Workflow HR: Manage onboarding and follow -up of your employees

In a constantly evolving professional environment, companies seek to optimize their HR processes to gain efficiency and competitiveness. The implementation of HR workflows allows repetitive tasks to be automated, simplify administrative management and improve human resources management.

Whether for the onboarding of new employees, holiday management or training monitoring, HR workflows have become essential for modern HR services. They bring high added value and provide time saving in the work of the HR poles.

How to define an HR workflow?

An HR workflow is a structured chain of actions and steps to effectively manage a process within human resources. It is a representation of workflows between the various actors, services and systems involved. To define an HR workflow, it is essential to:

1. Identify the HR process to optimize, such as the recruitment process, leave management or payroll management.
2. Decompose the tasks into clear and precise steps, by defining the managers, deadlines and tools used for each step.
3. Define the rules and conditions for each step, including the necessary approvals for better management of flows.
4. Configure the workflow using workflow software or a workflow engine integrated into your SIRH.
5. Automate repetitive tasks to save time and reduce errors.

The use of an HR workflow makes it possible to centralize information, optimize working time and improve the quality of the processes, while ensuring data confidentiality.

How to manage the onboarding of new employees?

Onboarding, or the integration of new employees, is a crucial stage in the employee's life cycle. A well -designed HR workflow for onboarding allows you to create a positive experience from the first day. Here's how to effectively manage onboarding:

1. Preparation before arrival: automatically send a reception letter to the new employee, including essential information on the company, the position and the first steps to follow.
2. Creation of the new employee's file: collect the necessary personal and administrative data, such as the employment contract, banking contact details and identity documents, using secure online forms.
3. Configuration of access: Create accounts on the various applications and systems of the company, in collaboration with the IT department, to ensure the presence of the new employee in all the necessary systems.
4. Training planning: Organize initial training sessions to transmit the necessary knowledge of tools, internal processes and corporate culture.
5. Monitoring and support: set up regular points with the manager and the team to ensure successful integration, regularly evaluating the progression and adjusting if necessary.

One of the major advantages of workflow onboarding automation is saving time for HR teams. By automating the sending of the employment contract for electronic signature, you eliminate the deadlines related to the exchanges of paper documents and ensure increased confidentiality of sensitive information. In addition, by centralizing information in a SIRH or management software, you facilitate process monitoring and data update in real time.

The successful integration of a new employee contributes to his satisfaction and his productivity, which has a positive impact on the overall performance of the company. By adopting a structured and automated approach, you not only improve the effectiveness of the process, but you also strengthen the professional image of your organization.

How to manage the absences and leave of employees?

The management of absences and leave is a key element in the operation of a business. An effective system ensures optimal resource planning and maintaining team productivity. Here's how an HR workflow can simplify this process:

1. Submission of requests: employees complete an online form to submit their requests for leave or absence. This system facilitates the entry of information and reduces errors linked to paper supports.
2. Approval workflow: requests are automatically transmitted to the officials concerned for approval. Managers can thus validate or refuse requests in one click, taking into account the workload of the team.
3. Update of schedules: once the request has been approved, the system updates the schedules and shared calendars, ensuring real -time visibility on everyone's availability.
4. Notifications: Employees automatically receive notifications by email concerning the status of their request, and the teams concerned are informed of future absences.
5. Monitoring of sales: The system automatically calculates the remaining leave balances for each employee, thus avoiding calculation errors and misunderstandings.

In addition, by integrating the absence management workflow with your payroll management system, you ensure data synchronization, which contributes to the reduction of errors when calculating wages. This also allows productivity gain for the payroll service, which no longer has to manually enter absence information.

The use of a secure workflow system guarantees the confidentiality of employee personal data. Sensitive information is protected, and only authorized users have access to data, thus strengthening the overall security of the system.

What tools are available to automate HR workflows?

There are a multitude of solutions to automate your HR workflows, adapted to the specific needs of each company. Here are some options to consider:

Dedicated workflow software

Workflow software offers a complete platform to manage and automate your HR processes. These tools allow you to configure personalized workflows, centralize data and improve communication between teams.

HRM (human resources information systems)

SIRH generally incorporates workflow features to automate current HR processes. They serve as a base for the global management of human resources, including administrative management, payroll, training and more.

Workflow Automation tools

Solutions such as Docuware EDM allow to automate documentary flows and processes related to electronic documents management. These tools are particularly useful for the management of contracts, forms and legal documents.

Specific applications

Depending on your needs, you can opt for applications dedicated to specific processes, such as time management, training planning or talent management. These applications can often integrate into your existing systems to offer a complete solution.

The adoption of a suitable workflow tool allows you to save significant time by automating repetitive tasks. This results in a reduction in operational costs and an improvement in the competitiveness of your business. In addition, better business management management contributes to greater satisfaction from employees and managers.

3 examples of HR workflows

Example 1: Recruitment process

The recruitment process can be complex and require the coordination of several players. An automated workflow may include:

1. Automatic publication of job offers on different channels.
2. Reception and sorting of applications with a classification system by criteria.
3. Planning of interviews and sending notifications to candidates and interviewers.
4. Collection of post-entretian assessments for informed decision-making.
5. Sending the employment contract for electronic signature once the candidate has been selected.

This workflow facilitates the management of applications, improves the quality of recruitment and offers better experience to candidates.

Example 2: training management

Training management is essential for the development of employee skills. A dedicated workflow can understand:

1. Identification of training needs in collaboration with managers.
2. Training sessions planning with providers.
3. Automatic registration of the employees concerned and sending notifications.
4. Monitoring of the presences and results obtained.
5. Update of employee profiles with new skills acquired.

This workflow provides better organization, continuous improvement in skills and traceability of the training followed.

Example 3: Management of annual assessments

Annual assessments are a key moment to take stock of performance and define future objectives. A workflow may include:

1. Automatic sending of evaluation forms to employees and managers.
2. Planning of evaluation interviews with recall of the dates.
3. Collection of evaluations and centralization of data.
4. Analysis of results to identify strengths and improvement areas.
5. Definition of objectives for the new period and update in the system.

This workflow allows structured management of assessments, promotes communication and ensures consistency in the managerial approach.

Your solution to automate your HR workflows

Presentation of the solution and its reporting features

Our solution is innovative ATS/CRM software designed to optimize your HR reporting. Its features include:

• Automated collection of data relating to the recruitment and management of staff.
• Customizable HR dashboards to follow your KPI HR.
• Integration with your existing systems for centralization of data.
• HR datavisualization for a facilitated data interpretation.

How to simplify your HR reporting?

By adopting our solution, you benefit from many advantages:

• Automation of reporting tasks, reducing errors and the time spent.
• Visualization of HR data in real time for rapid decision -making.
• Predictive HR analysis thanks to Big Data and Data Mining.
• RGPD conformity ensured for the confidentiality of your data.

Our solution helps you optimize your HR processes and achieve your strategic goals.

Integration of the solution into your existing HR system

The integration of our solution is simple and effective:

• Compatibility with the main HRSS on the market.
• Facilitated migration of your existing data.
• Training and support for your teams.

By integrating our solution, you centralize your needs in a single HR reporting tool, thus improving the consistency and efficiency of your personnel management. At the same time, you can improve skills management.

Also discover our guide on the digitalization of HR processes to go even further.

HR reporting is a powerful lever to optimize your human resources management.

Using key indicators (KPI), HR dashboards and suitable tools, improve the performance of your business.

Do not let your competitors get ahead. Automatize and optimize your HR reporting today. For effective recruitment, propel your business to success.