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 day one and closed on the last day.
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 at 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 lost steps
Once the hiring decision is made, a series of tasks starts 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 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 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 does: 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 open.
- revoking access to systems and premises
- returning equipment and keys
- final settlement and certificates
- handing over responsibilities and documents
- keeping the personnel file according to retention rules
Personal data and existing systems
HR data needs role-based access, a record of who viewed or changed what, and retention rules. We connect the flow to your existing HR or payroll system, user directory and document system so each item is entered 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 flow 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 them for their step. Views and changes are logged.
Which process should we start with?
Often with joining or leaving: both have a clear start and end, involve several departments, and mistakes show up quickly.
Tell us what you need
A few sentences are enough. We offer a free 30-minute introductory review: we look at your process or system together and suggest a sensible first step. No obligation.
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Sounds like your project?
Send us the project description, your existing system, the tender documents or the event date.
Or call +386 68 635 673