Cod Xpert Taskly User Manual

1. Getting Started & 1-Click Demo Testing

Cod Xpert Taskly is a full-featured project management, team attendance, timesheet compliance, client invoicing, and WhatsApp automation platform.

2. Workspace Architecture

Taskly operates on a multi-tenant workspace architecture. Each company has an isolated workspace containing its own team members, projects, invoices, and attendance logs.

• Workspace Switcher: Easily switch between companies/workspaces from the top navigation dropdown.
• Workspace Owner: Full control over company branding, currency, user invites, hourly rates, invoices, and settings.
• Team Members (TL, HR, Members): Assigned to specific projects with role-based access.
• Clients: External collaborators with access strictly restricted to their own projects, reports, and invoices.

3. Dashboard, KPIs & Compliance Monitor

The dashboard dynamically displays high-level statistics and real-time operational monitors based on your role:

• Top Summary Cards: Total Projects, Total Tasks, Total Team Members, and Total Clients.
• Attendance Shift Bar: Live clock-in button, current shift timer, break controls, and today status.
• Attendance vs Task Hours Compliance Matrix (Owner/HR Only): Real-time cross-audit comparing clocked shift hours against submitted task logs. Automatically flags Ghost Hours (🔴) when task hours exceed shift hours and Missing Tasks (🟡) when hours are unaccounted for.
• Interactive Daily Breakdown Drawer: Owners can click "Daily Breakdown" on any employee to inspect their day-by-day punches, shift hours, and logged task deliverables.
• Upcoming Holidays: Dynamic company holiday calendar for the current and upcoming month.

4. Attendance, Breaks & Shifts

Complete web-based clock-in/out tracking with shift scheduling and compliance auto-resolution:

• Clock-In & Clock-Out: One-click attendance logging with precise timestamps.
• Morning Clock-In Lockout Gate: Employees with unfiled past task days are locked out of clocking in until all previous shift tasks are submitted.
• Breaks Management: Start and end lunch breaks or custom short breaks with live break timers.
• 6:00 AM Auto-Closure Policy: Forgotten open shifts are automatically closed at 6:00 AM to prevent runaway hour logs.
• End-of-Shift Log-Off WhatsApp Audit: When clocking out, the system automatically audits today's shift hours against today's task logs and sends an instant reconciliation report to Owners & HR.
• Attendance Overrides: HR/Owners can review and regularize attendance records.

5. Projects & Kanban Tasks

Organize client deliverables and sprint tasks dynamically:

• Kanban Boards: Drag-and-drop tasks across workflow stages (Todo, In Progress, Review, Done).
• Task Checklist & Subtasks: Break large deliverables into actionable micro-checklists.
• Attachments & Comments: Threaded team discussions and file uploads.
• Milestones: Group critical phases with target delivery dates and progress tracking.

6. Timesheets & Compliance Automation

Track daily employee hours against projects with automated management reports:

• Daily Timesheet Logging: Log hours in HH:MM format with descriptions against assigned tasks.
• Weekly Compliance Email (Sundays 08:00 AM): Automated executive summary email sent to HR and Owners.
• Monthly Payroll Hours Report (1st of Month 08:00 AM): Full spreadsheet export with decimal hours (e.g. 168.50h) and missing dates breakdown.
• Automated Employee Reminder (Sundays 09:00 AM): Automated email alerting staff of unfilled days to avoid being marked absent.

7. Leaves & Holiday Management

Self-service leave requests with automated multi-channel notifications:

• Leave Types: Casual Leave, Sick Leave, Earned Leave, Unpaid Leave, and Optional Floating Holidays.
• Approval Workflow: Team Leaders and HR approve or reject leave applications with notes.
• Instant WhatsApp & Email Dispatches: Automated WhatsApp message and emails sent to HR immediately when a leave is applied.

8. Client Invoicing & Billing

Generate professional itemized invoices branded under Cod Xpert Taskly and accept online client payments:

• Invoice Generation: Link invoices to projects and clients, itemize deliverable rows, configure taxes, currencies, and discounts.
• Manual Payment Ledger: Record Bank Wire, Cash, Check, or manual payments with transaction receipts.
• Branded PDF & Print Exports: Clean printable invoice layouts formatted with company branding and payment terms.
• Dedicated Client Portal: Clients can log in at /client/login to inspect project milestones, task progress, and review or pay invoices online.

9. Multi-Tenant WhatsApp Automation

Fully isolated multi-tenant WhatsApp automation allowing each company workspace to connect their own dedicated phone number:

• Dedicated QR Code Pairing: Workspace Owners and HR navigate to WhatsApp Automation in the sidebar and scan the QR code to connect their company's WhatsApp instance.
• Isolated Tenant Sessions: Every workspace runs an independent session; notifications are sent from the client's own connected number.
• Interactive Demo Experience: In demo mode, users can test message dispatches and simulate bot connectivity with a live test console.
• Automated Birthday Greetings: Daily automated festive birthday greetings sent to team group chats at 09:00 AM.
• Holiday Broadcasts: Automated wishes dispatched on configured company holidays.
• Instant Leave & Task Alerts: Automated management notifications when staff submit leaves or urgent tasks are assigned.

10. Salaries, Costing, Budgets & Financial Exports

Comprehensive project profitability, cost accounting, and partner equity management for Workspace Owners:

• Employee Salary Matrix: Set employee base monthly salaries, hourly costs, and currency conversions.
• Monthly Project Budgets & Resource Costing: Track allocated monthly budgets vs actual resource spend (derived from both Employee and Owner hourly rates). Includes real-time Net Profit and Margin % with a 9-column compact table and horizontal scroll slider.
• Dynamic Project Regions & Profit Rules: Configure regions (Canada, India, Custom), currency codes ($ CAD / ₹ INR), and equity partner split percentages (e.g., 80% Anter / 20% Shadab).
• Monthly Company Expenses CRUD: Add, edit, or delete regional expenses with full decimal amount support and market filters.
• Owner Hours Tracking (My Hours Log): Workspace Owners log executive hours per project, which dynamically calculate owner hourly rates and flow into project cost matrices.
• Financial Matrix Excel Exports:
  • Project Management Matrix: Export full monthly hours for all employees and owners, salary costing formulas, budgets, and net profit margins.
  • Partner Profit Settlement Matrix: Export regional project allocations, owner hours, company expenses, and partner profit distribution payouts.

11. Notes & Team Collaboration

• Calendar: Consolidated calendar view of deadlines, milestones, and project deliverables.
• Notes: Shared team scratchpads for meeting minutes, roadmaps, and technical specifications.
• Messenger: Built-in real-time team messaging and chat channels.

12. Super Admin Console & Access Duration Control

Centralized SaaS management console for platform administrators:

• Company User & Workspace Provisioning: Super Admin can create company accounts and allocate new workspaces.
• 15-Day Default Free Trial: All self-registered companies automatically start with 15 days of full platform access.
• Instant Registration Alerts: Automated email notifications dispatched to Super Admin immediately upon every new company registration.
• Access Duration Controller: Easily extend workspace access durations via modal presets (+7 Days, +15 Days, +1 Month, +2 Months, +3 Months, +6 Months, +1 Year, Lifetime Access) or set a specific custom expiry date.
• Real-Time Expiry Status: Live visual badges display remaining trial days, active subscriptions, or expired accounts with direct renewal action triggers.