How to Digitise Your HR Department

Why Digitise your HR Department?

Human Resources Managers will be aware that repetitive administrative tasks can be timely. This often involves managing Excel files for leave and absence requests, managing absences taken, handling team schedules, collecting data to determine salaries for payroll, and handling HR documents, such as contracts.

All of these tasks require a certain amount of time, organisation and admin including: printing, getting employees signatures, finding the right person at the right time, sorting paperwork, sending mailings, keeping track of documents and if that isn’t enough, also archiving all these documents. Due to the amount of paper and admin, mistakes can often be incurred leading to future problems with employees.

The Advantages of Digitising HR

By using time management software in your HR department, time can be saved by automating repetitive tasks and spending time on topics that have added value. This translates into lower costs (less time spent on time-consuming tasks therefore utilising time for other activities). As all data will be online, paperwork will not be misplaced and there is less chance of human error.

Environmental Benefits

Eliminating the use of paper, ink and possibly unrecyclable printers can be part of the company's approach to corporate social responsibility while also being supportive to the environment.

By introducing digital forms, employees are not needed so frequently in the office, meaning less travel and therefore pollution, again, benefitting the environment.

Benefits for Staff and Customers

When customers arrive at a company that has a modern, comprehensive HR management solution, it not only reflects well on the business but the HR staff will also save time gathering and filing information when the delegate’s data is already stored.

Digitising provides the HR department with the opportunity to be part of the optimisation process, tailoring it according to their needs.

Employees will be able to exchange documents and make requests for leave/absences remotely as well as viewing personal data or checking shift schedules in real time; supporting the wave of hybrid working.

Remote Working

Being able to be accessed on PCs, tablets and smartphones makes the HR software and its employee portal solution convenient and available from anywhere. This is particularly important for teams where employees need to work off-site or for customer visits.

Tools to Support Digitising

Centralised Data

Time management software makes it possible to gather the information provided by each employee and to store it in one place. This means that all data is easily accessible, available on demand and clear to all that have permission to access it.

Electronic Signatures

The electronic signature module removes the need for paperwork for your HR department. It allows HR documents to be signed remotely, such as contracts, amendments and training, and by several parties depending on the needs. As the countersigners are not necessarily in the same place at the same time, the electronic signature also means eliminating the need to print HR documents, putting them in envelopes and the related postal costs; saving further time and costs, and reducing the environmental impact.

Tracking the signatures of documents sent is centralised in one place and a quick overview can be obtained to see which signatures might be missing and possibly send reminders – a task that may ordinarily lead to a lot of work.

Fast Process

The signer(s) will have the possibility to refuse to sign a document and the person in charge of managing signatures will then receive a warning to inform them of this refusal. It is also possible that the person who is responsible for the follow-up realises that an error has occurred in his or her document. He or she can then revoke the document and cancel the request for an electronic signature.

Levels of Approval

Different operating methods are possible in the sense that the person in charge has the choice to escalate the sent document in need of a signature and therefore prioritise it, or send it simultaneously to all the signatories so they can sign at the same time.

A Certified and Legal Process

Kelio’s solution has been developed so that the e-signature can be certified by an external certification authority, ensuring that the process meets the necessary requirements compulsory by law. Each electronically signed document is accompanied by a certified electronic signature proof file.

The Type of Electronic Signature

Contrary to what one might think, the electronic signature is not handwritten on a digital medium. It is a coded string that is generated by a digital process and will accompany the signed document. The two documents will need to stay together to have a valid electronic signature. The signature itself is done through the verification of the signatory’s identity and by validation of the signature through a code received by email or SMS.

Frequent Personnel Changes

Kelio’s HR solution is very practical, particularly for large companies with a lot of staff changes or for multi-site companies. It shortens the time it takes to begin a contract and therefore the time it takes for staff to start work quickly with all necessary forms completed in advance.

Online Training

As part of the onboarding process, an online platform will allow your employees to train in any location. You can ensure that the required training tasks have been completed prior to their start date, which suits both parties involved in terms of knowledge gained and efficiency.