Automation · HR
HR process automation.
Hiring, onboarding, role changes and leaving as a structured flow with tasks, approvals and an audit trail, instead of a chain of emails between HR, IT, managers and accounting.
Access is ready on the first day, and closed on the last.
What this means for you
- less retyping between systems
- every step has a timestamp, an owner and a status
- exceptions are visible, not hidden
- the process runs even when someone is away
What we automate
- approving a new position
- collecting documents on hiring
- setting up access and assigning equipment
- onboarding and training plans
- role and position changes
- leaving: revoking access, returning equipment, closing documents
Hiring and onboarding without missed steps
Once the hiring decision has been made, a series of tasks begins across several departments. The system creates them automatically, each with an owner and a deadline, and the manager and HR can see what is still missing before day one.
| Step | Who | What the system does |
|---|---|---|
| position approval | manager, HR | approval path and a record of the decision |
| contract and documents | HR | a template filled in from data and a list of missing documents |
| access and equipment | IT | tasks for user accounts and equipment, due before day one |
| onboarding | manager, mentor | a plan for the first few weeks, training and sign-offs |
| payroll and records | accounting | data passed to the HR or payroll system |
Leaving and changing roles
When someone leaves, the riskiest step is the one nobody takes: access left open, or equipment never returned. Once the leaving date is entered, the system creates tasks for IT, the manager and accounting, and shows what is still outstanding.
- revoking access to systems and premises
- returning equipment and keys
- final settlement and certificates
- handing over responsibilities and documents
- keeping the personnel file in line with retention rules
Personal data and existing systems
HR data requires role-based access, a record of who viewed or changed what, and retention rules. We connect the process to your existing HR or payroll system, user directory and document system, so each item is entered only once.
How we automate
Trigger
What starts the process: an incoming email, a new record, a date, a submitted form or an event in another system.
Process and rules
Steps, conditions and responsibilities are captured as the process actually runs, not as the manual describes it.
Integrations
Data moves between systems once and in the right shape, with no retyping.
Exceptions
Anything that doesn't fit the rules goes to a queue with an explanation, not into a silent failure.
Control and traceability
Approvals
Where a human decision is needed, the system waits and records who approved it.
Logging
Every step has a timestamp, input, output and status. A failure can be replayed and fixed.
Reporting
How many cases ran automatically, how many waited and where the bottleneck is.
FAQ
Do we have to replace our HR or payroll system?
No. We connect the hiring and leaving process to your existing system, so data flows into it and is not entered twice.
Who can see employees' personal data?
Only the roles that need it for their step. Views and changes are logged.
Which process is it sensible to start with?
Often with an employee joining or leaving: both have a clear start and end, involve several departments, and mistakes become visible quickly.
Tell us what you need
A few sentences are enough: what you need, for which process or system and by when. We will reply by email.
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Sounds like your project?
Send us the project description, your existing system, the tender documents or the event date.
Or email info@epix.si