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. Implementing HR workflows makes it possible to automate repetitive tasks, simplify administrative management, and improve human resource management.

Whether it's for onboarding new employees, managing leave, or tracking training, HR workflows have become essential for modern HR departments. They provide significant added value and save time for HR teams.

How to define an HR workflow?

An HR workflow is a structured sequence of actions and steps that enables the efficient management of a process within human resources. It represents the workflows between the various stakeholders, departments, 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. Break down tasks into clear and precise steps, defining for each step the people responsible, the deadlines and the tools used.
3. Define the rules and conditions for each step, including the approvals needed for better flow management.
4. Configure the workflow using workflow software or a workflow engine integrated into your HRIS.
5. Automate repetitive tasks to save time and reduce errors.

Using an HR workflow allows information to be centralized, working time to be optimized and process quality improved, while ensuring data confidentiality.

How to manage the onboarding of new employees?

Onboarding, or the integration of new employees, is a crucial step in the employee lifecycle. A well-designed HR onboarding workflow helps create a positive experience from day one. Here's how to manage onboarding effectively:

1. Pre-arrival preparation: Automatically send a welcome letter to the new employee, including essential information about the company, the position, and the first steps to follow.
2. Creating the new employee's file: Collect the necessary personal and administrative data, such as the employment contract, bank details and identity documents, using secure online forms.
3. Access configuration: 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 necessary systems.
4. Training planning: Organize initial training sessions to impart the necessary knowledge about tools, internal processes, and company culture.
5. Monitoring and support: Set up regular check-ins with the manager and the team to ensure successful integration, regularly assessing progress and adjusting as needed.

One of the major advantages of automating the onboarding workflow is the time saved for HR teams. By automating the sending of the employment contract for electronic signature, you eliminate the delays associated with exchanging paper documents and ensure greater confidentiality of sensitive information. Furthermore, by centralizing information in an HRIS or management software, you facilitate process tracking and real-time data updates.

Successfully integrating a new employee contributes to their satisfaction and productivity, which positively impacts the overall performance of the company. By adopting a structured and automated approach, you not only improve the efficiency of the process but also enhance your organization's professional image.

How to manage employee absences and leave?

Managing absences and leave is a key element of how a business operates. An effective system ensures optimal resource planning and maintains team productivity. Here's how an HR workflow can simplify this process:

1. Submitting requests: Employees complete an online form to submit their leave or absence requests. This system simplifies data entry and reduces errors associated with paper forms.
2. Approval workflow: Requests are automatically sent to the relevant managers for approval. Managers can then approve or reject requests with a single click, taking into account the team's workload.
3. Updating schedules: Once the request is approved, the system updates the schedules and shared calendars, ensuring real-time visibility on everyone's availability.
4. Notifications: Employees automatically receive email notifications regarding the status of their request, and the relevant teams are informed of upcoming absences.
5. Balance tracking: The system automatically calculates the remaining leave balances for each employee, thus avoiding calculation errors and misunderstandings.

Furthermore, by integrating the absence management workflow with your payroll system, you ensure data synchronization, which helps reduce errors in salary calculations. This also improves productivity for the payroll department, which no longer needs to manually enter absence information.

Using a secure workflow system ensures the confidentiality of employees' personal data. Sensitive information is protected, and only authorized users have access to the data, thus strengthening the overall security of the system.

What tools are available to automate HR workflows?

There are numerous solutions for automating your HR workflows, tailored to the specific needs of each company. Here are a few options to consider:

Dedicated workflow software

Workflow software offers a comprehensive platform for managing and automating your HR processes. These tools allow you to configure customized workflows, centralize data, and improve communication between teams.

HRIS (Human Resources Information Systems)

HRIS systems typically integrate workflow functionalities to automate common HR processes. They serve as a foundation for comprehensive human resource management, including administrative management, payroll, training, and more.

Workflow automation tools

Solutions like DocuWare ECM automate document workflows and processes related to electronic document management. These tools are particularly useful for managing contracts, forms, and legal documents.

Specific applications

Depending on your needs, you can choose applications dedicated to specific processes, such as time management, training scheduling, or talent management. These applications can often be integrated with your existing systems to offer a complete solution.

Adopting a suitable workflow tool allows you to achieve significant time savings by automating repetitive tasks. This translates into reduced operating costs and improved competitiveness for your business. Furthermore, better management of business processes contributes to greater satisfaction among employees and managers.

3 examples of HR workflows

Example 1: Recruitment Process

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

1. Automatic posting of job offers on different channels.
2. Receiving and sorting applications using a criteria-based ranking system.
3. Scheduling interviews and sending notifications to candidates and interviewers.
4. Collecting post-interview evaluations for informed decision-making.
5. The employment contract will be sent for electronic signature once the candidate has been selected.

This workflow facilitates application management, improves recruitment quality, and provides a better candidate experience.

Example 2: Training Management

Training management is essential for employee skills development. A dedicated workflow can include:

1. Identifying training needs in collaboration with managers.
2. Planning training sessions with service providers.
3. Automatic registration of relevant employees and sending of notifications.
4. Monitoring of attendance and results obtained.
5. Updating employee profiles with newly acquired skills.

This workflow ensures better organization, continuous skills improvement, and traceability of training courses taken.

Example 3: Managing annual evaluations

Annual performance reviews are a key time to assess performance and set future goals. A workflow might include:

1. Automatic sending of evaluation forms to employees and managers.
2. Scheduling of performance review interviews with reminders of dates.
3. Collection of assessments and centralization of data.
4. Analysis of results to identify strengths and areas for improvement.
5. Defining objectives for the new period and updating in the system.

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

Your solution for automating your HR workflows

Presentation of the solution and its reporting features

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

• Automated collection of data relating to recruitment and personnel management.
• Customizable HR dashboards to track your HR KPIs.
• Integration with your existing systems for data centralization.
• HR data visualization for easier data interpretation.

How to simplify your HR reporting?

By adopting our solution, you will benefit from numerous advantages:

• Automation of reporting tasks, reducing errors and time spent.
• Real-time visualization of HR data for rapid decision-making.
• Predictive HR analytics using big data and data mining.
• GDPR compliance guaranteed for the confidentiality of your data.

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

Integration of the solution into your existing HR system

Integrating our solution is simple and efficient:

• Compatibility with the main HRIS systems on the market.
• Easy 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, thereby improving the consistency and efficiency of your personnel management. You also enable improved skills management.

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

HR reporting is a powerful tool for optimizing your human resources management.

By using key performance indicators (KPIs), HR dashboards and appropriate tools, improve your company's performance.

Don't let your competitors get ahead. Automate and optimize your HR reporting today. For effective recruitment, propel your business to success.