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HR Workflow: Manage employee onboarding and tracking

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HR Workflow: Manage employee onboarding and tracking

In an ever-changing business environment, companies are looking to optimize their HR processes to boost efficiency and competitiveness. Setting up HR workflows can automate repetitive tasks, simplify administration and improve human resources management.

Whether for onboarding new employees, managing leave or tracking training, HR workflows have become essential for modern HR departments. They provide high added value and save time in the work of HR departments.

How do you define an HR workflow?

An HR workflow is a structured sequence of actions and steps enabling the efficient management of a process within human resources. It is a representation of the workflows between the various players, departments and systems involved. To define an HR workflow, it is essential to :

  1. Identify HR processes to be optimized, such as recruitment, leave management or payroll.
  2. Break down tasks into clear, precise steps, defining for each step the people responsible, the deadlines and the tools used.
  3. Define the rules and conditions for each stage, including the approvals required for better flow management.
  4. Configure workflow using workflow software or a workflow engine integrated into your HRIS.
  5. Automate repetitive tasks to save time and reduce errors.

The use of an HR workflow allows you to centralize information, optimize working time and improve process quality, while ensuring data confidentiality.

How do you manage the onboarding of new employees?

Onboarding, or the integration of new employees, is a crucial stage in the employee lifecycle. A well-designed HR workflow for onboarding 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 be taken.
  2. New employee file creation: Collect the necessary personal and administrative data, such as employment contract, bank details and identity documents, using secure online forms.
  3. Access configuration: Create accounts on the company's various applications and systems, in collaboration with the IT department, to ensure the new employee's presence in all necessary systems.
  4. Training planning: Organize initial training sessions to impart the necessary knowledge of tools, internal processes and corporate culture.
  5. Follow-up and support: Set up regular reviews with the manager and the team to ensure successful integration, regularly assessing progress and adjusting if necessary.

One of the major advantages of automating the onboarding workflow is that it saves time for HR teams. By automating the process of sending the employment contract for electronic signature, you eliminate the delays associated with exchanging paper documents, and ensure greater confidentiality of sensitive information. What's more, by centralizing the information in an HRIS or management software, you make it easier to monitor the process and update data in real time.

The successful integration of a new employee contributes to their satisfaction and productivity, which in turn has a positive impact on overall company performance. By adopting a structured, automated approach, you not only improve the efficiency of the process, but also enhance your organization's professional image.

How do you manage employee absences and leave?

Absence and leave management is a key element in a company's operations. An efficient system ensures optimal resource planning and maintains team productivity. Here's how an HR workflow can simplify this process:

  1. Submitting requests: Employees fill in an online form to submit their leave or absence requests. This system facilitates data entry and reduces paper-related errors.
  2. Approval workflow: Requests are automatically forwarded to the relevant managers for approval. Managers can approve or reject requests at the click of a button, taking into account the team's workload.
  3. Schedule updates: Once a request has been approved, the system updates shared schedules and calendars, ensuring real-time visibility of everyone's availability.
  4. Notifications: Employees automatically receive e-mail notifications about the status of their requests, and the teams concerned are informed of upcoming absences.
  5. Balance tracking: The system automatically calculates the remaining leave balances for each employee, avoiding calculation errors and misunderstandings.

What's more, by integrating the absence management workflow with your payroll system, you ensure data synchronization, which helps reduce errors when calculating wages. This also increases productivity for the payroll department, which no longer has to enter absence information manually.

The use of a secure workflow system guarantees the confidentiality of employees' personal data. Sensitive information is protected, and only authorized users have access to data, reinforcing the system's overall security.

What tools are available to automate HR workflows?

There are a multitude of 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 provides a comprehensive platform for managing and automating your HR processes. These tools enable you to configure customized workflows, centralize data and improve communication between teams.

HRIS (Human Resources Information Systems)

HRIS systems generally integrate workflow functionalities to automate day-to-day HR processes. They serve as the foundation for global human resources management, including administration, payroll, training and more.

Workflow automation tools

Solutions such as DocuWare GED automate document flows and electronic document management processes. These tools are particularly useful for managing 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 be integrated with your existing systems to provide a complete solution.

Adopting the right workflow tool can save you significant time by automating repetitive tasks. This translates into lower operational costs and improved competitiveness for your company. What's more, better management of business processes contributes to greater employee and manager satisfaction.

3 examples of HR workflows

Example 1: Recruitment process

The recruitment process can be complex, requiring the coordination of several players. An automated workflow can include :

  1. Automatic publication of job offers on different channels.
  2. Receive and sort applications by criteria.
  3. Schedule interviews and send notifications to candidates and interviewers.
  4. Collection of post-interview 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 a better candidate experience.

Example 2: Training management

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

  1. Identification of training needs in collaboration with managers.
  2. Planning training sessions with service providers.
  3. Automatic employee registration and notification.
  4. Attendance and results monitoring.
  5. Update employee profiles with newly acquired skills.

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

Example 3: Managing annual appraisals

Annual appraisals are a key moment for taking stock of performance and defining future objectives. A workflow can include :

  1. Automatic dispatch of appraisal forms to employees and managers.
  2. Scheduling of appraisal interviews with reminder of dates.
  3. Collecting evaluations and centralizing data.
  4. Analysis of results to identify strengths and areas for improvement.
  5. Targets for the new period defined and updated in the system.

This workflow enables structured appraisal management, promotes communication and ensures consistency in the managerial approach.

Your solution for automating HR workflows

Presentation of the solution and its reporting functions

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

  • Automated collection of recruitment and personnel management data.
  • Customizable HR dashboards to track your HR KPIs.
  • Integration with your existing systems to centralize data.
  • HR Datavisualization for easy data interpretation.

How can you simplify your HR reporting?

By adopting our solution, you benefit from a number of advantages:

  • Automate reporting tasks, reducing errors and time spent.
  • Real-time visualization of HR data for rapid decision-making.
  • Predictive HR analysis using big data and data mining.
  • RGPD compliance assured 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, improving the consistency and efficiency of your personnel management. At the same time, you can improve your skills management.

To find out more, take a look at our guide to digitizing HR processes.

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

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

Don't let your competitors get ahead of you. Automate and optimize your HR reporting today. For efficient recruitment, propel your company to success.

How can Marvin Recruiter be integrated into your company?

Find out how our solution can meet your needs: an expert from our team will accompany you, introduce you to onboarding and offer you a personalized quote.
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