crewmate hr · hr, payroll & attendance
HR software your team actually opens
CrewMate HR runs recruitment, attendance, leave, Sri Lankan payroll, reviews and training — with visible progress, streaks and recognition on top, so routine work gets finished instead of chased. Employees can run most of it from WhatsApp.
What is CrewMate HR?
CrewMate HR is HR software that covers the full employee lifecycle — recruitment with a public careers page, onboarding, attendance from biometric devices, leave with real approval chains, Sri Lankan payroll with EPF/ETF/APIT, performance reviews and training — with an engagement layer of visible progress, streaks and recognition so routine work actually gets finished.
the cost of the old way
What CrewMate HR replaces
HR is a message queue with a desk
Today
Leave requests arrive by call, chat and corridor. HR relays them upward, chases decisions, and re-answers the same policy questions daily.
With CrewMate HR
Employees self-serve from web or WhatsApp, approval chains route themselves, and the assistant answers policy from your own handbook.
Payroll month-end runs on fear
Today
EPF, ETF, APIT, overtime and no-pay live across spreadsheets — one wrong cell and someone's salary is wrong.
With CrewMate HR
A tested calculation engine runs the statutory maths; runs move through review and approval before anything is published.
Attendance disputes with no referee
Today
Punch records get edited to settle arguments, so the record proves nothing and everyone trusts it less.
With CrewMate HR
Punches are immutable; corrections are separate, approved and audited. Payroll reads the corrected value, audit reads both.
Training happens once, then expires quietly
Today
Certifications lapse without anyone noticing until an inspection or an incident asks for them.
With CrewMate HR
Courses carry validity periods; recertification re-enrols people before expiry, and reports show who's at risk.
every module, spelled out
What CrewMate HR does
CrewMate HR ships as one system — every module below is included, not an add-on you discover at the quote.
PEOPLE & ORG
The employee record done properly — from directory to org chart to who approves what.
- Employee directory with profiles, documents and full history
- Org chart that also drives approval routing — your reporting lines are the workflow
- Company, branch, department, section and team structure — groups of companies included
- Bulk Excel import with validated preview, so migration isn't retyping
- Activity and login audit on every account
ATTENDANCE & TIME
Biometric punches, honest records and overtime maths nobody argues with.
- Fingerprint device integration with online/offline status per device
- Punches are never edited — corrections sit on top, so audit sees both
- Manual punches go through an approval queue, not straight into payroll
- Overtime calculated from shift end at statutory rates
- Sri Lankan holiday calendar with Poya and mercantile classes handled separately
- Branch-scoped visibility: managers see their branches, nothing else
LEAVE & APPROVALS
Self-service requests and an approval engine that matches how your company really decides.
- Leave types with full-pay, half-pay, no-pay and hold treatment
- Two-stage recommend-then-approve flow, straight from Sri Lankan practice
- A visual approval-chain designer: multi-level rules by company, branch or department
- Quorum rules — "any two recommendations" can grant, where you allow it
- Balances with monthly snapshots, plus a no-pay engine with convert and reverse
- Employees request from the web, the app shell or WhatsApp
SRI LANKA PAYROLL
EPF, ETF and APIT calculated by an engine that's tested against known-good answers.
- EPF 8% + 12%, ETF 3% and APIT handled per component, per company
- Salary runs move draft → review → generated → approved → published — recalls require a written reason
- Bank payment files generated and approved before money moves
- Payslip PDFs, batch printing and a payroll worksheet in the format accountants expect
- Salary advances and IOU settlements tracked to the rupee
- Effective-dated salary revisions with proposed → approved states
HIRING TO EXIT
Recruitment, onboarding and offboarding as one continuous record.
- Job openings with weighted scoring rubrics and a public careers page on your own address
- Six-stage candidate pipeline with full stage history
- Interview scorecards by expiring link — panelists don't need accounts
- Offers capture the salary split, not just a single figure
- One click converts a hired candidate into an employee record
- Offboarding with IT/Admin/Finance clearance checklists and confidential exit interviews
PERFORMANCE & LEARNING
Goals people actually update, and training that renews itself.
- Review cycles with goals and OKRs, progress check-ins inline
- Self and manager appraisals on a clear three-band scale, plus qualitative peer feedback
- Courses with lessons and quizzes, built in a simple builder — or drafted by AI from your own policies
- Auto-enrolment rules by designation or branch for compliance training
- Certificates with expiry and automatic recertification windows
TASKS & ROUTINES
Recurring work with visible streaks — the engagement layer that actually ships.
- Tasks with boards, subtasks, comments and links to goals
- Recurring routines materialised per person per day, on local time
- Streaks count consecutive completed days — progress people can see
- Compliance-flagged routines escalate the same day they're missed
- A "My Day" view that explains quiet days instead of showing zeroes
CREWMATE AI
An HR assistant on web and WhatsApp that acts, answers and respects privacy.
- Employees file leave, check balances and read published payslips from chat
- Answers policy questions only from your published knowledge base
- Understands Sinhala requests — නිවාඩු is a leave request, not a mystery
- Proactive nudges: overdue training, open appraisals, missed routines
- Transcripts need a written reason to open — and the employee sees who looked
- Bring your own AI key, choose your provider, pause any tool per company
what it changes
Typical results
45%+
higher engagement
Reported by an enterprise HR team after rollout — visible progress and recognition lift daily participation.
8·12·3
EPF & ETF, done right
Statutory percentages computed by a calculation engine tested against known-good payrolls — not a spreadsheet.
as the HR office
Leave requests, balances and payslips answered in chat — no app install, no queue at HR's desk.
Figures reported by CrewMate HR customers on their own operations. Results vary with how you run today — we'll model yours on the walkthrough rather than promise you these.
from first call to live
How rollout works
01
Migrate your records
Employee data comes across from spreadsheets or your old system, with validated previews before anything commits.
02
Configure payroll & approvals
EPF/ETF settings, pay components and your real approval chains — mapped to how your company actually decides.
03
Enrol devices & train
Fingerprint devices bound to branches, and team training in Sinhala or English.
04
Go live
Most teams are fully live in two to three weeks, with WhatsApp access switched on for employees.
is this you?
Built for some businesses — honestly not for others
CrewMate HR is built for you if…
- Sri Lankan SMEs that need EPF, ETF and APIT handled correctly every month
- Multi-branch businesses where managers should see their people and nothing else
- Teams whose employees live on WhatsApp, not on desktop software
- Companies replacing paper leave forms and spreadsheet payroll at the same time
It's probably not for you if…
- Complex shift rostering and rota planning — CrewMate tracks shifts and attendance; rota building isn't the focus
- Enterprises that need a custom role-permission builder — CrewMate ships fixed roles with per-user overrides, on purpose
If you sit in the second column, we'd rather tell you now than after an implementation. Book the walkthrough anyway — we'll point you at the right-sized option, even when it isn't ours.
Who it's for
SMEs and growing businesses that want to lift team motivation, not just file records.
See HR & peopleCrewMate HR has its own site
Product tour, sign-up and documentation live on crewmatehr.com.
Go to crewmatehr.comFrequently asked questions
What is CrewMate HR?
CrewMate HR is HR software that covers the full employee lifecycle — recruitment with a public careers page, onboarding, attendance from biometric devices, leave with real approval chains, Sri Lankan payroll with EPF/ETF/APIT, performance reviews and training — with an engagement layer of visible progress, streaks and recognition so routine work actually gets finished.
What does the engagement layer actually do?
Recurring routines carry streaks — consecutive completed days people can see. Training courses carry certificates with expiry and automatic recertification. Goals get check-ins, peers give qualitative feedback, and birthdays get wishes. It's visible progress and recognition, honestly built — not points-for-everything theatre.
Does CrewMate HR handle Sri Lankan payroll properly?
Yes — it's built for it. EPF 8% and 12%, ETF 3% and APIT are calculated per pay component by an engine tested against known-good payrolls. Runs move through draft, review, approval and publish, recalls require a written reason, and bank payment files are generated and approved before money moves. Poya and mercantile holidays are handled as their own classes, because in Sri Lanka they are.
Can employees really run HR from WhatsApp?
Yes. Employees can file a leave request, check their balances, read published payslips and ask policy questions from WhatsApp chat — the assistant understands Sinhala too. The AI only answers from your published policies, and structured actions run through deterministic checks, so a chat message can't invent an approval.
How does attendance stay trustworthy?
Punches from fingerprint devices are never edited. Corrections are separate records that go through approval, so payroll reads the corrected value while audit sees both. Manual punches queue for approval rather than sliding straight into the payroll run.
What about privacy if there's an AI reading HR questions?
The admin console shows metadata only — counts and intents, never transcript text. Opening a transcript requires a written reason, that access is logged, and the employee can see who looked. We think an HR assistant that employees don't trust is worse than no assistant.
How long does rollout take?
Most teams are fully live in two to three weeks: records migrate from your spreadsheets or old system with validated previews, payroll components and approval chains get configured to match how you actually decide, devices are enrolled, and the team is trained in Sinhala or English.
How much does CrewMate HR cost?
Pricing depends on headcount and which modules you enable, so we quote against your team size rather than publishing one figure. Book a walkthrough and we will put real numbers against your payroll run.
see it on your own headcount
Bring the HR task nobody ever finishes
Training completion, document renewals, leave approvals — whichever one keeps slipping. In 30 minutes we'll show you what it looks like when the system chases it instead of you.
30 minutes, on your own numbers.