How to Create Branch Office Data in AEBAS Attendance Portal

Process Document: Office Master and Other Activities (PD-2)

Guides a Nodal Officer (Division Head) through creating a Branch Office (BO) in the Aadhaar Enabled Biometric Attendance System (AEBAS) subdomain portal.

Pre-requisites:

Obtain and activate the subdomain for the Division (As per PD-1).
Prepare an Excel sheet with basic details for all BOs, including correct latitude and longitude.

Step-by-Step Process:

1. Log in to Division Portal

2. Access Manager Master

From the dashboard, navigate to Console → Manage Master.

3. Add Branch Office as Division/Unit

Go to Manage Master → Division/Units → Add Division/Unit.
Enter the BO Facility ID as the Division/Unit name (from Column N in the Excel sheet).
Important: This name cannot be edited later. Double-check the Excel data before submitting.
Submit to add the BO. Repeat for all BOs.

4. Create Employee Designations

Go to Manage Master → Employee Designation → Add Designation.
This is a one-time process. Select designations (e.g., Branch Postmaster, Assistant Branch Postmaster, Dak Sewak) from the dropdown and submit.

5. Create Office Location

Go to Manage Master → Office Locations → Add Office Location.
Click the "Click Here" button to add a new BO detail.

6. Enter Office Location Details

Office Location Name: Enter the BO name (from Column B in Excel). For duplicate names, add the Account Office name in brackets.
Office Timings: Enter opening and closing time in HH:MM (24-hour format) from Columns E & F in Excel.
State & District: Select from the dropdown (from Columns C & D in Excel). If the district is missing, contact HD/CO.
Submit to save. Only office timings can be edited later.

7. Add Device Location (BO GPS Coordinates)

Go to Manage Master → Device Location → Add Device Location.
Device Location Name: Enter "Branch Office" (from Column J in Excel).
Office Location: Select the relevant BO from the dropdown.
GPS Latitude & Longitude: Enter the coordinates (from Columns K & L in Excel).
Submit to save. Coordinates can be updated later via the Edit button if there is a location error.

8. Set Employee Auto-Activation to "No"

Go to Manage Master → Employee Auto Activation.
Set the option to "No". This requires the Nodal Officer to manually verify and activate each GDS employee after registration for security.

9. Verify Nodal Officer Details

Go to Manage Master → Nodal Officer Details to check the current Divisional Head's information. Update it here if the Nodal Officer changes.

10. Activate Registered GDS Employees

After GDS employees register on the portal:
Go to Manage Employee → Newly Registered Employee.
Select a GDS and click Process.
Verify their details and activate them. They can only mark attendance after activation.
Activated employees will appear under Active Employees.

11. Configure Attendance Settings

Go to Face Authentication → Personal Device Configuration.
Set Geofence Enforce to "Yes".
Set other options like Only Self Attendance, Entry point change, and Attendance from other location to "No".
This configuration applies to all BOs.

12. Manage Employee Mapping and Transfers

To change a GDS's office (e.g., for leave arrangements):
Go to Manage Employee → Active Employees.
Select the GDS and click Edit.
Go to the Organization Details tab.
Change the Division/Unit and Office Location to map them to the new BO within the same division.
For transfers to another division or Rule-3 transfers, use the Transfer Out and Transfer In options.
For discharged/removed GDS, use the Block option.
Important Notes:
BO names and Facility IDs cannot be edited after creation. Double-check the Excel data.
Always set Employee Auto-Activation to "No" to manually verify GDS details.
Update GPS coordinates if the device shows a location error.

For issues, contact the NIC Service Desk at https://servicedesk.nic.in or toll-free number 1800-11-155.