Employee Portal
The Employee Portal gives every employee a personal, secure space to access their pay information, request time off, and manage approvals without needing to contact HR.
Portal Authentication
Section titled “Portal Authentication”Employees log in using a magic link sent to their registered email address. There are no passwords to remember or reset. Simply enter your email, receive a one-time link, and you are in. Each link expires after a short window for security.
Home Dashboard
Section titled “Home Dashboard”After logging in, employees land on a dashboard with an at-a-glance summary:
| Card | What It Shows |
|---|---|
| Latest Payslip | Net pay from your most recent payslip with a link to the full breakdown |
| Leave Balance | Remaining leave days for your primary leave type |
| Year-to-Date Earnings | Cumulative net pay for the current calendar year |
Payslips
Section titled “Payslips”Viewing Payslips
Section titled “Viewing Payslips”Payslips are organized by year. Select a year to see all payslips generated during that period. Each payslip displays a clear breakdown of:
- Earnings — basic salary, allowances, and any other additions
- Deductions — statutory contributions (PAYE, NSSF, SHIF, Housing Levy), loan repayments, and voluntary deductions
- Net pay — the final amount paid
Downloading Payslips
Section titled “Downloading Payslips”Every payslip can be downloaded as a PDF for personal record-keeping, loan applications, or any other purpose.
Leave Management
Section titled “Leave Management”Submitting a Leave Request
Section titled “Submitting a Leave Request”To request time off:
- Select the leave type (annual, sick, compassionate, maternity, paternity, etc.)
- Choose a start date and end date
- Optionally select half-day (morning or afternoon) for single-day requests
- Add a reason if the leave type requires one
- Submit the request for manager approval
Half-Day Requests
Section titled “Half-Day Requests”Employees can request half-day leave for either the morning or afternoon session. This counts as 0.5 days against the leave balance.
Editing and Cancelling Requests
Section titled “Editing and Cancelling Requests”- Pending requests can be edited or cancelled freely before a manager takes action.
- Approved requests can be cancelled if plans change, which returns the leave days to the balance.
Leave History
Section titled “Leave History”View a complete history of all leave requests, including their current status, dates, and any comments from approvers.
Leave Balance Overview
Section titled “Leave Balance Overview”The leave balance screen shows a detailed breakdown for each leave type by year:
| Information | Description |
|---|---|
| Allocated | Total days granted for the year |
| Used | Days already taken |
| Pending | Days tied to requests awaiting approval |
| Available | Remaining days you can still request |
| Carryover | Days carried forward from the previous year |
This makes it easy to plan time off with full visibility into what is available.
Manager Approval Queue
Section titled “Manager Approval Queue”Employees who are designated as department managers see an additional Approval Queue section listing pending leave requests from their direct reports.
For each request, managers can:
- Approve the request, optionally adding a comment
- Reject the request, with a required reason so the employee understands why
The queue shows the employee name, leave type, requested dates, number of days, and any notes the employee included.
Approval Delegation
Section titled “Approval Delegation”When a manager is away, they can delegate their approval authority to another employee. Go to Leave > Delegations in the portal to manage delegations.
Creating a Delegation
Section titled “Creating a Delegation”- Click Create Delegation and select the delegate — the person who will approve requests on your behalf
- Choose a start date and end date (maximum of 90 days)
- Provide a reason for the delegation
Managing Delegations
Section titled “Managing Delegations”- View given delegations — see all delegations you have created
- View received delegations — see delegations others have assigned to you
- Revoke active delegations — cancel a delegation early if you return sooner than expected
Department Leave Calendar
Section titled “Department Leave Calendar”The department calendar provides a visual overview of:
- Team leaves — see which colleagues are off and when
- Public holidays — national holidays are marked on the calendar
This view helps teams coordinate schedules and avoid having too many people off at the same time.
My Info
Section titled “My Info”The My Info section displays your personal and employment details as Kazisafi has them on file. You can view but not edit:
- Full name, email, phone number
- Department, job title, and reporting manager
- Employment start date and type
- Bank and payment details
To update any of this information, contact your HR administrator.