HR Module

One organisational view of employee information

The HR module has been designed to make life easier and more efficient for HR managers and their teams.

Our software brings together HR information and time and attendance data all in one place. Different departments can now have a single organisational view rather than information being held on different systems.

Employee database

As businesses grow ‘people information’ is often gathered by different departments for different purposes. Putting all the information in one ‘joined-up’ place means managers and supervisors (with different permissions), can access the information they need easily.

HR departments can also ensure the data is fully compliant, with clear access permissions, audit trails and alerts.

Supervisors and managers can access relevant data online. Standard reports include payroll, sickness and lateness. Custom reports can be created easily.

More about the HR database
Store and find employee information and related documents quickly.

Add custom fields to record the information that’s important to your organisation.

Appropriate view and access permissions mean that different sets of the data don’t need to be maintained by individual departments.
– Increases data security.
– Cuts down on duplication.

Employee records can contain:

  • Standard personnel information
  • Personal and contact details
  • Picture
  • Next of kin
  • Job role
  • Cost centre / department, etc.
  • Job history within the organisation
  • Salary and salary history
  • Bank details for payroll
  • Skills, experience and membership of professional bodies
  • Copies of CV, offer letter, etc.
  • Medical records, allergies, etc.
  • Licences and permits
  • Training records
  • Disciplinary / grievance information
  • Appraisal / review notes
  • View holidays and public holidays in hours or days, fixed or earned
  • Maternity, paternity and adoption leave
  • Time worked / time cards
  • Shifts and rosters
  • Equipment issue
  • Skills, i.e. fire warden, first aider, etc.
  • Onboarding information
  • Exit interviews

Document storage and retrieval includes: CVs, references, offer letters / acceptance letters, contracts, licences and permits e.g. work, driving and forklift, sick notes, training certification, appraisal / review notes, disciplinary and grievance documentation, medical notes.

Documents can be called up directly from employee record screens.

Other data specific to organisational or department needs can be captured and stored by creating custom tabs.

SharePoint links can be added to the system.

Time and attendance

When an employee’s clocking data has been collected, it’s processed into net hours, applying shifts and the other calculations that you’ve specified.

Timesheets are viewed and managed on one timesheet screen where it’s easy to see hours worked, absences, etc. Editing timesheets can be restricted to specific users. All changes made are recorded in an audit log together with the time and date of the change and the ‘before-and-after’ status.

Exceptions alert you to differences to expected working patterns or activity such as absences, missed clockings, worked unauthorised overtime, etc. The workforce management system makes it easy to see and check exceptions and edit as needed.

Payroll export options include, direct to Sage payroll, Pegasus, Earnie, Iris, Opera and Qtac, Excel and .csv formats.

Absence management

Absence management and reporting is becoming increasingly important to HR teams.

Holiday calendars are an ideal way to view and manage individual and group holidays and ensure resourcing isn’t compromised with too many people off at once.

Reporting on sickness absence gives an overall measure of employee well-being and engagement, as well as keeping on top of the cost of sickness absence to the business.

The Watch Screen lets you track lateness in real time,  you can see immediately who’s in and who’s out.

More about managing absence
Holidays
Holiday calendars are an ideal way to view and manage individual and group holidays and ensure resourcing isn’t compromised with too many people off at once.

Using employee self-service, staff can log in to an online portal and see their holidays and other absence and make holiday and absence requests. They can also be given access to anonymised group calendars to check that the dates they want are free.

Holiday can be managed by the hour or by the day, either with fixed allowances or based on the hours worked by an employee. The person booking the absence on the system can quickly see if the requested holiday has taken the employee over their allotted allowance for the year.

Sickness
Reporting on sickness absence is important as an overall measure of employee well-being and engagement as well as keeping on top of the cost of sickness absence to the business. Being able to easily track and report sickness enables you to spot trends or patterns and respond appropriately.

Lateness
See immediately who’s in and who’s out in real time using the Watch Screen. Accurate real time clocking data enables you to pinpoint staff who are regularly late or who clock out early.

Alerts and reminders

Alerts can be set up in the system to draw attention to irregularities, late clocking for example, and to expiries such as licences and permits. Rather than having to search for information, or set up reminders elsewhere, relevant users are alerted to a range of circumstances requiring action.

Managers and supervisors can receive alerts on the system’s front screen after logging-in, by email and via on-demand and automated reports.

Setting up alerts
Users can set up as many alerts as they want. Alerts can be used for both individual employees and groups of employees.

Emails can be sent to managers to tell them what issues are outstanding and the actions that need to be taken, (they don’t need to be logged-in to the system to get reminders and alerts).

A traffic light system is used to give a quick visual clue about which actions need to be prioritised. You set the thresholds appropriate for your business. For example:

  • Green for fixed.
  • Amber, be aware.
  • Red, action needs to be taken.

A supervisor could see a red alert for a particular issue, a more senior manager might only view it as an amber issue to be resolved by the supervisor.

HR Module alerts

Health and safety

The Chronologic system helps HR teams stay compliant with working regulations and in supporting employee’s general well-being and safety.

HR Module health and safety

Reporting

Our software offers users flexibility, enabling them to define the parameters they want included in reports, for example by individuals and groups of employees to be included, date ranges, etc.

By assigning different permissions, once reports are set up they can be run, viewed and sent automatically to different departments and line managers as appropriate.

» Find out more about standard and custom reporting

HR Module reporting

Chronologic delivers practical, cost-effective workforce time and attendance solutions for customers in manufacturing, hospitality, healthcare and logistics across the UK.

To find out more – call 01761 410015email us or click chat to tell us what you’re looking for or to request an online demo.

HR Module quoteWe wanted a system that wasn’t prone to human error. We also wanted to more accurately record things like overtime, sickness and holidays."

Arthur David