# User Guide

### Introduction

DE Payroll Officer is a digital employee that helps HR reduce manual work during the pre-payroll validation phase. It focuses on detecting payroll blockers (such as missing attendance and pending approvals) and triggering follow-ups through chat and notifications.

Today, HR teams typically export and check data manually in CATAPA, send reminders manually (email/chat), and apply updates via the CATAPA interface. Payroll Officer centralizes these steps into conversational actions via WhatsApp (coming soon) or Claudia Chat.

### Benefits

Payroll Officer is designed to:

* Reduce manual HR intervention by up to **92%** during pre-payroll validation.
* Provide conversational access to payroll data status via Claudia Chat or WhatsApp (coming soon).
* Ensure blocking issues (e.g., missing attendance, unapproved salary changes) are resolved before payroll cutoff.

### Quick Start

Use Payroll Officer through your existing channel:

1. Ensure your Claudia Chat is already connected to your CATAPA tenant by contacting our team.
2. Login to Claudia Chat (<https://claudia.catapa.com/>)
3. Select **DE Payroll Officer** on Application List, then select **DE Payroll Officer** for AI Agent
4. Send the prompt as needed.

<figure><img src="https://2914931754-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXbRDlxflF58D1QG2tLmP%2Fuploads%2Fgit-blob-0b484003c426611174682edfdbf1616b461bbc10%2Funknown%20(3).png?alt=media" alt=""><figcaption></figcaption></figure>

### Key Concepts (Glossary)

* **Claudia Chat**: The system that interacts with HR through chat, retrieves payroll-related data, and sends notifications.
* **CATAPA**: The HR and payroll platform Claudia integrates with via APIs.
* **Pre-payroll validation**: The checking process before payroll cutoff to find missing or unapproved items that block payroll.
* **Payroll period / reference date**: The time window Claudia uses to query and summarize payroll readiness.
* **Missing attendance**: Attendance detail entries that are incomplete or missing for an employee.
* **Pending approvals / unapproved data**: Items that still require approval (e.g., attendance approvals or salary decree changes).
* **Unpaid Leave**: A resolution action where missing attendance can be converted into unpaid leave (only after confirmation in the monthly override flow).
* **Reminder template**: A predefined message format used for WhatsApp or Email reminders.
* **HR Approver**: The approver who receives reminders for pending salary decree changes.

### How to Use (Main Flows)

#### Sample Prompts (Copy/Paste)

You can use these prompts and adjust it accordingly in Claudia Chat.

**Scenario 1 — Missing attendance list + reminders (DE-PYR-BCAI-001)**

1. **Query missing attendance (December 2025):**
   * "List employees still missing attendance in December 2025.”
2. **Send reminders to all listed employees:**
   * “Send a reminder to all of them.”

***

**Scenario 2 — Missing attendance + pending approvals, then process (DE-PYR-BCAI-002)**

1. **Get the list requiring attention (December 2025):**
   * "Give me the list of employees with missing attendance in December 2025 and pending approvals that requires my attention.”
2. **Request automated processing (December 2025):**
   * “Please process all the pending approvals and missing attendances in December 2025.”

***

**Scenario 3 — Unapproved salary decree changes + reminder to approvers (DE-PYR-BCAI-003)**

1. **List unapproved salary decree changes:**
   * “List all employees with unapproved salary decree changes.”
2. **Send reminders to the approvers:**
   * “Send a reminder to approvers.”

#### Flow 1 Detail — Follow-up Missing Attendance

<figure><img src="https://2914931754-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXbRDlxflF58D1QG2tLmP%2Fuploads%2Fge65NySDPh2SSUo9NE98%2Funknown.png?alt=media&#x26;token=e94b96bb-c4e0-4297-bd18-955578988f79" alt=""><figcaption></figcaption></figure>

**Goal:** HR requests a list of employees with missing attendance and sends reminders to those employees.

**What you do**

1. Ask Claudia for employees with missing attendance for a payroll period.
2. Review the structured summary.
3. Confirm you want to send reminders.

**What Claudia does behind the scene**

1. Identify the relevant payroll reference date from your input.
2. Retrieve employees with missing attendance via CATAPA API.
3. Prepare a structured summary for HR review.
4. Map missing attendance results to employee contact details.
5. Select and fill the “Missing Attendance Detail” reminder template.
6. Confirm recipients and channels (e.g., WhatsApp / Email).
7. Send reminders and confirm completion back to you.

#### Flow 2 Detail — Monthly Attendance Recap and Override with Unpaid Leave

<figure><img src="https://2914931754-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXbRDlxflF58D1QG2tLmP%2Fuploads%2Fgit-blob-0b484003c426611174682edfdbf1616b461bbc10%2Funknown%20(5).png?alt=media" alt=""><figcaption></figcaption></figure>

**Goal:** HR requests a monthly attendance recap, then instructs Claudia to resolve issues by rejecting pending approvals and converting missing attendance into Unpaid Leave.

**What you do**

1. Request a monthly attendance recap highlighting missing/unapproved items.
2. Review the recap.
3. Instruct Claudia to process pending approvals and missing attendance for a specific range (example in PRD: “this week”).
4. Confirm the intended actions when Claudia asks (Human-in-the-Loop confirmation).
5. Receive the final compliance report.

**What Claudia does**

1. Fetch presence, absence, and attendance data via CATAPA API.
2. Identify unapproved or missing entries.
3. Send the summarized results through Claudia Chat.
4. Re-identify the processing range.
5. Determine update actions:
   * Reject pending approvals.
   * Convert missing attendance to Unpaid Leave.
6. Request confirmation (Human-in-the-Loop).
7. Execute updates in CATAPA after confirmation.
8. Generate and send a **Monthly Pre-Payroll Compliance Report** with automation results.

***

#### Flow 3 Detail — Reminder for HR about Unapproved Salary Decree

<figure><img src="https://2914931754-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXbRDlxflF58D1QG2tLmP%2Fuploads%2FQplp86BZOAFHHby7tu4y%2Funknown.png?alt=media&#x26;token=09f9f06a-98e6-4258-a12d-b4e23c79a21c" alt=""><figcaption></figcaption></figure>

**Goal:** HR instructs Claudia to remind approvers of unapproved salary decree changes.

**What you do**

1. Ask Claudia to send reminders for unapproved salary decree changes.

**What Claudia does**

1. Determine the payroll period/reference date through your input.
2. Retrieve unapproved salary decree change records.
3. Prepare a list of approvers and pending items.
4. Select reminder rules and the “Pending Approval Reminder Template”.
5. Map approver emails to unapproved records and send reminder emails.
6. Confirm completion back to you.

***

### Setup

There are customizable attributes that can be adjusted based on your company setup:

* CATAPA tenants
* Approvers
* Methods of sending notification Contact our team to adjust these attributes.

### Integrations

Payroll Officer relies on:

* **CATAPA Payroll APIs** .
* **WhatsApp notification services** via standard connectors.
* Email notification (coming soon).