Core HR and employee records
Keep one accurate record for every person, from the day they are added to the day they leave. Every change is dated, explained and approved, so you can see your organisation exactly as it was on any date.
- Company setup and organisation
- Employee master and digital file
- Employment changes and lifecycle
- Documents, letters and policy acknowledgements
What it solves
The everyday problems this part of HR4ON takes away.
- Employee data spread across spreadsheets, e-mail and paper files.
- Promotions and transfers applied late, or applied without anyone approving them.
- No clear answer to “who changed this, when and why?”.
- Letters typed by hand, and no proof that people read the latest policy.
Key capabilities
Companies and registrations
Set up each company with its locale, branding and registrations (PAN, TAN, PF, ESI and professional tax) with validity dates. Activation and amendments need approval.
Organisation tree
Branches, locations, payroll establishments, departments and teams, each with a head, cost centre and headcount. Switch to any past or future date with As of.
Digital employee file
Overview, personal, employment, identity and bank, documents and history on one page, with profile completeness and rehire episodes kept together.
Masked sensitive data
Identity numbers and bank details stay masked. Revealing one asks for a reason and records who looked. Sensitive values are redacted in history.
Fourteen kinds of change
Transfers, promotions, manager changes, confirmations, probation extensions, deputations, contract renewals and more, each with an impact preview before you submit.
Applied on the effective date
Approved changes apply themselves on the day they take effect. A reversal is a new, linked change, so history is never deleted.
Probation reviews
Rate set criteria from 1 to 5, recommend confirmation or an extension within your company’s limit, and send it for approval.
Letters from templates
Generate letters for one person or many from approved, versioned templates. Issued letters keep their values, approval record, delivery and first-viewed time.
Policy acknowledgements
Publish a policy version, set a deadline, see the percentage acknowledged and remind everyone pending in one step.
See it in HR4ON
Real screens from the HR4ON demo company. Select a screen to enlarge it.
How it works
Set up the structure
Add companies, units and masters (designations, grades, cost centres and more), or load them from a template.
Add people
A four-step form checks for duplicates before saving. A future joining date creates a preboarding record.
Propose changes
HR or a manager proposes a change. The impact preview shows affected areas, approvals needed and payroll periods touched.
Approve and apply
Approvers decide in their inbox. The change applies on its effective date and appears on the employee’s timeline.
Issue letters and policies
Generate the letter, send it for approval, issue it and see when it was first opened and acknowledged.
Who uses it
- HR teamsKeep records right, propose and approve changes, issue letters and publish policies.
- ManagersPropose transfers, promotions and manager changes for their team, and review probation.
- EmployeesSee their own file and job history, request changes to personal details and acknowledge policies.
- IT and administratorsSet up companies, organisation units and masters.
Questions
Can employees edit their own details?
Employees request changes to contacts, addresses, emergency contacts, family and nominees, and their salary bank account. HR checks each request, and bank changes are also approved by payroll before they are used.
Can we see the organisation as it was last year?
Yes. The employee list, employee file, organisation tree, org chart and masters all have an As of date, so you can look at any past or future date.
What happens if a change was wrong?
You reverse it with a compensating change. The original and the reversal both stay in the history, so nothing is lost.
Can someone approve their own request?
No. HR4ON blocks self-approval, and overdue approvals escalate automatically to the next person.
Read the guides
Step-by-step user guides with screenshots, free to download.
See HR4ON with your own processes in mind
Tell us how many people you employ and what matters most. We will walk you through HR4ON on a laptop and a phone.