Falaah Falaah AI

My Portal: Employee Self-Service

Everything an employee can do for themselves in Muin: profile, pay stubs, benefits, time off, hours, documents, expenses and tasks, with no HR ticket.

Muin’s Self-Service Profile empowers employees to manage their own information. View pay stubs, update contact details, manage emergency contacts, and set communication preferences—without waiting on HR.

Why Self-Service?

Traditional HR processes are:

  • Slow - Employees wait for HR to make simple changes
  • Error-prone - Manual data entry causes mistakes
  • Frustrating - Simple tasks require multiple emails

Self-service enables:

  • Instant updates - Changes happen immediately
  • Accuracy - Employees know their info best
  • Efficiency - HR focuses on strategic work
  • Transparency - Employees see what’s on file

My Portal at a glance

Your own screens live under Sidebar → HR → My Portal. Every one of them is about you; none of them needs an HR permission.

Screen What you do there
My Dashboard Your landing page: what is waiting on you
My Pay Your pay stubs (payslips), compensation and tax documents
My Benefits Elect or waive coverage during an enrollment window, and see what you are covered by today
My Time Off Request time off and withdraw a request you have not had decided
My Time Your hours and your timesheets
My Expenses Submit expenses and follow their approval
My Docs The documents attached to you
My Tasks Tasks assigned to you, including onboarding tasks
My Activity Your own activity record
My Team Only if people report to you

Accessing Your Profile

Your editable personal details live in Settings → Profile:

  1. Click your avatar in the top-right corner and select your profile, or
  2. Go to Settings → Profile in the sidebar, or
  3. Go to HR → My Portal → My Dashboard and open your profile from there.

HR → My Profile takes you to the same screen.

Profile Sections

Personal Information

View and edit your basic details:

Field Editable Approval Required
Display name Yes No
Preferred name Yes No
Phone number Yes No
Personal email Yes No
Address Yes Yes
Date of birth View only N/A
Employee ID View only N/A

Emergency Contacts

Manage who to contact in an emergency:

  1. Navigate to Emergency Contacts tab
  2. Click Add Contact to add a new one
  3. Enter:
    • Name
    • Relationship
    • Phone number(s)
    • Email (optional)
  4. Set Primary Contact for the main emergency contact
  5. Click Save

Profile Photo

Upload or change your photo:

  1. Click the camera icon on your avatar
  2. Select a photo from your device
  3. Crop and adjust
  4. Click Save

Photo requirements:

  • Minimum 200x200 pixels
  • Maximum 5MB
  • JPG, PNG, or GIF format
  • Professional appearance recommended

Updating Information

Making Changes

  1. Navigate to the section you want to update
  2. Click the Edit button (pencil icon)
  3. Make your changes
  4. Click Save

Approval Workflow

Some changes require approval:

Submit Change → Pending Review → Approved/Rejected
      │              │                │
   You make      HR reviews       Update applied
   the change    the change       or rejected

Changes requiring approval:

  • Legal name changes
  • Address changes (for tax purposes)
  • Bank account information
  • Emergency contact marked as primary

Changes applied immediately:

  • Phone number
  • Personal email
  • Display/preferred name
  • Communication preferences
  • Profile photo

Tracking Pending Changes

See your pending requests:

  1. Go to My Profile → Pending Changes
  2. View status of each request
  3. See expected review time
  4. Cancel if needed

Viewing Your Information

Employment Details

View (read-only) information:

Information Description
Start date When you joined
Department Your current department
Job title Current position
Manager Who you report to
Work location Office or remote
Employment type Full-time, part-time, contractor

Compensation (if enabled)

Depending on company settings, you may see:

  • Current salary/hourly rate
  • Pay frequency
  • Next pay date
  • Year-to-date earnings

My Benefits

To open it: Sidebar → HR → My Portal → My Benefits.

My benefits shows what you are covered by today, and lets you elect during an enrollment window.

To elect:

  1. Go to HR → My Portal → My Benefits.
  2. Choose a coverage level for each plan. The level is who is covered - just you, you and a spouse, you and children, or your family. The monthly cost is shown for each before you confirm.
  3. Submit. You can submit once, and change it while the window is open.

The cost you see is the cost that is stored. A later price change to the plan does not alter what you elected.

Waiving is a real choice, not skipping the form. Record it with the reason - usually coverage under a spouse’s plan - so nobody has to chase you about an unanswered enrollment. A plan shown as No cost, no coverage has nothing priced for you.

When My Benefits says no

  • “Enrollment is not open yet.” Your window has not started. The screen tells you to wait for your enrollment window to open, and to check again before the window closes.
  • “Enrollment closed before you submitted.” The window ended while you were on the page. Nothing was recorded. A qualifying life event opens a new window; it does not reopen this one.
  • “No plans are open to you in this window.” You are not eligible for anything in this window. Ask your HR team which plans you are eligible for.
  • “One of your choices was not recorded.” Part of the submission did not land. Re-open the page, check which plans show an election, and submit the missing one.
  • “Something went wrong submitting your choices.” Nothing was recorded. Press Reload my benefits and try again.

My Time Off

To open it: Sidebar → HR → My Portal → My Time Off.

  1. Press Request Time Off.
  2. Pick the Type, the Start Date and the End Date. The end date must be on or after the start date.
  3. Press Submit Request. You will see Time off request submitted.

Your requests are listed below with their status. Withdraw request cancels one you have raised; it asks you to confirm first and then says Request cancelled. A request your manager has already decided is no longer withdrawable.

Full detail on policies, balances and approvals: time off, leave and time tracking.

Documents

Viewing Your Documents

Access documents in your employee file:

  1. Go to My Profile → Documents
  2. Browse by category:
    • Offer letters
    • Tax forms
    • Policy acknowledgments
    • Certifications and licenses
    • Training certificates

Uploading Documents

Submit documents HR has requested:

  1. Go to Documents → Requests
  2. See what’s been requested
  3. Click Upload next to each item
  4. Select file and add any notes
  5. Submit for review

Tax Forms

Access tax documents:

  • W-2 forms (past years)
  • W-4 (current withholding)
  • State tax forms
  • 1099 forms (if applicable)

Security Settings

Password Management

Change your password:

  1. Go to Profile → Security
  2. Click Change Password
  3. Enter current password
  4. Enter new password (twice)
  5. Click Update

Password requirements:

  • Minimum 12 characters
  • At least one uppercase letter
  • At least one number
  • At least one special character

Two-Factor Authentication

Enable extra security:

  1. Go to Security → Two-Factor Authentication
  2. Click Enable 2FA
  3. Scan QR code with authenticator app
  4. Enter verification code
  5. Save backup codes

Active Sessions

See where you’re logged in:

  • Current session (this device)
  • Other active sessions
  • Last activity time
  • Log out all other sessions option

Login History

Review recent logins:

  • Date and time
  • Device type
  • Location (approximate)
  • IP address
  • Success/failure status

Notifications

Notification Center

View all your notifications:

  1. Click the bell icon in the header
  2. See recent notifications
  3. Click to view details
  4. Mark as read or clear

Notification Types

Type Examples
Approvals Your request was approved
Reminders Update emergency contact
Alerts Password expiring soon
Announcements Company-wide updates

Managing Notifications

Control what you receive:

  1. Go to Profile → Notification Preferences
  2. Toggle categories on/off
  3. Set delivery methods (email, in-app, push)
  4. Choose immediate delivery or a daily digest, and the hour it arrives
  5. Set a quiet-hours window; non-urgent alerts are held until it ends

Accessibility

Profile Accessibility Features

  • High contrast mode - Better visibility
  • Screen reader compatible - Full ARIA support
  • Keyboard navigation - Complete keyboard access
  • Font size adjustment - Larger text options

Enabling Accessibility

  1. Go to Profile → Accessibility
  2. Enable desired features
  3. Settings save automatically

Mobile Access

Mobile Profile

On mobile devices:

  • Responsive layout optimized for small screens
  • Swipe to navigate sections
  • Upload photos directly from camera
  • Quick actions readily accessible

Mobile App Features

If using the mobile app:

  • Biometric login (Face ID, fingerprint)
  • Push notifications
  • Offline access to basic info
  • Document viewing

Privacy

What HR Can See

HR staff can view:

  • All information in your profile
  • Change history
  • Document uploads
  • Login activity (for security)

Your Privacy Rights

You have the right to:

  • Know what data is stored
  • Request corrections
  • Download your data
  • Request deletion (subject to legal requirements)

Data Requests

Submit a data request:

  1. Go to Profile → Privacy
  2. Select request type:
    • Download my data
    • Correct information
    • Delete my data
  3. Submit request
  4. Receive response within legal timeframe

Troubleshooting

Can’t Edit a Field

Some fields are locked because:

  • They require official documentation to change
  • They’re synced from another system
  • They’re protected for legal reasons

Contact HR for assistance with locked fields.

Change Not Reflected

If your change isn’t showing:

  1. Refresh the page
  2. Check Pending Changes for approval status
  3. Clear browser cache
  4. Wait a few minutes (some changes sync asynchronously)

Can’t Access Profile

If you can’t access your profile:

  • Verify you’re logged in
  • Check your account status with IT
  • Clear browser cookies
  • Try a different browser

Best Practices

Keep Information Current

  1. Review monthly - Check info is accurate
  2. Update promptly - Change when life events occur
  3. Emergency contacts - Keep at least two current
  4. Personal email - Use one you check regularly

Security

  1. Strong password - Use a password manager
  2. Enable 2FA - Extra protection for your account
  3. Review sessions - Log out unused devices
  4. Check login history - Report suspicious activity

Next step