--- title: "The KarmaAxis User Manual" author: "KarmaAxis" url: "https://help.karmaaxis.com/1/the-karmaaxis-manual" --- # Welcome to KarmaAxis We're thrilled you're here! KarmaAxis is your new, powerful workspace designed to simplify and streamline how you and your team manage tasks, projects, and processes. From daily to-dos to complex workflows—everything becomes easier with KarmaAxis. Here’s what you can do with KarmaAxis: ### Task Management: Quickly assign, track, and complete daily tasks with clarity and ease. ### Karmas (Form-based Processes): Build forms for processes or tracking needs, and easily link tasks to each Karma. Assigned tasks appear neatly in your personal task list. ### Project Management: Organize your work visually with intuitive Kanban boards and customizable sections to stay on top of projects effortlessly. ### Expense Management: Log expenses independently or integrate them directly into tasks or Karmas for seamless financial tracking. ### Contact Management: Maintain and easily access all your business contacts in one centralized place. ### User Activity Tracking: Get clear insights into user actions and engagement, ensuring transparency and informed decision-making.Plus, Goals tracking will soon help your team achieve even more! In the following pages, we’ll guide you step-by-step to set up KarmaAxis and explore its powerful features. Let’s transform the way you work—together. Happy collaborating! 🚀 — The KarmaAxis Team # How to Log in to KarmaAxis? Logging into **KarmaAxis** is quick and secure. Follow these simple steps to access your account: --- #### 1. Receiving Your Credentials - Your KarmaAxis administrator will create your account. - You'll receive an email containing your login details:Email address - Temporary password - Link to the KarmaAxis login page #### 2. **Open the Login Page** - Launch your preferred web browser (e.g. Google Chrome, Mozilla Firefox, Safari) on your desktop, laptop, tablet or smartphone. - Type the following URL into the search bar: [https://app.karmaaxis.in/](url) - Bookmark this page for quick access in the future. ![Login Screen.png](https://help.karmaaxis.com/u/login-screen-TeBze0.png) - You will see a screen like the one above with fields to enter your credentials. --- #### 2. **Enter Your Email Address** - In the **Email** field, enter the email address provided by your administrator. - Ensure the email is correctly typed to avoid login issues. --- #### 3. **Enter Your Password** - Type your password into the **Password** field. - If this is your first time logging in, use the temporary password provided in your email. - Passwords are case-sensitive, so make sure to enter them exactly as provided. --- #### 4. **Keep Me Logged In (Optional)** - Check the box labeled **Keep me logged in**, if you are using a trusted device. - This option allows you to stay signed in without needing to re-enter your credentials every time you access the platform. --- #### 5. **Click on Sign In** - Once your email and password are correctly entered, click the blue **Sign In** button. - You’ll be taken directly to your KarmaAxis dashboard. --- #### 6. **Forgot Your Password?** - If you can't remember your password, click on "Forgot your password?" on the login page. - Enter your registered email address and follow the instructions sent to your email to reset your password. --- #### 7. **Using KarmaAxis on Multiple Devices** - You can access KarmaAxis from multiple devices using the same login credentials. - Whether you are switching between a desktop and mobile, your tasks and data will be synced across all platforms, allowing seamless access and management of your work. --- #### 8 . **KarmaAxis App** - For quick, browser-free access, you can install the KarmaAxis App as a PWA. - Detailed instructions are provided in the next section. --- #### Notes: - Always ensure you have an active internet connection while logging in. - For security, log out when using a shared or public device. ### Quick Summary: - Use the credentials (email and password) provided by your administrator to log in. - Double-check your email and password for accuracy. - For security reasons, only use the **Keep me logged in** option on trusted devices. - Consider using the KarmaAxis PWA for streamlined access.. - If you need further assistance, please contact your administrator if you need help recovering your password. This straightforward process ensures quick and secure access to your KarmaAxis account. # Install KarmaAxis App for a Fast, Reliable, and Engaging Experience Streamline your access to KarmaAxis with the Progressive Web App (PWA)! With just one click, you can launch KarmaAxis directly from your home screen or app drawer, making it easy to access anytime, anywhere. Install the KarmaAxis PWA now for a fast, reliable, and convenient user experience. _Please note that third-party browsers available on the App Store / Play Store, such as Chrome (iOS / MacOS), Firefox, Brave, and Edge, may not support the installation of Progressive Web Apps (PWAs) or Service Workers. This means that you may not be able to use these browsers to install the KarmaAxis PWA on your device. If you wish to install the KarmaAxis PWA, we recommend using Safari on iOS / MacOS or Chrome on Android._ ## Mobile - Chrome [Android] Installing the KarmaAxis Progressive Web App (PWA) on your Android device is easy! Follow these steps to get started: 1. Open Chrome and visit [https://app.karmaaxis.in/](url) 2. Tap the three dot menu icon in the top right corner of the screen. 3. From the menu, select "Add to Home Screen". 4. In the popup that appears, tap "Add" and tap “Add” again to confirm. You're all set! You can now launch KarmaAxis from your home screen by tapping the KarmaAxis icon. Enjoy easy, one-click access to KarmaAxis. You can now launch KarmaAxis from your home screen by tapping the KarmaAxis icon. ![PWA_Chrome_Android 1.jpeg](https://help.karmaaxis.com/u/pwa_chrome_android-1-wjkATY.jpeg) ![PWA_Chrome_Android 2.jpeg](https://help.karmaaxis.com/u/pwa_chrome_android-2-YbdsOu.jpeg) ![PWA_Chrome_Android 3.jpeg](https://help.karmaaxis.com/u/pwa_chrome_android-3-BeMP2o.jpeg) ![PWA_Chrome_Android 4.jpeg](https://help.karmaaxis.com/u/pwa_chrome_android-4-humYc6.jpeg) _To delete the KarmaAxis Progressive Web App (PWA) from your home screen, follow these steps: 1. Tap and hold on the KarmaAxis icon until the options menu appears. 2. Tap "x Remove" to remove the PWA from your home screen. The PWA will now be deleted. If you ever want to access KarmaAxis again, simply visit the URL in your browser or install the PWA again following the steps above._ ## Mobile - Safari [iOS] Installing the KarmaAxis Progressive Web App (PWA) on your iOS device is easy! Follow these steps to get started 1. Open Safari and visit [https://app.karmaaxis.in/](url) 2. Tap the share icon at the bottom of the screen. 3. From the menu that appears, select "Add to Home Screen". 4. Tap "Add" in the upper right-hand corner. You're all set! You can now launch KarmaAxis from your home screen by tapping the KarmaAxis icon. Enjoy easy, one-click access to KarmaAxis." ![PWA_Safari_iOS 1.PNG](https://help.karmaaxis.com/u/pwa_safari_ios-1-t7KKpP.png) ![PWA_Safari_iOS 2.PNG](https://help.karmaaxis.com/u/pwa_safari_ios-2-wqXYGj.png) ![PWA_Safari_iOS 3.PNG](https://help.karmaaxis.com/u/pwa_safari_ios-3-Bywypm.png) _To delete the KarmaAxis Progressive Web App (PWA) from your home screen, follow these steps: 1. Tap and hold on the KarmaAxis icon until the icons on your home screen start jiggling. 2. Tap the small "x" in the top-left corner of the KarmaAxis icon. The PWA will now be deleted, just like any other native app. If you ever want to access KarmaAxis again, simply visit the URL in your browser or install the PWA again following the steps above._ ## Desktop - Safari [macOS] Installing the KarmaAxis Progressive Web App (PWA) on your macOS device is easy! Follow these steps to get started 1. Open Safari and visit [https://app.karmaaxis.in/](url) 2. Tap the share icon at the top right of the screen. 3. From the menu that appears, select "Add to Dock". 4. In the popup that appears, tap "Add". You're all set! You can now launch KarmaAxis from any screen by tapping the KarmaAxis icon on the dock. Enjoy easy, one-click access to KarmaAxis." ![PWA_Safari_macOS 1.png](https://help.karmaaxis.com/u/pwa_safari_macos-1-PEtiDq.png) ![PWA_Safari_macOS 2.png](https://help.karmaaxis.com/u/pwa_safari_macos-2-bA1R8x.png) ![PWA_Safari_macOS 3.png](https://help.karmaaxis.com/u/pwa_safari_macos-3-fJLPhf.png) _To uninstall the KarmaAxis Progressive Web App (PWA) from your macOS device, follow these steps: 1. Locate the PWA icon in your dock. Press and hold the Option key, then click and hold the PWA icon, or right-click on the PWA icon in your Dock. Select "Options" and then choose "Show in Finder" from the context menu. 2. In Finder, right-click the KarmaAxis PWA and select "Move to Trash." Note that if the application is open, you'll need to close it before you can uninstall it. By following these steps, you can successfully remove the KarmaAxis PWA from your macOS device.  The PWA will now be deleted. If you ever want to access KarmaAxis again, simply visit the URL in your browser or install the PWA again following the steps above._ # KarmaAxis Home Screen The **KarmaAxis Home Screen** is your personalized dashboard to manage tasks, projects, and responsibilities. It provides a real-time overview of what’s due, what’s assigned to you, and what you’ve delegated—helping you stay focused and in control. This guide provides an overview of the features and navigation tools available on the home screen. ![KarmaAxis Home Screen.png](https://help.karmaaxis.com/u/karmaaxis-home-screen-xfZ3Tk.png) --- ### 1. **Main Navigation Bar (Left Sidebar)** The vertical menu on the left sidebar provides quick access to all key modules of KarmaAxis: 🔹 1. Navigation Sidebar (Left) The left-hand menu gives you structured access to the key modules of KarmaAxis, helping you manage your responsibilities, monitor team progress, and access tools with ease. - **Home** Your personalized dashboard. It shows: - My Tasks: Categorized into Due Soon, Overdue, Stuck, and Co-act (where you're a collaborator). - Delegated Tasks: Tasks assigned by you, categorized similarly, with an additional Review tab—tasks completed by others, pending your approval. - My Projects: Projects you've created or are part of. - My Karmas & Delegated Karmas: Parallel to tasks—Karmas you've created or been assigned to, and Karmas you've assigned to others. - **Tasks** A comprehensive view of task activity across: - Your Tasks - Delegated Tasks - Co-actor Tasks - Team Tasks - All Tasks (helpful if you're a manager or admin) - Done Tasks for reference - **Projects** Displays all structured projects you're part of. Each project can include multiple tasks, discussions, and documentation to track progress and timelines. - **Karmas** Flexible workstreams. These are not limited to one use—they can be: - Forms - Processes - Registers - Trackers Any ongoing or one-off effort that needs monitoring. - **Team** View all your team members currently on KarmaAxis. Roles, hierarchy, and responsibilities can be viewed and navigated through here. - **Contacts** Store and manage business or individual contacts. You can: - View customer history - See all tasks and Karmas tagged to a contact - Access notes, follow-ups, and linked communications -**Expenses** Log and monitor expenses related to tasks, projects, or standalone cases. Includes: - Reimbursement reports - Filtered expense history - Quick-add options for untagged expenses - **Repeats** Set up and manage recurring tasks, meetings, compliance checks, or activities. Ideal for SOPs or cyclical operations. - **Activities** View recent updates, filtered by user or module. Only data from your own hierarchy (below your role level) is visible. - **Reports** Access performance dashboards and insights. This includes: - Task and Karma statistics - Hierarchy-based overviews - Filtered progress visualizations - **Admin** (Visible only to Admin Users) Redirects to the KarmaAxis Admin Portal, where you can manage: - Company-level settings - User roles and permissions - Access controls and onboarding flows --- ### 2. **Main Dashboard (Center)** The main dashboard area is designed to give you real-time clarity and control: #### A. **My Tasks Panel (Left)**: - **My Tasks** section lists all tasks assigned to you. - The tasks are organized into categories such as: - **Due Soon**: Tasks with upcoming deadlines - **Overdue**: Tasks that have missed their deadlines. - **Stuck**: Tasks that are currently marked as "stuck," indicating a blocker or issue preventing progress. - **Co-Act**: Tasks in which you are involved as a CoActor (collaborator). - Each task displays the **task title** and the **profile image of the person assigned**. Clicking on a task will open more details about it. - Tasks that are near their deadline are shown in the **Due Soon** category, and this number is displayed on the top. #### B. **Delegated Tasks Panel (Right)**: - The **Delegated Tasks** section shows tasks that you have assigned to other people. This helps you monitor tasks that you are overseeing. - Similar to the My Tasks panel, delegated tasks are categorized by: - **Due Soon** - **Overdue** - **Stuck** - **Review**: tasks completed and awaiting your approval. - Each task shows the **name of the person** it is assigned to, with their profile picture visible. #### C. **My Projects Panel (New)**: - Displays a consolidated list of projects where you're either the creator or an active participant. #### D. **My Karmas / Delegated Karmas (Hidden/Expandable)**: - These work similarly to task panels, tracking Karmas you've been assigned or those you've assigned to others. --- ### 3. **Top Header Center** - **Date, Greeting and Status**: - Displays the current day and date. - Greets you by name (e.g., “Hello, Anil”). - Shows a status message below your name: **"You seem to be on track."** in Green when everything is on track. **"You seem to be off track. There are 2 overdue tasks."** In Red or Orange if you have overdue or stuck tasks. This feature provides real-time feedback on your task management, helping you stay on schedule. --- ### 4. **Top Navigation Bar (Right)** - **Notification Icon**: - This shows the number of pending notifications. Clicking this will open a list of updates and alerts, helping you stay informed about new assignments, task updates, and more. - **User Profile**: - Your profile image is displayed at the top right, and clicking it allows you to access the focus mode, your personal settings or log out. --- ### 5. **Floating Add (+) Button (Bottom Right)** - **Blue Circular Plus (+) Icon**: - The **plus (+) icon** in the bottom-right corner is a quick access button to add new tasks or Karmas without navigating through menus. Clicking it opens a popup for task creation, allowing you to add new assignments instantly. --- ### Mobile Layout Note On mobile devices, KarmaAxis offers the same features with a layout optimized for smaller screens. Key navigation options like **Home, Karmas, Tasks, Inbox, and More** appear in a bottom navigation bar. Tapping More reveals additional modules like **Projects, Team, Contacts, Expenses, Reports, Focus Mode and Settings**. **Fire Icon (Focus Mode)**: Clicking this icon will take you into **Focus Mode**, where only tasks that have been marked as "Focus" are visible, hiding everything else to minimize distractions. The Home screen panels (My Tasks, Delegated Tasks, and My Projects) are collapsed by default—tap the down arrow to expand and view details. All functions remain the same as desktop, just arranged for easier thumb access. ![KarmaAxis Mobile Home Screen.jpg](https://help.karmaaxis.com/u/karmaaxis-mobile-home-screen-plOrjI.jpg) ![KarmaAxis Mobile Home Screen Expanded.jpg](https://help.karmaaxis.com/u/karmaaxis-mobile-home-screen-expanded-8DRgzv.jpg) ![KarmaAxis Mobile More Menu Options.jpg](https://help.karmaaxis.com/u/karmaaxis-mobile-more-menu-options-lpUAwK.jpg) --- ### Summary: - **Navigation Sidebar**: Quickly access tasks, Karmas, team members, contacts, and expenses. - **Main Dashboard**: View and manage **My Tasks** and **Delegated Tasks**, categorized by urgency and status. - **Alerts and Notifications**: Stay informed with personalized alerts and the notification icon. - **Floating Action Button**: Easily create new tasks or projects with the plus icon. - **Fire Icon (Focus Mode)**: - Clicking this icon will take you into **Focus Mode**, where only tasks that have been marked as "Focus" are visible, hiding everything else to minimize distractions. By utilizing the features on the home screen, you can efficiently manage tasks, stay on top of deadlines, and collaborate seamlessly with your team. Tasks # Introduction to Tasks **Tasks** in KarmaAxis help you turn **ideas, responsibilities, and follow-ups into clear, trackable actions**. Whether you’re assigning work, gathering references, or noting discussion points, tasks serve as a reliable container for everything you need in one place—**no more lost details in emails or WhatsApp groups**. Each task can carry: Clear ownership (**Assignee, or Karta**) Collaborators (**CoActors**) for teamwork Attachments, links, comments, and updates Deadlines and subtasks Use tasks to simplify day-to-day work—whether part of a larger project or a standalone to-do. Say hello to streamlined task management with KarmaAxis! --- ## How to Create a Task You can create a task from multiple places in KarmaAxis. Here are several easy ways: **Top Navigation – Create Menu** - Tap the ‘+ Create’ button in the top navigation bar. - From the dropdown, select ‘Task’. **Floating Button (Bottom Right)** - Tap the blue ‘+’ icon at the bottom-right corner of the screen (available on Home and Task pages). - This opens a new task form instantly. **List View – My Tasks Page (Top Bar Input)** - Navigate to the My Tasks page in List View. - Type your task name into the input field at the top (“Describe what needs to be done”). - Click ‘Add Task’ to save it. **Quick Add Task (Inside Sections)** When viewing tasks by Heading, Assigned To in My Tasks or Assigned To in Delegated Tasks or All Tasks: - Tap the ‘Quick Add Task’ button under that heading or user group. - Enter the task name and save. **Inside a Karma** - Go to the Karma. - In the Tasks section, tap the ‘+’ icon. - You’ll see Quick Add Task buttons below a Karma member. - Just describe the task and tap Create. **Left Sidebar (Task Shortcut)** - On the left sidebar, hover over ‘Tasks’ and tap the small ‘+’ icon next to it. - This opens the Task Creation screen directly. --- ## Assign a Task Every task in KarmaAxis has one person who is fully accountable / responsible for it, called the **Assignee** (or **Karta**). But you can also include other team members as **CoActors**. Here's how it works: - The **Assignee** is the primary person responsible for completing the task. - The task **Creator**, **Assignee**, and any **CoActor** can all view the task. - The task **Creator** and **Assignee** can edit all aspects of the task. - **CoActor** can add or complete subtasks, post messages, and attach files or expenses. - All **CoActors** get notifications whenever updates are made to the task. Tasks assigned to you will show up in your **My Tasks** section. Tasks where you are listed as a **CoActor** will appear in your **Co-Act Tasks** section. To assign or reassign a task, follow these steps: #### Assigning a Task: 1. When creating a new task, click on the **"Assigned to"** field. 2. From there, either select a person from the dropdown menu or type their name to find and choose them. #### Reassigning a Task: 1. Once a task has been created, click the current **Assignee's** profile icon (thumbnail) at the top left. 2. You'll see fields to select a new **Karta**, add a reason for the change, and click **Update Karta** to confirm. --- ### TL;DR: Use tasks to turn thoughts into action. Add tasks easily, assign responsibly, and keep your team in sync without chaos. # New Task Creation Creating a task in KarmaAxis is now faster and cleaner, thanks to a simplified interface that focuses on what matters most first — and lets you expand for more only when needed. Follow these steps to ensure that tasks are created efficiently and with all necessary details: --- ## Basic Task Creation (Default View) ### Step-by-Step Process: **1. Open the Create Task Interface** The task creation interface allows you to fill out important information related to the task. You’ll see several fields that need to be completed based on the task's nature. ![Task Creation Basic.png](https://help.karmaaxis.com/u/task-creation-basic-ER39Rk.png) **2. Describe What Needs to Be Done** In this field, provide a clear and concise description or main action of the task. Be direct - this shows up everywhere, and ensures that the person assigned to it (which may be yourself) knows exactly what needs to be accomplished. **3. Notes** Add any additional notes or descriptions in this section. This is useful for providing more context or specific instructions related to the task that might not fit in the “Describe what needs to be done” field. **4. Assigned To** **Default:** Leave blank if you are the one responsible for the task. **Assign to another:** Click the field to assign the task to another team member or individual. A dropdown should appear, allowing you to select the appropriate assignee. **5. Set Due Date** There are four options available for setting the due date of the task: **Today:** Select if the task needs to be completed by the end of the current day. **Tomorrow:** Choose if the task must be completed by the following day. **Set Date:** Click this option to manually select a specific date using a calendar picker. **Someday:** If the task does not have a specific deadline, you can use this option, allowing it to remain as a future or less urgent task. ## Advanced Task Options ![Task Creation Advanced.png](https://help.karmaaxis.com/u/task-creation-advanced-3YNrvf.png) **6. For Contact** This option allows you to link the task to a particular contact. You can associate the task with a person by clicking the field, which opens a list of available contacts from which you can choose. Helpful for: - Sales or Sales follow-up - Support Tasks - Field Visit Notes **7. Heading** Type in this field to categorize the task under a specific heading or list. This could be useful for organizing tasks into broader categories like: - Onboarding - Marketing - Backend Fixes - Payment Follow-ups Headings help organize your task list visually. **8. Karma** Attach the task to a specific Karma (custom form, process, or register). It will now show inside that Karma’s task panel. This could help you track the task's relevance to a larger initiative. **9. Tags** Use tags to label the task with keywords or phrases that are relevant. This helps in searching and filtering tasks later. Use consistent tags across your team (e.g., “Urgent”, “Billing”, “Sales”). **10. Add Task** Once all the relevant fields are completed, click the Add Task button to save and create the task. **11. Cancel Task Creation** If you decide not to proceed with creating the task, click the Cancel button to close the interface without saving any changes. --- ### Key Notes: Make sure to be as specific as possible when describing tasks to ensure clarity. Use due dates, headings, tags, and notes to improve organization and tracking. Karma linking and task assignment help with task delegation and prioritization. # Overview of the Task Screen Once a task is created in KarmaAxis, clicking on it opens the **Task Panel** — a powerful workspace to manage every aspect of the task. This panel is designed for **clarity, focus, and collaboration**, combining everything you need into a single, flexible layout. Once you've created a task, the task panel opens as a popup, divided into two main sections: **Task Details** (left) and **Task Components** (right). ![Task Panel.png](https://help.karmaaxis.com/u/task-panel-yVzGvl.png) However, on mobile, the layout is rearranged for ease of use: - Tabs like Task, Messages, Activity, and Expenses appear horizontally. - Task details stack vertically for better scrolling. - Long press or tap the assignee/profile icons to manage people involved. This ensures easy navigation and viewing on smaller screens. ![Task Panel Mobile.PNG](https://help.karmaaxis.com/u/task-panel-mobile-E4Oznt.png) --- ## Left Side: Task Details This section provides detailed information about the task, such as the task name, priority, status, and sub-tasks. Here's a breakdown of each element: **1. Assignee & Co-Actors** In the top-left corner, you can see a **thumbnail** of the **Assignee** (the person responsible for completing the task). If there are **Co-Actors** (team members involved), they are indicated by a **+ number** next to the Assignee's thumbnail. For example, "+2" means two additional people are collaborating on the task. **2. Priority Level** Next to the assignee's thumbnail, you’ll find the Priority of the task using colour coded arrows. Priority levels help indicate the urgency of the task: **- High - Medium - Normal - Low.** ![IMG_555A8F5A87C6-1.jpeg](https://help.karmaaxis.com/u/img_555a8f5a87c6-1-NIpNTi.jpeg) **3. Task Status** Beside the priority, the Task Status is displayed. This shows the current progress of the task, and the status can be: **- To-Do: The task has not been started yet. - Doing: The task is in progress. - Stuck: The task has encountered an obstacle. - Done: The task is complete.** ![Screenshot 2024-09-05 at 9.12.04 PM.jpeg](https://help.karmaaxis.com/u/screenshot-2024-09-05-at-9-12-04-pm-yQo8K7.jpeg) **4. Task Name & Completion** Below the priority and status, you’ll see the Task Name. This is the title or description of the task. Clicking the checkbox next to the task name will mark the task as done. Once checked, the task is considered done and moves to a “Done” status. **5. Notes** This section allows you to add any additional notes related to the task. It’s a great place to provide context or detailed instructions that the team might need. **6. Sub-Tasks** Below the notes, you’ll find the Sub-tasks section. You can create smaller steps by typing them in the field labeled “Type and press enter to add sub-task”. These subtasks help break down larger tasks into more manageable steps. Sub-tasks can be individually marked as completed. **7. View More: Advanced Task Details** By default, the task panel shows only the most essential fields to keep things clean and focused. To access additional information, click the “View more” button at the top of the task. This will reveal optional fields such as: **Heading** – Group the task under a custom list. **For Contact** – Link the task to a specific client or vendor. **Karma** – Connect the task to a larger project or process. **Tags** – Add labels for quick filtering and search. Click **“View less”** to collapse the panel back to its simplified view. This toggle keeps your task view streamlined while allowing advanced users to manage richer data when needed. --- ### People Section - Assigning and Collaborating on Tasks The **People section** in Tasks is designed to manage and display all the individuals involved in a specific task. This tab helps you see who is responsible for the task, who created it, and who else is collaborating on it. Clear visibility of participants ensures accountability and smooth teamwork. Here's a breakdown of what each section in the People Tab is meant for: --- **- Creator:** This section shows the **Creator** of the task—the person who initially created the task. The creator cannot be changed. This information helps track who initiated the task. In the image, **Anil Mohta** is the task creator, and the task was added on **5 Sep 24**. **- Karta/Assigned to:** This section shows the **Karta** (also known as the **Assignee**), who is the primary person responsible for completing the task. The Assignee’s name and profile picture are displayed here. If you need to change the assignee, you can do so from this section (depending on your permissions). In the image, the task is assigned to **Anil Mohta**. To assign or reassign the Karta: - Click the current assignee’s name or profile picture. - A reassignment panel will open. - Select a new assignee from the dropdown. - Enter a brief reason for the change (mandatory for transparency). - Click *Update Karta* to confirm. This process ensures that task ownership remains clear and changes are well-documented. ![Task Karta - Assigned To.png](https://help.karmaaxis.com/u/task-karta-assigned-to-bRpvMu.png) **- Co-actors:** Co-actors are additional collaborators on the task who support the Assignee / Karta in completing the task. Their names and profile pictures are displayed in this section. Each Co-actor can contribute to the task by adding comments, completing subtasks, or attaching files. To add Co-actors: - Click the Co-actor icon (e.g., "+2"). - Select one or more users from the dropdown list. To remove a Co-actor: - Click the trash icon next to their name. Note: Co-actors cannot edit core task details (like due date, tags, or assignment) but are fully involved in execution. In the image, **Priya Patel** and **Rajesh Kumar** are listed as Co-Actors. ![Task CoActor.png](https://help.karmaaxis.com/u/task-coactor-FX2CBn.png) --- ### Purpose of the People Tab: **View Participants:** Quickly see who is involved in the task, including the creator, assignee, and any collaborators. **Manage Participants:** Easily add or remove people from the task as needed. This helps ensure the right team members are involved at all times. **Track Responsibility:** By clearly identifying the task's assignee and co-actors, you can track who is responsible for different aspects of the task and ensure accountability. This tab is essential for understanding who is responsible for the task and who can contribute to its completion, making it easy to delegate and track work. --- ### Messages Tab - Communicate Clearly Within the Task The **Messages Tab** is your dedicated space for all task-related communication. Whether you’re coordinating updates, clarifying instructions, or sharing files, this tab keeps your entire conversation organized and accessible — right where the work is happening. Here's a breakdown of how to use the Messages Tab effectively: Key Features of the Messages Tab: **1. Task Discussion** - All messages posted by task collaborators appear here in a threaded format. - Each message includes the sender's name and the time and date it was posted, making it easy to track conversations chronologically. **2. Posting a New Message** - At the bottom of the Messages Tab, you’ll see a message input box labeled **"Type your message"**. You can use this field to post updates, ask questions, or give feedback on the task. - Type your message in the box, and click the **send icon** (paper plane / arrow) to post it. **3. Adding Files, Photos & Links** - Click the **plus icon (+)** located next to the message box to open attachment options. A small dropdown will appear, giving you four options: - **Photos:** Select this option to upload images related to the task. - **Documents:** Choose this to attach important files, reports, or reference materials. - **Link:** Paste a URL (e.g. Google Drive, Notion, website) Note: YouTube links auto-embed and play directly within the chat. - **Location:** Share your current location when relevant (useful for on-field teams) - Once added, the file or link appears directly within the conversation thread — making it easy for others to access without switching tabs or tools. ![Task Messages.PNG](https://help.karmaaxis.com/u/task-messages-4f2iGU.png) --- ### Why Use the Messages Tab: **Centralized Communication:** No more scattered updates across emails, WhatsApp, or calls. Everything is right inside the task where it belongs. **Built-in Context:** Discuss and share updates with the task itself, so no one loses sight of the big picture. **Effortless File Sharing:** Share relevant attachments and access them anytime — no hunting through inboxes. **Real-Time Updates:** Instantly inform your team and get notified when someone responds or uploads new content. **Threaded, Time-Stamped Conversations**: All conversations appear in a clean, chronological flow — helping you track progress and decisions. No need to dig through emails or chats to find what someone said — it’s all here. Using the Messages Tab ensures that communication remains organized and that all necessary files are available in a single, accessible space. --- ### View More — Additional Fields for Deeper Task Context The **View More** panel in the task screen offers additional fields that help you add structure and context to your tasks. These fields don’t always need to be filled out, but they’re valuable for organizing tasks within larger workstreams, tagging stakeholders, and improving reporting. To access these options, click or tap the **"View More"** button inside any task panel. However, **Co-Actors** can only view the content in this tab and cannot make changes or access any clickable options. Here's a breakdown of the fields and their uses: --- ### Fields in the View More Panel: #### 1. **Heading** - This field allows you to categorize the task under a shared **heading** to group similar items together. - To change or create a heading, type a new name or select from existing ones. Use headings like **“Design,” “Operations,” or “Sales Follow-ups”** to improve task visibility. - Headings are used to group tasks and are visible in both list and board views, providing a structured way to segment and filter your work. #### 2. **For Contact** - You can link a task to a **contact** related to this task. This could be a client, customer, vendor, or any other relevant individual. This allows for clearer responsiblity and traceability. - To assign a contact, click the field labeled "click to assign," and choose from a list of available contacts. - Once tagged, you’ll be able to see all tasks linked to that contact from their profile in the Contacts module. #### 3. **Karma** - **Karma** refers to a larger initiative, form, or process your task is a part of. - If this task contributes to a broader Karma (e.g., an SOP, sales cycle, or internal review), you can link it here. - Click the field and choose from existing Karma records to establish the connection. #### 4. **Tags** - Tags make it easier to filter, find, and report on tasks across categories. - Add one or more descriptive labels like “Urgent,” “Finance,” or “UI Bug.” - Click “add more” to include additional tags. - Remove a tag anytime by clicking the “X” beside it. #### 5. **Update Button** - After making changes to the Heading, Contact, Karma, or Tags, click the **Update** button to save those changes. ![Task Panel View More.png](https://help.karmaaxis.com/u/task-panel-view-more-cDpnf3.png) --- ### Key Note for Co-Actors: - **View-Only Access**: Co-Actors cannot make changes to any of the fields in the Links Tab. They can view the information provided but won't have clickable options for modification. --- ### Why Use The View More Panel?: - **Enhanced Context:** Link tasks to customers, projects, or categories to provide clarity. - **Smarter Organization:** Use tags and headings to streamline filters and reporting. - **Cross-Module Visibility:** Connecting to Contacts and Karma ensures the task shows up where it matters. - This tab is an essential tool for keeping tasks organized, linked to relevant data, and easily trackable, especially when managing multiple projects or goals. --- ### Due Date: The **Due Date** section lets you schedule when a task is expected to be completed. Setting a due date helps prioritize work and ensures everyone stays aligned on deadlines. When no date is selected, a grey calendar icon is shown as a placeholder. Once a date is assigned, it appears clearly beside the calendar icon for quick reference. You can choose from the following options: **Today** – Assigns the current date as the deadline. **Tomorrow** – Sets the next calendar day as the due date. **Set Date** – Opens a calendar picker so you can choose any specific future date. **Someday** – Use this for tasks that don’t have a strict deadline yet but should remain visible for future planning. Setting appropriate due dates is essential for task prioritization, reminders, and reporting across KarmaAxis. #### Editing the Due Date - To change the due date, click the **current due date or calendor icon**. - When modifying the due date, you will be required to provide a **reason** for the change. This helps ensure transparency and accountability for any date adjustments. ![Task Due Date.png](https://help.karmaaxis.com/u/task-due-date-Y4NjMz.png) --- ### Future Features: In upcoming updates, users will be able to manually enter the **start and end times** for tasks. This feature will allow you to track how much time each stakeholder (such as the Assignee or Co-Actors) is spending on the task. This can be especially useful for managing task efficiency and workload distribution. --- ### Key Points: - **View-Only for Co-Actors**: Co-Actors cannot change the due date or time-related details, but they can view the information. - **Reason for Changes**: Any modifications to the due date will require a reason, which is important for task management and communication. - **Future Time Tracking**: The ability to track actual time spent on tasks will be added in future updates, enhancing task management and accountability. This tab is crucial for keeping tasks on schedule and tracking progress, ensuring that all stakeholders are aware of important deadlines and how time is managed across the team. --- ### User Guide: Expenses Tab in Tasks The **Expenses Tab** in KarmaAxis is designed to track any expenses related to the task. This feature allows you to log, categorize, and manage costs efficiently. Here’s a breakdown of how to use the Expenses Tab, and the steps involved in adding an expense. --- ### How to Use the Expenses Tab: #### 1. **Add Expense** - When no expenses have been added, you’ll see a message that says "No expense entries found." - To add a new expense, click the **Add Expense** button. This opens a popup window where you can input the expense details. ![Task Expenses.png](https://help.karmaaxis.com/u/task-expenses-MLrnKN.png) --- ### Adding an Expense: Once you tap **Add Expense**, a popup will appear with various fields to be filled out. Below is a guide to each field: #### 2. **Expense Type** - Choose the **Expense Type** from a dropdown menu. The expense types are predefined by the admin and could include categories such as travel, office supplies, client meetings, etc. #### 3. **Paid Through/By** - The **Paid Through** field specifies how the expense was paid. By default, this field includes three options: - **Bank**: Paid directly through a bank transfer. - **Petty Cash**: Paid using small cash available for immediate needs. - **Personal**: Paid by the employee using personal funds. #### 4. **Amount** - Enter the amount spent on the expense in this field. #### 5. **Notes or Narration** - Add any relevant notes to describe the expense. This could include the purpose of the expense, who it was for, or any additional context. ![Add Expenses.png](https://help.karmaaxis.com/u/add-expenses-WQs7fp.png) --- ### Advanced Expense Details: Clicking on **More Details** during the expense entry process reveals additional fields: #### 6. **For Contact** - Assign the expense to a specific **Contact** if it was incurred for a particular client or customer. For example, this could be an expense chargeable to the client or one incurred while working for or pursuing the client. #### 7. **Vendor** - Choose the **Vendor** from whom the expense was incurred. This helps in tracking which suppliers or service providers were involved in the transaction. #### 8. **Karma** - Link the expense to a **Karma** if applicable. If the task was created from within a Karma, this field will be auto-filled. If not, you can manually associate the expense with a relevant Karma. #### 9. **Tags** - Add **Tags** to categorize the expense for easier tracking and filtering later. Tags could be used to group similar types of expenses or relate them to specific projects. #### 10. **Receipt Upload** - There is an option to **upload a receipt** for the expense. You can click the **Upload** button and attach a scanned image or document of the receipt for proper documentation. ![Expenses More Details.png](https://help.karmaaxis.com/u/expenses-more-details-xRQl39.png) --- ### Booking and Splitting Expenses: #### 11. **Booked for / Split Between** - Expenses can be booked for yourself or on behalf of another stakeholder of the task. Additionally, expenses can be split equally between some or all stakeholders. For example, when sharing a cab, you can divide the cost between team members. - To choose the stakeholders involved, click the plus icon (+) in the "Booked for / Split between" line. This allows you to select who the expense should be assigned to or split between, ensuring better visibility into how much was spent by whom. --- ### Completing the Expense Entry: Once all the necessary information has been filled out, click **Add Expense** to save the entry. The expense will now be recorded in the Expenses Tab, and can be reviewed, edited, or deleted as necessary. --- ### Summary: - **Add an Expense**: Easily log and track expenses related to the task. - **Categorize Expenses**: Use the expense type, paid through, and contact/vendor fields to organize your expenses. - **Attach Receipts**: Upload receipts to maintain proper records and transparency. - **Link to Karma**: Automatically or manually associate expenses with Karma, providing further context. By keeping expenses organized within the task, you can manage costs, ensure accountability, and provide detailed records for both internal use and client billing. --- ### User Guide: Activity Tab in Tasks The **Activity Tab** in KarmaAxis is designed to provide a chronological log of all actions and updates made within a task. This helps track the progress, changes, and contributions made by different team members. Here’s how to use and understand the Activity Tab: --- ### Key Features of the Activity Tab: #### 1. **Timeline of Actions** - The Activity Tab displays a **timeline** of everything that has been done in the task. Each action is marked by the person who performed it, along with the date. - For example, actions such as task creation, due date changes, adding co-actors, or creating subtasks are all recorded here. #### 2. **Detailed Entries** - Each entry in the timeline includes: - **Action**: Describes what change or addition was made, such as adding a subtask or changing the due date. - **User**: Shows the name and profile picture of the person who made the update. - **Date**: The date the action was performed is displayed next to the entry. #### 3. **Examples of Recorded Activities** - **Task Created**: When a new task is created, it will show who created it and when. - **Co-Actor Added**: If a co-actor is added to the task, it will reflect the name of the new co-actor and the date they were added. - **Subtasks Added**: Subtasks created or edited will be listed here with details about the action. - **Due Date Changes**: Any changes to the due date will be logged here, along with the person who made the change. ![Activity Tab.png](https://help.karmaaxis.com/u/activity-tab-tGvjLH.png) --- ### Benefits of the Activity Tab: - **Transparency**: The Activity Tab provides a full record of all changes, making it easy to see who did what and when. - **Accountability**: Team members are accountable for their actions within the task, as every update is recorded. - **Progress Tracking**: It allows you to monitor how the task is progressing, ensuring that nothing is missed and all important actions are documented. --- ### How to Use It: - Navigate through the timeline to view all **past actions** and **recent updates**. - Use it to keep everyone on the same page regarding the task’s progress and history. - As actions accumulate, the Activity Tab serves as a full log of the task’s evolution from start to completion. This tab is essential for maintaining visibility and ensuring that every change or addition is tracked in real-time, fostering effective task management and teamwork. --- ### User Guide: Three-Dot Menu in Task Pane The **Three-Dot Menu** in the top bar of the task pane offers quick-access tools to manage any task with ease. Whether you want to prioritize a task, reuse it, set up recurring schedules, or remove it, this menu centralizes essential functions in one place. Here’s a detailed guide on how to use each option available in this menu. --- ### 1. Add to Focus - **Purpose:** When you select **Add to Focus**, the task will be moved to a special **Focus Mode**. This is useful for tasks that require immediate or concentrated attention. - **Focus Mode:** Click your profile icon in the top-right navigation bar, then select **Focus Mode**. **Focus Mode Behaviour:** - Only tasks marked as "Focus" will be visible. - All other options and tasks from the main screen will be temporarily hidden, reducing distractions and helping you concentrate on the most important tasks. - **Benefit**: Ideal for deep work or urgent tasks where undivided attention is needed. ### 2. Repeat Task - **Purpose:** Enables you to set the task as recurring on a schedule you define. - **Repetition Options:** - **Once:** For scheduled one-time tasks. - **Daily:** Repeats every day. - **Weekly:** Choose one or more days (e.g., Monday, Wednesday). - **Monthly:** Choose one or more specific dates (e.g., 1st, 15th). - **Yearly:** Choose one or more months, and select common dates across them. - **End Conditions (Optional):**Define an end date for the recurrence. OR set a maximum number of occurrences. - **Benefit:** Great for automating regular follow-ups, reviews, check-ins, and reminders. ### 3. Copy Task - **Purpose**: Selecting **Copy Task** duplicates the current task, creating an identical copy. - **Use Case**: This is especially helpful when you need to replicate tasks for similar assignments or projects without having to re-enter all the details. - **Customization**: Once copied, you can edit the duplicated task as needed without affecting the original task. ### 4. Delete Task - **Purpose**: The **Delete Task** option allows you to permanently remove a task from KarmaAxis. - **Warning**: Once deleted, the task and all related information, including subtasks and attachments, will be gone. Use this option carefully to avoid losing important data. - **Use Case**: Ideal for tasks that are no longer relevant or were created by mistake. ![More Settings - Focus.png](https://help.karmaaxis.com/u/more-settings-focus-cG0hJx.png) --- ### How to Access the Three-Dot Menu: 1. Open any task in KarmaAxis. 2. Click the **three-dot icon** located in the top-right corner of the task pane. 3. A dropdown menu will appear with the following options: - Add to Focus - Repeat Task - Copy Task - Delete Task --- ### Summary: - **Add to Focus:** Moves the task to Focus Mode, where only selected tasks are visible for enhanced focus. - **Repeat Task:** Automate recurring task schedules across days, weeks, months, or years. - **Copy Task:** Duplicates the task, making it easier to reuse task templates or repeat similar assignments. - **Delete Task:** Permanently removes the task from KarmaAxis, deleting all associated details and attachments. This menu provides quick and essential task management features to streamline your workflow and help prioritize your most important tasks. # Task Buckets and Views in KarmaAxis The **Task Section** in KarmaAxis is designed to help you manage your workload effortlessly, whether you're tracking your own tasks, overseeing a team, or collaborating with others. To make navigation and prioritization intuitive, KarmaAxis organizes tasks into **Task Buckets** and provides flexible **View By** options and **Visual Layout Modes**. --- ### Task Buckets: #### 1. **My Tasks** - **What it shows:** All tasks **assigned to you**. - **When to use:** Use this to plan your day or week and manage what’s on your plate. - **Key Features:** - Organized by urgency: Overdue, Due Soon, etc. - Quick Add Task available when viewing by Heading, letting you instantly add new tasks under specific categories. --- #### 2. **Delegated Tasks** - **What it shows:** Tasks that you have **assigned to others**. - **When to use:** Ideal for team leads or anyone delegating work. Use this when you want to monitor the tasks you have assigned to other team members and ensure deadlines are being met. - **Key Features:** - Tracks who’s responsible and their task statuses. - Quick Add Task available when viewing by Assigned To. --- #### 3. **Co-act Tasks** - **What it shows:** Tasks where you are a **Co-Actor**, i.e., collaborating without being the main assignee. - **When to use:** Stay informed and contribute effectively to shared work. - **Key Features:** - Displays all tasks where you support someone else. - Shows collaborators and your role clearly. --- #### 4. **Team Tasks** - **What it shows:** Displays all tasks that belong to your **team**, providing an overview of all ongoing work. - **When to use:** Great for team managers or anyone wanting a bird’s-eye view of ongoing work or ensure no task is falling behind. - **Key Features:** - Tasks grouped by team member. - Quick Add Task available by Assigned To for easy delegation. --- #### 5. **All Tasks** - **What it shows:** Provides an overview of **all tasks** associated with you, whether they are assigned to you, delegated by you, or you are a Co-Actor. - **When to Use:** This is useful when you want a comprehensive overview of all tasks, ensuring nothing is overlooked. Perfect for full oversight or audits. - **Key Features:** - Flexible sorting and organizing to scan everything in one place. --- #### 6. **Done Tasks** - **What it shows:** Shows all tasks that have been **completed**. - **When to Use:** This is perfect for reviewing past tasks, reporting progress, or checking the completion rate of tasks. - **Key Features:** Helps understand past workload and performance. --- ### Organize By (View By Options) These options help you rearrange how tasks are displayed inside a bucket. They act like perspectives. #### 1. **Assigned To** - **Description**: Group tasks based on the person responsible for them. - **Use**: Helpful for checking tasks you have assigned to others or tasks that are assigned to a specific team member. #### 2. **Assigned By** - **Description**: Show tasks that were assigned by a specific person. - **Use**: Useful when you want to see tasks assigned by a particular manager or colleague. #### 3. **Date** - **Description**: Group tasks by their due date. - **Use**: This is ideal for prioritizing tasks based on approaching deadlines. #### 4. **Karma** - **Description**: Group tasks related to specific Karmas. - **Use**: Useful for checking task progress related to a particular process, form or initiative. #### 5. **Contact** - **Description**: Display tasks that are linked to specific contacts or clients. - **Use**: Helpful for managing client-related tasks and ensuring all deliverables are met. #### 6. **Status** - **Description**: Group tasks by their current status (e.g., to-do, stuck, doing, done). - **Use**: Great for quickly locating blocked tasks or tasks in progress to resolve issues or monitor workload. --- ### Visual Layout Modes These define how your tasks are visually displayed on the screen. Switch between them depending on how you like to work: **1. List Mode** - Clean, vertical layout for a structured, traditional task list view. - Ideal for quick scanning and bulk updates. **2. Board Mode** - A Kanban-style board that organizes tasks in columns (e.g., To-Do, In Progress, Done). - Drag-and-drop functionality for stage updates. --- ### Summary: - **My Tasks**: See tasks assigned to you. - **Delegated Tasks **: Monitor tasks you’ve assigned to others. - **Co-act Tasks**: See tasks where you are a collaborator. - **Team Tasks**: Get an overview of team tasks and individual member responsibilities. - **All Tasks**: A complete list of all tasks you are involved in. - **Done Tasks**: Review completed tasks. Each bucket and view provides flexibility and ease in managing tasks, helping you focus on what’s important, whether it’s upcoming deadlines, stuck tasks, or team progress. # Quick Add Task Feature in KarmaAxis The **Quick Add Task** feature allows you to rapidly create and assign tasks without leaving your current view. It is context-aware—available only in specific Task Buckets and when using particular Organize By options. This makes it easy to stay focused while capturing to-dos under the right person or project in real-time. --- ### Where and When it Appears: **1. My Tasks Bucket** - **Available When Organized By:** **Heading** - **How It Works:** When you organize tasks by **Heading**, a Quick Add field appears below each heading section. You can type a task title directly and hit enter to create a task under that heading. - **Why It’s Useful:** - Keeps personal tasks structured by goal, project, or topic. - Quickly offload new ideas or tasks without switching context. - Tasks are instantly assigned to you and placed under the right category. **2. Delegated Tasks Bucket** - **Available When Organized By:** **Assigned To** - **How It Works:** When you choose to organize by Assigned To, you’ll see a Quick Add box under each team member’s name. Type the task title and press enter—it will be immediately assigned to that person. - **Why It’s Useful:** - Makes delegation effortless. - Perfect for managers assigning tasks on the fly. - Keeps tasks grouped by team members, allowing for better clarity and accountability. **3. Team Tasks Bucket**: - **Available When Organized By:** **Assigned To** - **How It Works:** Similar to Delegated Tasks, organizing by Assigned To in the Team Tasks Bucket enables you to create tasks right below a team member’s group. - **Why It’s Useful:** - Helps leads and supervisors add tasks for multiple team members without opening separate panels. - Speeds up planning meetings or reviews when tasks need to be added quickly. ### Benefits of Quick Add Task **Frictionless Task Entry:** No separate modal or navigation required—just click, type, and press enter. **Context-Aware Organization:** Tasks get automatically categorized under the correct team member or heading based on your current view. **Faster Delegation and Planning:** Ideal for meetings, planning sprints, or quickly recording tasks while reviewing work. **Real-Time Visibility:** Team members receive instant updates, reducing the need for extra communication. --- Karma # Introduction to Karma Karma offers a fresh, streamlined approach to business management. Here’s a simpler breakdown of how it works: Versatile Business Management: Karma allows you to efficiently map and track various business functions including Sales, Service, Projects, HRM, Production, and more, keeping your organization on track. Karma Hub: Every "Karma," captures essential progress updates and is visible in the Karma Hub to relevant stakeholders, ensuring everyone involved can track developments seamlessly. Building the Karma Story: As tasks progress, they accumulate all related engagements, communications, documents, and financial transactions, making it easy to view the whole story without extra reporting. Insightful Analytics: Karma provides valuable insights about Karmas, users, teams, expenses, and other key business metrics. Planned Karma: This feature helps in the proactive planning and tracking of future tasks, ensuring smooth transformation from plans to actions. Holistic Impact: Karma enhances team performance at all levels by shifting focus from mere transactions to a more holistic view, reducing stress and improving decision-making and behavior. In essence, Karma equips you with a comprehensive framework to efficiently manage and sustain your business operations. Expenses # Logging an Expense The **Expense Module** in KarmaAxis allows you to efficiently record and track your expenses, whether personal, shared, or business-related. Each expense can be categorized, split between users, linked to a contact, karma (project), or vendor, and accompanied by receipts. This section guides you through the process of logging an expense and highlights the key features available. ## How to Log a New Expense **1. Click the Blue + Button** at the bottom-right corner of the **Expenses** page to open the **New Expense** form. **2. Fill in the essential fields:** - **Expense Head** (e.g., Conveyance, Meals) - **Payment Mode** (e.g., Personal, Cash, Credit Card) - **Amount** - **Booked for / Split between:** Select one or more users to split the expense evenly among. This is ideal for shared expenses (e.g., shared cab rides or group meals). **3. (Optional) Click More Details** to reveal additional fields: - **Contact:** Link the expense to a contact/client. - **Vendor:** Select or type the vendor name (e.g., Uber, SpiceJet). - **Karma:** Associate the expense with a Karma (goal, project, or department). - **Tags:** Add custom tags for better categorization. **4.** Upload the **receipt** by clicking **Attach Receipt** and selecting the file. **5.** Click **Add Expense** to save your entry. --- ## How Split Expenses Work - When you split an expense between multiple users, the amount is **divided equally**. - The full amount shows under your **reimbursement claim**, while the expense is reflected as **individual rows** (one for each user) in the **Expense Log**. - This ensures accurate allocation and audit-friendly transparency. --- ## Viewing or Editing an Expense - **Click on any row** in the **My Expense** to view or edit the expense. - You’ll see: - Basic details (e.g., expense head, amount, payment mode) - Summary fields (contact, karma, tags) if filled. - A **Show All Fields** link to reveal all editable fields. - A **Hide Blank Fields** option to simplify the view. **Note:** Expenses can only be edited or deleted within **7 days of logging**. Older entries are locked for audit integrity. --- ## Icon Indicators in Expense Log - **Receipt Attached** – Shows a paperclip icon if a receipt is uploaded. - **Linked to Contact** – Contact icon appears if associated with a contact. - **Linked to Karma** – “K” icon appears if linked to a Karma. - **Split Entry** – Each split user gets their own row in the log. --- ## When to Use Logging with More Details - **Vendor:** Ideal for supplier or service-specific expenses. - **Karma:** Track costs against ongoing projects or departments. - **Contact:** Link client-related costs directly for billing or analysis. - **Tags:** Add context like “client visit,” “site audit,” or “CSR.” This intuitive process ensures that all business and shared expenses are properly recorded, traceable, and ready for future reporting or reimbursement. # Understanding the Expense Report The **Expense Report** in KarmaAxis provides a clear, categorized summary of all expenses within a selected time period. Whether you’re an individual contributor, a manager reviewing team claims, or part of the finance department, this report helps track reimbursements, payment modes, and spend breakdowns in a structured format. --- ## How to Access the Report - Click **Expense Report** from the top-right of your **My Expenses** screen. - Use the **date range filter** and **user selector** to view a specific user’s expenses for a chosen period. - By default, it loads **your report for the current month**. --- ## Breakdown of the Expense Report **1. Expense Head Summary** - This section groups all expenses under each **expense head** (e.g., Conveyance, Meals). - It shows how much was: - **Paid by the Company** - **Paid by You (Self)** - **Paid by Others (on your behalf)** - And the **Total Amount** This gives a quick overview of how expenses were incurred and by whom. **2. Amount to be Reimbursed** A detailed breakdown of your reimbursement entitlement: **Paid by you for your expenses:** What you spent from your own funds **Paid by you for others:** If you covered someone else’s costs (e.g., team travel) **Total Qualified for Reimbursement:** Sum of both values above **Advance Given:** Advance already provided by the company (if any) **Net Amount Payable:** Final amount that the company owes you If the advance exceeds the expenses, the **Net Amount Payable** will be zero or negative. **3. Payment Modes** This section lists how the expenses were paid: - **Cash** - **Personal (by Me)** - **Personal (by Others)** Each mode shows the total spend under it, helping finance teams reconcile reimbursements with vault or petty cash disbursals. **Note:** These payment mode labels are customizable by the admin team in the backend. **4. Expense Log** A detailed table listing each individual expense entry: - **Date:** When the expense occurred - **Expense Head:** Category (e.g., Conveyance, Meals) - **Payment Mode:** How it was paid - **Logged By:** Who entered the expense - **Paid For:** Whose name it was booked under - **Receipt: ** Indicates if a receipt is attached - **With / Without Receipt:** Amount breakup by receipt status Each entry includes clickable icons: - **Paperclip** for receipts - **K Icon** for Karma linkage - **👤 Contact icon** for client/customer linkage When an expense is split between users, each user’s share appears as a separate row. --- ## Exporting Reports - You can download the expense report as **PDF or Excel** for filing, review, or accounting purposes. - This is helpful for audits, team reporting, and payroll integration. --- ## Viewing Other Users’ Reports Access depends on your role: - **Team Leaders:** Can view expenses of their direct reports. - **Top-Level Admins / CXOs:** Can view all user reports across the organization. - **Finance Roles:** If given report access, they can see reports for entry into accounting systems. --- ## Summary The Expense Report simplifies reimbursement tracking, helps teams stay transparent, and ensures finance teams have all the details they need in one place. It is built to scale from individual reporting to team- and organization-wide reviews. # Manager Access & Reports In KarmaAxis, managers and senior roles are provided with extended access to view and oversee expense submissions across their teams or the organization. This feature helps streamline approvals, ensure accountability, and support financial planning. --- ## Access Based on Role: **1. Team Managers / Reporting Heads** - **Access:** Can view expenses submitted by individuals who report directly to them. - **Use Case:** Useful for reviewing claims, verifying work-related expenses, and preparing for reimbursements before forwarding to accounts. **2. Top Management / Business Owners** - **Access:** Can view expenses submitted by any team member across the organization. - **Use Case:** Enables company-wide financial oversight, helps identify spending trends, and ensures budget adherence. **3. Accounts / Finance Role** - **Access:** Can be granted visibility into all expenses, including breakdowns by user, expense head, vendor, contact, karma, and more. - **Use Case:** Essential for integrating expenses into accounting systems, verifying claims, and preparing reports for audits or reimbursement cycles. --- ## Expense Report Features for Managers: - **Filter by Timeframe:** Reports default to the current month but can be filtered by past months or custom date ranges. - **Breakdown by Expense Head:** Easily see how much was spent under each category (e.g., Travel, Meals, Supplies). - **Breakdown by Payer:** - **Employee Paid:** Out-of-pocket expenses by the team member - **Paid by Colleague:** Expenses shared or paid on behalf of another user - **Company Paid:** Direct company transactions - **Reimbursement Summary:** - Displays amount to be reimbursed to each employee - Accounts for any advance received and shows net payable Attachment Status:Shows how many expenses were submitted with receipts vs. without - **Export Options:** Generate reports in **PDF** or **Excel** format for sharing, analysis, or record-keeping. --- ## Permissions & Control: - Expense viewing rights are **role-based** and controlled via the Admin Panel. - Managers cannot edit another user’s expense, but can **view details, receipts, and reimbursement status**. - If required, specific roles (such as a finance associate) can be granted custom access without full admin privileges. --- ## Summary - Managers can track team expenses without needing to request reports manually. - Reports are structured for clarity and can be exported for offline use. - Access controls ensure privacy and data security while supporting efficient financial workflows. Here’s a detailed user guide explaining the features, views, and filters of the Expenses section, based on the images provided: ### **1. Dashboard Overview:** When you enter the Expenses tab in KarmaAxis, you are presented with a comprehensive view of all your expenses categorized by various filters like vaults, type, karma, users, contacts, and vendors. This gives a quick snapshot of how money is being spent within the system. #### **Key Sections:** - **Total Expenses:** Displays the total amount spent within the selected time frame. - **Expenses by Vaults:** Shows how expenses are distributed across different vaults (e.g., Bank, Cash, Personal, UPI, GPay). Each vault represents a payment method or account through which expenses have been made. The bars help you visualize which vaults are used the most. - **Expenses by Type:** Breaks down the expenses based on their types (e.g., Cleaning & Maintenance, Conveyance). This helps in understanding the category of expenses you're incurring. - **Expenses by Karma:** Tracks the expenses based on different Karmas (projects or key areas). This allows you to know how much is being spent on specific projects or initiatives. - **Expenses by Users:** Shows how much each user has spent, giving a clear idea of who is responsible for the expenses. - **Expenses by Contacts & Vendors:** Shows expenses tagged to particular contacts or vendors, which are crucial for managing project-related or client-related expenses. ### **2. Undefined Status:** Any section with "Undefined" means that the expenses haven't been tagged to a specific vendor, karma, user, or contact. This can happen if the tagging was not done during the expense entry process. Undefined expenses should ideally be categorized later for better tracking and accounting. ### **3. Drill-Down Approach:** - **Clicking on the Bars:** You can click on any section of the dashboard, for instance, a specific vault or expense type. This action drills down into a filtered view. - **Example:** Clicking on "Bank" in the "Expenses by Vaults" will expand only the Bank category, while collapsing others like Cash, GPay, UPI. You will then see the transactions specific to the bank. - **Further Drill-Down:** You can further drill into specific dates and transactions under each vault or type, enabling detailed tracking of individual expenses. ### **4. Filters:** On the top-right corner of the dashboard, you can adjust filters to change the time frame and categorization: - **Time Frame Filter:** The default time frame for viewing expenses can be adjusted. For example, 1st September 2024 to 11th September 2024. You can select any time range as needed. - **Expense Categorization Filter:** You can filter expenses based on various criteria like: - **Month** - **Expense Type** - **Paid Using (Vault)** - **Contact** - **Vendor** - **Karma** - **User** - **Amount** These filters help narrow down your expenses to exactly what you're looking for. For instance, selecting “Paid using” and then “Bank” will show all expenses made through the bank vault only. ### **5. Expense Details View:** - **Expand Details:** Clicking on a specific expense from the drill-down will display more details like the date, vendor, contact, karma, and tags related to the expense. - **Edit Expense:** You can edit specific expenses to add missing details such as receipts, contacts, vendors, or karma. In cases where the expense cannot be edited, you will see a notification indicating so. ### **6. Expenses Booked by Me & For Me:** - **Expenses Booked by Me:** Displays all the expenses that the user has personally booked. They are categorized by the amounts and vaults (e.g., 0-200, 201-500, Bank, Cash). - **Expenses for Me:** Shows the expenses that have been booked on your behalf by other users. This section helps track the expenses made by other stakeholders but related to your tasks or responsibilities. #### **Filtering by Vault:** - When viewing the "Expenses by Vault," clicking a specific vault like Bank will filter and show only expenses booked under that vault. You can further explore each transaction listed under this category, along with details like expense type, vendor, etc. ### **Conclusion:** The Expense Dashboard in KarmaAxis offers a highly visual and organized view of where money is being spent, allowing users to manage, categorize, and analyze their expenses easily. Drill-down functionality combined with detailed filters ensures that you can access specific data quickly and make informed financial decisions for your projects and tasks. # **Expenses Dashboard** The **Expenses Dashboard** in KarmaAxis provides a comprehensive overview of all tracked expenses, presented in various categories for easy analysis and reporting. Each section of the dashboard is designed to help users understand where and how money is being spent, and it can be filtered by date using the date filter icon at the top right. Here’s a breakdown of the different sections of the **Expenses Dashboard** and how to interpret the data: --- #### **1. Total Expenses:** - This section at the top provides the **total amount of expenses** incurred within the selected date range. - The total combines all expenses from different categories, including vaults, types, karmas, and more. --- #### **2. Expenses by Vaults:** - **Definition**: A "Vault" represents the mode of payment or the funding source for the expenses. - **Interpretation**: This section shows the breakdown of expenses by the **vault** used, such as **Bank**, **Cash**, **Personal**, or other payment methods as specified in the admin portal. - **Example**: In the image above, most expenses were made via the **Bank** vault (₹2,000), followed by **Cash** (₹1,240), and so on. --- #### **3. Expenses by Type:** - **Definition**: Expense types categorize expenses based on the nature of the spending (e.g., **Cleaning & Maintenance**, **Conveyance**, etc.). - **Interpretation**: This section provides a breakdown of expenses by their types, giving insights into where money is being spent the most. - **Example**: In the image, the majority of the expenses (₹3,725) were for **Cleaning & Maintenance**, and a smaller amount (₹200) was for **Conveyance**. --- #### **4. Expenses by Karma:** - **Definition**: A "Karma" refers to a specific project or goal under which the expense is categorized. - **Interpretation**: This section lists the expenses incurred for each Karma. It helps track how much has been spent on different projects or initiatives. - **Example**: In the image, expenses under **Accounts** Karma amounted to ₹2,165, while ₹1,760 is under **Undefined** (meaning they haven’t been tagged to any specific Karma). --- #### **5. Expenses by Users:** - **Definition**: This section tracks expenses based on the user or team member responsible for the expense. - **Interpretation**: It shows how much money each user has spent within the specified date range, offering insights into individual expenditures. - **Example**: In this case, **Baljinder Singh** is the only user who has recorded expenses, totaling ₹3,925. --- #### **6. Expenses by Contacts:** - **Definition**: "Contacts" refer to external entities (e.g., clients or partners) related to the expenses. - **Interpretation**: This section shows the expenses related to different contacts, helping track client or partner-related spending. - **Example**: Here, the expenses are listed under **Undefined**, which means the expenses haven’t been tagged to any specific contact. --- #### **7. Expenses by Vendors:** - **Definition**: A "Vendor" is a supplier or service provider from whom the expense was incurred. - **Interpretation**: This section tracks the expenses made to specific vendors, helping you monitor how much money is spent with different suppliers. - **Example**: In the image, the expenses are shown as **Undefined**, meaning they have not been tagged to any vendor. --- ### **Note on "Undefined"**: - **Undefined** means that the expense has not been tagged to a specific category, such as **Karma**, **Vendor**, or **Contact**. - To organize these expenses properly, users need to go back and update the expense details to assign the correct Karma, vendor, or contact where applicable. --- ### **Additional Features**: - **Date Range Filter**: At the top right, there is a **date filter icon**, allowing you to adjust the time period for which the expenses are displayed. This is useful for generating expense reports for specific date ranges. - **Visual Representation**: The dashboard uses **bar graphs** for easy visual comparison, helping users quickly understand where the most money is being spent. --- This dashboard provides a quick, easy-to-understand overview of your expenses, allowing you to filter, categorize, and analyze spending across different areas of your business or projects. By understanding how to use these sections effectively, you can better manage your finances and allocate resources more efficiently.