Employee Portal

The Employee Portal is a self-service interface where Employees can view their own Payroll information, download documents, and submit vacation requests - without going through HR. It is a separate, mobile-friendly experience with its own navigation, accessible at /portal.

Where to find it

Employees navigate directly to: https://{your-tenant}.CifraHQ.cloud/portal

The portal uses the same login credentials as the main application. Once logged in, the employee only sees their own data - no access to other Employees or administrative functions.

Navigation

The portal has five sections accessible from the bottom navigation bar:

My Payslips

Shows the employee's last 24 Payroll periods. Each row displays:

Click any row to download the official PDF pay stub (comprobante de pago) for that period. The PDF is generated on demand from the same Stimulsoft template used for printed payslips.

My Vacations

Shows the employee's current vacation balance and request history.

Balance summary:

Request history lists all vacation requests with their current status:

Submitting a vacation request

1. Click New Request.
2. Select a Start Date and End Date.
3. The number of calendar days is calculated automatically.
4. Optionally add a Comment (reason or note for approvers).
5. Click Submit.

The request enters Pending state and appears in the manager's Vacation Approvals queue.

Employees can see their available balance before submitting. Submitting a request that exceeds the available balance is allowed but will be flagged to the approver.

My Balances

Provides a snapshot of the two main accrual balances:

Vacation balance:

Decimo Tercer Mes projection:

The Decimo projection is calculated from the employee's active contract salary and their hire-date pro-ration for the current year. It is a projection only - the actual partida amount is calculated by the Payroll engine when the period is run.

My Documents

Provides one-click downloads for the two most commonly requested HR documents:

Work Letter (Constancia Laboral)

Generates a formal employment verification letter containing:

• Full legal name and cedula
• Hire date and years of service
• Current position and department
• Base salary (in words and digits)
• Company letterhead and authorized signature area

Annual Tax Statement (Form 03 / ISR)

Downloads the employee's Form 03 ISR annual declaration for the selected year. The year selector shows all years for which a completed Payroll run exists. This is the same document filed with DGI for personal income tax.

My Information

Displays the employee's personal and employment data on file:

This section is read-only. To update personal information, the employee must contact HR.

Granting portal access (for administrators)

Employee Portal logins are created from the employee's record, not from the Users screen — this is the only way to grant an employee portal-only access.

Prerequisites

• The employee must have an Email address on file (Identity tab). The Create Portal Login button stays disabled, with an explanatory tooltip, until one is set.
• The employee must not be terminated. The button is hidden once a termination date has passed.
• Creating or revoking portal logins requires an Administrator account.

Step-by-step

1. Go to Payroll > Employees and open the employee's record.
2. Click Create Portal Login in the page header.
3. CifraHQ creates a user account tied to that employee (username is their email address, default landing page is the Employee Portal) and emails them a temporary password.

Result

The employee can now sign in at https://{your-tenant}.CifraHQ.cloud/portal with their email and the temporary password, then set their own password. Once a login exists, the button changes to Revoke Portal Access.

The account is restricted to the portal and cannot reach any other screen in CifraHQ — there is no additional permission to configure.

Revoking access

Click Revoke Portal Access on the same employee record. This deactivates the login immediately (the employee can no longer sign in) without deleting the account or its history. Clicking Create Portal Login again later re-enables it and issues a new temporary password.

Portal user limit

Your tenant has a maximum number of active Employee Portal accounts (default 50). If you reach it, Create Portal Login shows an error asking you to deactivate an existing portal user or raise the limit under Setup > System > Configuration ("Maximum number of Employee Portal Users allowed").

Tips for HR administrators

• Employee link is automatic: A portal account only shows data for the specific employee it's linked to. This link is created for you when you use Create Portal Login above — there is no separate step.
• Portal access is tenant-isolated: Employees only see their own tenant's data. Multi-tenant scenarios (e.g., a person employed by two companies on CifraHQ) require separate user accounts.
• Dark mode: The portal supports the system theme toggle, matching the employee's device preference.

Related: Employees · Vacations · Periods and Runs · Decimo Tercer Mes · Form 03 - Annual ISR · Users