Accounts and logins

I forgot my password.

Click Forgot password? on any login page. We email you a reset link valid for 1 hour.

My temporary password expired.

Click Forgot password? on the login page and enter your work email. If you've never set a password (which is the case for fresh hires), TracefyHR detects that and sends you a brand-new onboarding email with a fresh temporary password — no need to bother your HR.

I logged in but I'm seeing HR or Manager menus, and I'm just an employee.

That probably means HR also gave you an admin login by mistake. The unified portal sniffs your highest-privilege account first — if you have both a Manager record and an Employee record under the same email, the Manager view wins. Ask HR to revoke the admin role from your Reporting & Access tab.

Can I use the same email for two companies?

Not in the same role. If you genuinely work HR for two companies, contact TracefyHR support so each company can set you up with a separate account.

Leave

Why is tomorrow greyed out on the calendar?

That leave type requires advance notice (e.g. 5 days). Check the "X days notice" label on the leave card.

My balance shows wrong numbers.

HR can adjust it manually. Send them the correct figure with a note — they'll fix it via the Summary → Adjust balance flow.

Can I take a half-day?

Not yet — leave is whole-day only.

Approved leave doesn't show on my payslip.

Approved leave only reduces your balance. It only deducts from pay if your HR has set the leave type to "Affects payroll" (rare — usually unpaid leave). Otherwise, paid leave changes nothing on payroll.

Payroll

Why can't I see this month's payslip yet?

Your HR hasn't finalised payroll. You'll get a notification the moment they do.

A line item on my payslip looks wrong.

Tell your HR — don't try to fix it yourself. Once a month is finalised, only Managers can edit it (and they'll do so via a correction on next month, leaving an audit trail).

Where do my approved overtime / reimbursement amounts show up?

On your next payslip, under Earnings. They flow automatically from the relevant Forge AI feature.

Permissions

I'm HR but I can't see Analytics or Budget.

You don't have canAccessFinance. Ask your Manager to grant it via Settings → Permissions.

Why can my colleague approve expenses but I can't?

Expense approval is Manager-only and can't be delegated to HR. If you both need to approve, the workspace owner can promote your colleague to the Manager role.

Why can't I see other people's profiles?

Employees can only see their own data. HR and Manager roles see everyone in their company.

Forge AI

Forge AI didn't understand what I asked.

Try simpler language. Replace jargon with literal descriptions: instead of "VAT-grossing-up tracker", say "a form that takes the net amount and calculates the gross with 15% VAT added".

Can I undo a deployed feature?

Yes — open the feature → Versions tab → click Revert on any earlier version. Existing submissions are preserved.

My AI generations ran out.

Free tier has 10/month. Upgrade in Settings → Billing, or wait until next month for the counter to reset.

Will Forge AI features still work if I cancel my subscription?

Existing features keep working in read-only mode (no new submissions, no edits) for 30 days. After that, the features are archived.

Data and privacy

Where is my data stored?

On TracefyHR's encrypted infrastructure. Documents go to Cloudinary (encrypted at rest, signed-URL access). Database is in our hosted region (matches the region of your company at signup).

Can TracefyHR staff see my data?

Only with explicit permission for support. Standard practice is for our staff to never log in to your tenant unless you ask. Audit logs flag any such access.

How do I export everything?

HR / Manager → use Export buttons on each module (Payroll, Leave, Expenses, etc.)
Employees → email your HR; they can produce a personal data export (GDPR-compliant)

How do I delete my account / company data?

Employee leaving — your HR archives you. Data preserved for legal / audit reasons; you stop seeing it.
Company leaving the platform — Manager requests deletion by emailing [email protected]. After a 30-day cooling-off, all data is wiped permanently.

Anything else?

If your question isn't here, open a support request — most are answered within 24 hours.