Use cases by role
If you are the whole HR department
Onboarding, amendments and training for a hundred people with no team behind you.
The problem with running HR in a mid-sized company is not difficulty: it is the volume of small things only you can do, all with deadlines, none delegable. Three of them can stop being manual.
1. Onboarding
Contract, paperwork and first-day training are always the same. Built as a process, the person receives it on accepting the offer and arrives fully signed up.
2. Sends to the whole workforce
An agreement amendment for a hundred and twenty people is one send, not a hundred and twenty. And tracking tells you who to phone, instead of cross-checking a list by hand.
3. Training that expires
Health and safety, food handling, role-specific risks. Marked with their expiry, they warn two months ahead instead of surfacing in an inspection.
| What eats your time today | What it becomes |
|---|---|
| Chasing onboarding paperwork | The process chases; you phone the two outstanding |
| Sending amendments one by one | One send and a list of stragglers |
| Keeping count of training | A warning that arrives on its own |
| Finding someone's 2021 contract | A search |
Important
This handles identity documents, payslips and health data: ask for the minimum, store it where only you and the right people see it, and do not leave it circulating by email. It is the area where a slip has the most consequences for specific people.
Worth knowing
If you start with one thing, make it onboarding: it repeats most and moves the most paper per person.
›Can someone sign before they start?
Yes, and it is recommended: contract signed before day one.
›What about people without a work email?
Send to their personal address or by SMS.
›Can each manager's view be separated?
Yes, by team. One area head has no need to see another's payroll.
A real case
The situation
An HR manager handles 130 staff single-handed.
What you do
- Builds onboarding as a process
- Sends the annual amendment as one batch
- Marks training with expiry dates
What you get
Gets back the September week that used to disappear entirely into the agreement amendment.
The situation
One person handles all HR and cannot keep up.
What you do
- Automates the requests that repeat
What you get
Time goes on what needs judgement.
The situation
Onboardings arrive on the person's start date.
What you do
- Launches the process when the contract is signed
What you get
Onboarding is prepared in advance.
The situation
Documentation expires unnoticed.
What you do
- Records expiries per person
What you get
The warning arrives with room to act.
The situation
They go on holiday and everything stops.
What you do
- Keeps the file accessible to the team
What you get
The work does not depend on one person.
The situation
An inspection asks for the workforce's documentation.
What you do
- Checks each person's file
What you get
The handover is prepared in minutes.
This article answers
- handle employment paperwork single-handed
- get the whole workforce to sign amendments
- track mandatory training
- hr tools for a small company