New WhosOffice feature: online HR and document storage module

Employee wellbeing is under the spotlight. Half of companies now have a formal wellness strategy in place to ensure their team is happy, valued and productive. And 75% of senior leaders say the mental and physical health of their staff is high on their agenda.

But while we welcome a culture where people’s needs come first, new initiatives have to be implemented by someone – and that usually falls to HR.

In order to help human resources leaders prioritise wellbeing and progression, WhosOffice has launched a new HR management and document storage module.

Working alongside our successful employee scheduling software, it’s designed to take the pain out of people management and help businesses nurture a strong, supportive company culture.

Take HR online and manage everything in one place

Company policies are a critical part of employee happiness, with 93% of professionals craving more flexible working hours, 70% wanting diversity and inclusion improvements and 51% looking for greater sustainability.

These programmes often fall to HR to implement – alongside the day-to-day practical tasks and paperwork that keep companies in operation.

Digitising human resources makes it so much easier to run. Everything is stored in one place. Actions and follow-ups can be tracked centrally. And everyone in the business can access and update their own HR record via the WhosOffice web-based portal or mobile app.

How can you manage HR better through WhosOffice?

Whether you’re new to WhosOffice or using our shift planning software already, our HR and document storage module has been designed to improve employee wellbeing.

How? By making it easier to manage people’s HR records, share updates, assign tasks and track progress. So your company’s values are reflected in the policies and processes you put in place, and you support your workforce to perform at the highest level.

By managing HR online through WhosOffice, your team will be able to:

1. Create, update and maintain employee records online

WhosOffice is the simple way to store employee information in one place, to be accessed by relevant team members. Colleague records can include:

Essential information such as their date of birth, health conditions, allergies and emergency contact details
Professional skills and qualifications including whether they hold a driving license, first aid training and industry-specific technical certifications
Benefits and perks packages they’ve signed up to – from cycle to work schemes and gym memberships, to pension contributions and life insurance policies
Assessments, appraisal documents, grievance cases and disciplinary action
Photo ID to help you recognise team members and find the right person

With WhosOffice, employees are given restricted access to their own profile, to update information such as their emergency contact or view industry certifications. You can give more detailed access to line managers and HR teams, to support team success.

2. Onboard new recruits and manage their induction process

Getting new starters embedded in your business can be logistically complex. WhosOffice’s HR management module simplifies the onboarding and induction process by enabling you to develop digital workflows for each recruit.

For example, you can:

Build a checklist of everything that needs to be in place before someone’s first day
Create an online document pack for new starters to read and approve – from critical company policies to essential personal details
Assign welcome sessions and introductory tasks to your colleagues, which they tick-off once complete

And as team members settle in, you can nurture and track their progress – diarising quarterly appraisals from their start date.

3. Share policy updates and increase compliance

Paperwork is never popular with team members, but it’s a necessary part of HR within businesses. WhosOffice takes the hard work out of sharing, editing and storing legal documents.

With our HR management software, you can create workplace policies from a standard template or upload your own to the system. Then send it to multiple colleagues in one click – requiring them to confirm when they’ve read and agreed to it.

Storing documents in WhosOffice is more than just a convenient way to keep everything centralised. It’s an important part of company compliance.

If your organisation gets audited, employees may be asked if they know where certain policies can be accessed. Uploading everything to WhosOffice makes this question easy to answer.

4. Manage and analyse annual leave

Many WhosOffice users are already tracking staff leave as part of their shift planning activities, so they know exactly who’s available to work when creating rosters.

Our HR module adds new analytics features to your online holiday calendar, so you can view annual leave trends to see when most people book time off.

It’s not just annual leave patterns that your business can review either. WhosOffice’s HR dashboard contains easy-to-visualise data on everything from length of service to age and diversity split, to help you understand and report on what builds a strong company culture.

Convenient, secure, helpful HR technology

In addition to providing rich HR features, there are two major reasons why it’s beneficial to managing your team’s wellbeing through WhosOffice.

The first is security. We use the latest encryption technology to ensure that sensitive professional data is safeguarded at all times. This is especially comforting when you want to access WhosOffice from home or when working in a public location.

The second is visibility. Rather than issuing follow-up emails, you can log onto WhosOffice and see the status of every HR case that’s relevant to you role – sending email reminders or push notifications to colleagues with the WhosOffice mobile app if they have actions overdue.

WhosOffice has worked closely with HR experts to create a module that delivers real value – and we’d love to show you how it works.