restriction to your own records is enforced on the server, not in the screen

Time Card

Clock In/Out tab

There is a single button: it reads "Clock in" when you are not working and "Clock out" while you are. The toast that appears right after you press it has an "Undo" action for reverting the last punch. When you clock out, if your working span covers the break window and the actual hours after the break exceed 6, the lunch break is deducted automatically (the deducted window is shown in the toast). Once the month has been submitted for closing (submitted or approved), clocking in and out for that month is blocked. "Correct" takes you to the Status tab.

Status tab

A monthly calendar of your own attendance. Click a day to open a dialog for editing that day's time entries.

• One day can hold several working spans (morning, afternoon, and so on). Each row takes a clock-in, a clock-out, and a note, and the trash icon removes the row. The "Office attendance" checkbox applies to every row of that day
• Three things block saving: a clock-out earlier than the clock-in, a single span longer than 36 hours, and overlapping time ranges
• "Bulk-fill weekdays (8 hours)" in the ⋮ menu fills every weekday that has no entries (excluding weekends, national holidays, and company holidays). "Export CSV" exports that month's attendance

When the month is settled, submit it with "Close month". After submission you can no longer edit punches directly: the button becomes "Reopen month" (which cancels the submission and returns the month to editing), and once approved it reads "Approved" and can no longer be pressed. If the month is sent back, a banner with the reason appears above the calendar. Clicking a day in a submitted or approved month offers "File correction request" instead of direct editing.

The same tab shows your annual leave balance (fiscal year, granted, used, remaining), with a warning when you have not reached the mandatory five days per year.

Requests tab

Overtime, leave, attendance corrections, and month-end closings appear in one list, limited to your own requests. The lifecycle is Draft (editable and deletable) → Submitted (can be withdrawn) → Approved / Rejected, and anything you withdraw yourself becomes Withdrawn. Month-closing rows behave differently: a rejection is displayed as "Sent back", and the row menu offers only "View in Status tab" and "Withdraw" (which cancels the closing).

"Create request" opens a three-step wizard.

1. Type: choose Overtime, Leave, or Time correction
2. Details: for overtime, the target date and hours; for leave, the type (annual, special, substitute, and so on) plus the period and number of days; for a correction, the target date and the corrected times. A reason is optional
3. Confirm: review what you entered

Completing all three steps saves the request as a draft. Submit it from the "Submit" action on the toast that appears right after saving, or from "Submit" in the row menu of the list. The list's bulk actions can submit or withdraw several requests at once.

Payslip

This menu shows your own statements. The Payslips, Bonus, and Withholding Slip tabs are read-only; clicking a row opens a dialog with the breakdown.

• Payslips: month, payment date, gross pay, total deductions, and net pay. The dialog adds attendance (days worked, total hours, overtime, late-night work) plus the payment and deduction breakdowns
• Bonus: the bonus amount and standard bonus amount, with the social insurance and income tax breakdown
• Withholding Slip: only certificates the company has marked as delivered appear here. Drafts and issued-but-undelivered certificates do not

Only the Bank account tab is editable by you. Fill in the bank name, bank code, branch name, branch code, account type, account number, and account holder in kana, then press "Save". Changing the account notifies your company's HR and sends a confirmation email to your registered address (a safeguard against account takeover). HR approval is required before the next payroll is finalized, and until it is approved no transfer reflecting the change is confirmed.

Attendance

The menu for people who approve attendance (office admin, managers, HR, admins).

The Attendance tab shows one employee and one month at a time. You can add, edit, and delete other people's time entries here. Editing works exactly as it does on the employee's own Status tab — click a day and edit it in the dialog. Work hours, late-night hours, days worked, and office days are summarized at the top.

The Approvals tab collects month-closing, overtime, leave, and correction requests in a single inbox. The number of pending items appears as a badge on the tab.

• Use "Approve" and "Reject" from the row menu. For month closings the second action is "Send back" rather than "Reject", and a reason is required (it is optional for the other three types)
• On month-closing rows, "Check time entries" lets you review that month's daily punches before deciding
• Only month closings can be sent back after approval. Sending one back reopens the month for editing and deletes the draft payslips that approval generated. If payroll for that month is already confirmed, move the payroll status back to draft first
• The only bulk action is "Approve" (there is no bulk rejection)

The Overtime Cap tab shows progress against the Article 36 agreement for each employee individually (a company-wide total has no legal meaning, so none is shown). Each row lists this month's overtime, the yearly total, usage, the number of months over 45 hours, the maximum 2–6 month average, and a status: reaching 80% of a cap turns the status to "Warning", and exceeding it to "Exceeded". "Detail" on a row shows the month-by-month judgment and the reasons behind a warning or an excess. Figures are computed on demand from actual punches (completed clock-outs), and overtime is defined exactly as it is in payroll.

The agreement itself is configured from "Edit Agreement" in the bulk actions menu: the start date of the agreement period, the monthly and yearly limits, and — if a special clause applies — the single-month limit, yearly limit, multi-month average limit, and the maximum number of months over the monthly limit. There is one agreement per space, and it is evaluated per employee.

Reception & Visitors

A tablet placed at the entrance (a kiosk device) handles visitor reception and clock-ins.

• Bookings: "Add visitor booking" registers the visitor name, company, host employee, scheduled time, and purpose. "Check in" in the row menu moves a booking from not-checked-in to checked-in
• Kiosk devices: "Register device" records the label, location, and mode (reception + punch, reception only, or punch only). Sign the device in with the dedicated kiosk role and pin it with your OS's single-app mode. The device has no access to business data whatsoever
• Reception keys: keys that let your own website's server create visitor bookings. The plaintext key is shown only at issuance, an expiry date is required, and you cannot issue a key for a role beyond your own permissions. Keep the key on your server, never in the browser
• Clock-in PIN: an administrator sets a 4–8 digit PIN per employee. PINs are stored hashed and can never be shown again — the list only tells you whether a PIN is set

Payroll

Payroll tab

"Create payroll" opens a four-step wizard.

1. Basic information: choose the calculation method (automatic or manual) and the target month. The payment date is derived from your payroll settings
2. Employee information: review the active employees who will be included
3. Payroll data: automatic calculation asks you to confirm that attendance has been entered; manual calculation asks for the amounts actually paid to each employee
4. Confirm & create: review and run. The button reads "Calculate payroll for all employees" for automatic calculation and "Register as draft" for manual

Manual calculation stores the amounts you enter as-is, without passing them through the payroll engine. This keeps pre-migration results and hand calculations from being silently rewritten later. Such a payroll has no "Recalculate amounts"; instead "Edit amounts" reopens the wizard.

The lifecycle is Draft → Confirmed → Paid. The status control moves a payroll in either direction, but skipping a step raises a warning. Only drafts can be deleted or recalculated. "Payslip PDF" on a row of the entry list produces one employee's payslip as PDF, and "Transfer file" exports transfer data in the Zengin format (you specify the withdrawal account, transfer date, and consignor code).

Bonus tab

"Create bonus" registers the name, payment date, and period; "Add employee" inside the detail registers each employee's bonus amount. Social insurance premiums and income tax are calculated when you register the amount. Move the run to confirmed and then to paid, and export the "Bonus transfer file" and the "Bonus payment report CSV".

Resident tax update tab

"Register resident tax" walks through three steps (import method → data entry → confirm & register) to register a whole fiscal year at once. The three import methods are manual entry (the June amount and the from-July amount per employee), CSV import (you map the columns), and notice OCR (a photographed or scanned tax notice is read and matched to employees). Afterwards, "Edit monthly amounts" in the list lets you adjust all twelve months individually, and everything can be exported as CSV.

Day-labourer stamps tab

The employment insurance stamp ledger. Only purchases are registered here — "Record a purchase" takes the purchase date, grade, quantity, and passbook number. The number of stamps affixed is derived from payroll (employees withheld under the daily tax table × days worked that month). There is no field for entering it by hand, because a hand-entered figure would inevitably drift from the days worked.

A shortfall is shown as-is. When the balance goes negative, a warning appears saying there are not enough stamps to affix — that is unpaid employment insurance made visible.

Settings tab

Where the premises of payroll calculation live.

Card	Contents
Base salary	A single monthly amount for all employees
Allowance master	Per allowance: whether it counts toward social insurance remuneration, is taxable, and enters the basis for premium pay
Position grades	Read-only (managed in the Departments menu)
Payroll transfer	Closing day, payment month, payment day, standard daily hours, monthly average hours, and the automatic break window
Social insurance enrollment	Health insurance society, prefecture for the association-managed plan, and employment insurance business category
Insurance rates	Read-only. Rates are imported from published sources and managed centrally, so they are not edited here
Company holidays	Non-working days per year

If work rules are registered, the clauses covering working hours, holidays, and premium rates come from those rules, and the card shows which version is in effect. The document (work rules) and the calculation (payroll) run from the same values, so the two cannot drift apart.

Social Insurance

• Standard remuneration: a read-only tab showing the history of monthly standard remuneration (revision type, effective period, health insurance grade, pension grade). The history accumulates from base amount reports and monthly variations, so nothing is registered here directly
• Base amount report: "Create year", then "Add employee" to enter the base days and pay for April, May, and June. Submitting applies the new monthly standard remuneration from September. "Filing CSV" exports the data for preparing the filing
• Monthly variation: register employees whose fixed wages changed — the base month, the previous standard remuneration and grade, and the days and pay for three months. Submitting applies the revision from the revised month. Rows with a grade difference under two grades cannot be submitted (the row menu is disabled and states the reason)
• Bonus report: lists confirmed and paid bonuses and tracks whether the report has been filed with the pension office. Use "Mark as submitted" in the row menu or bulk actions to record the submission date, and "Mark as pending" to undo it (the same controls as the base amount report and monthly variation). The CSV for the filing itself is exported from the Bonus tab of the Payroll menu

Year-end Adjustment

The Year-end adjustment tab follows the sequence below; the year moves through Collecting → Calculating → Completed.

1. "Create year" registers the fiscal year and the deadline
2. "Generate drafts for all employees" creates one row per employee
3. "Compute year-end tax" calculates the annual tax and the over- or under-payment from that year's salary and bonus records
4. Approve each row, then close the year with "Complete"

On the Withholding certificate tab, pick the fiscal year and press "Generate from payroll" to build drafts from that year's payroll (rows already issued or delivered are not overwritten). Move each row through "Mark as issued" and "Mark as delivered" — once delivered, the certificate appears on the employee's own Withholding Slip tab in the Payslip menu. "Open withholding slip PDF" displays the PDF. The collection type (special or ordinary collection) is chosen per row, and you can also enter the payment and withholding tax from a previous employer as well as tax deferred under the disaster relief law.

Choosing a year on the Wage payment report tab aggregates the number of employees reported, total payments, and total withholding tax per municipality. "E-filing data (CSV)" is the unified eLTAX format, and this single file can be submitted to both the municipalities and the tax office. A pre-submission validation runs automatically; if data is missing it lists the employees and fields, and the CSV button stays disabled. For paper filing, export the summary form and the individual statements as PDF per municipality.

Government Filings

This menu is strictly a register of where filings go. The filing documents themselves (Article 36 agreements, work rules) live in the Legal menu.

The Filing Information tab is a matrix of business locations × institutions (Labour Standards Inspection Office, public employment security office, pension office, health insurance). A cell reads complete, partial, or not set, and shows that filings are handled in bulk at the head office where that applies. Clicking a location name opens its detail, where each institution's card holds fields such as the labor insurance number, the governing inspection office, the employment insurance establishment number, and the establishment reference symbol.

The Resident Tax tab covers information that belongs to the company rather than to a location (the special collection agent is the corporation).

• Municipalities (resident tax collectors): rows are created automatically from employee addresses, and you register the designation number on each. They can also be imported in bulk from CSV. Municipality codes are resolved from the name, and unresolved rows block generating the wage payment report data
• Monthly payment summary: choosing a month shows the payment due date plus the number of people and the amount due per municipality. It is read-only and can be exported as CSV

The Settings tab switches the unit each filing applies to. Filings to the inspection office, the public employment security office, the pension office, and health insurance are legally made per business location, and each has its own approval scheme for consolidating them at the head office. Because those approvals are independent of each other, the three are switched separately (all default to consolidation at the head office). Switching keeps the values on both sides, so nothing has to be re-entered if you switch back.

Setting	Scheme
Social insurance (pension office, health insurance)	Bulk application approval
Labor insurance (Labour Standards Inspection Office)	Consolidation of continuous businesses
Employment insurance (public employment security office)	Non-applicable establishment approval

Going further

The Labor menus stay close to the statutory shape of the work: punches, payroll, social insurance, and the year-end adjustment. Mechanisms that vary widely between companies — automatic shift building, the finer points of variable working hour systems, retirement and executive compensation, welfare allowances — are added through plugins. For the full picture of what Labor covers, see the feature list.