Your complete guide to setting up and getting started with the Puzzlepie ERP platform. From company setup to employee onboarding - everything you need in one place.
Branding, contact, tax IDs
Departments & positions
Access control setup
Salaries, PAYE, NAPSA
Tax compliance setup
Adding & setting up staff
Employee self-service setup
All platform features
Track your setup progress
Configure your company's identity, branding, and preferences in the system.
Navigate to Settings > Company Settings
Full address, phone, email, and website
Upload logos and set brand colours
Currency, date format, and fiscal settings
Build your company hierarchy by creating departments and positions.
| Field | Required |
|---|---|
| Department Name | Yes |
| Description | No |
| Parent Department | No |
| Department Manager | No |
Tip: Create top-level departments first, then sub-departments. Assign managers after employees are onboarded.
| Field | Required |
|---|---|
| Job Title | Yes |
| Department | Yes |
| Description | No |
| Salary Grade | No |
Tip: Link positions to salary grades for automatic pay range enforcement. Positions can be shared across employees.
Role-Based Access Control (RBAC) ensures users only see and do what they're authorised to.
Full system access. IT administrators and system owners.
Employee management, onboarding, leave, and attendance.
Team oversight, approvals, and departmental reports.
Self-service portal access for all staff members.
Financial operations, invoicing, and expense management.
Accounting, journal entries, and financial reporting.
Set up salary grades, configure statutory deductions, and verify banking details.
| Grade | Name | Min Salary (ZMW) | Max Salary (ZMW) |
|---|---|---|---|
| GRD-01 | Entry Level | K 5,000 | K 8,000 |
| GRD-02 | Junior | K 8,000 | K 12,000 |
| GRD-03 | Mid-Level | K 12,000 | K 18,000 |
| GRD-04 | Senior | K 18,000 | K 28,000 |
| GRD-05 | Management | K 28,000 | K 45,000 |
| GRD-06 | Executive | K 45,000 | K 80,000 |
Employee: 5% (capped at K1,221.80/mo)
Employer: 5% (capped at K1,221.80/mo)
Employee: 1% of gross salary
Employer: 1% of gross salary
Progressive brackets:
K0-5,100: 0% | K5,100-7,100: 20%
K7,100-9,200: 30% | Above K9,200: 37%
Set up ZRA compliance for tax-compliant invoicing.
Navigate to Settings > ZRA Integration
Pull reference data from ZRA
Add your team to the system with a structured onboarding process.
Name, email, department, position
Login credentials auto-delivered
Employee completes 4-step wizard
11 default onboarding tasks
Status changes to active
Auto-generated (EMP00001, EMP00002...)
Login created with temporary password
Login details and instructions sent
Documents, IT, HR, training, and admin tasks
Annual (20), sick (10), maternity (120), paternity (5)
Default 3-month probation period
| Category | Task | Assigned To |
|---|---|---|
| Documents | Collect mandatory documents (NRC, certificates) | HR |
| Documents | Upload employee profile photo | HR |
| IT Setup | Create user account | IT |
| IT Setup | Assign system access and permissions | IT |
| HR Setup | Add employee to payroll | HR / Finance |
| HR Setup | Set up leave balances | HR |
| HR Setup | Assign salary and allowances | HR / Finance |
| Training | Schedule orientation session | HR / Manager |
| Training | Assign mandatory training courses | HR |
| Admin | Issue employee ID card | Admin |
| Admin | Provide office equipment (laptop, desk) | Admin |
When employees log in for the first time, they complete a 4-step guided profile wizard.
Everything your organisation gets access to on the Puzzlepie ERP platform.
Complete employee lifecycle management
Full double-entry accounting system
Automated Zambian payroll processing
Employee training and development
Lead to revenue pipeline management
Stock and warehouse management
Track your organisation's setup progress through these key milestones.
The core setup (company settings, departments, positions, roles) takes 2-4 hours. Employee onboarding is an ongoing process as you add staff.
Yes! Employees can update personal information, skills, qualifications, and banking details through their self-service portal. Department and position changes require HR.
New employees start with "probation" status (default 3 months). After completing onboarding, their status changes to "active". Probation length is adjustable per employee.
Yes, the system uses current Zambian PAYE tax brackets and statutory deduction rates (NAPSA, NHIMA). These are updated when government rates change.
Yes! MFA via email OTP is available and can be enabled for any user account. Enterprise plans also support SSO with SAML and OAuth2.
Absolutely. While 11 tasks are auto-created, you can add unlimited custom tasks with specific categories, due dates, and assignees tailored to your organisation.
There is no limit on the number of users. Add as many employees, managers, and administrators as your organisation needs.
Employees can use the "Forgot Password" link on the login page. A reset email is sent with a secure link that expires in 1 hour.
Set up your organisation on Puzzlepie ERP today and transform your operations.