Is HR and document storage included as standard on WhosOffice?
Most WhosOffice modules are included in our standard user agreement. However, some features are available as an optional extra. HR and document storage is one of these additional features – and the cost will depend on how much document storage you require. The minimum storage volume is 250MB and the maximum is 3GB.
What type of information can I track using the HR feature?
The WhosOffice HR feature is multi-functional, which means you can use it to store multiple types of information and documentation. For example, you can upload all your company policies – from employee contract terms and annual leave policies to appraisal templates and disciplinary procedures. This means any member of staff can check documentation when needed, and they also know where it’s hosted for audit procedures.
You can also use the HR feature to create online employee records, detailing relevant information such as next of kin records, qualifications, certifications, training courses completed, medical information, KPIs and progress targets. Allowing you to run a completely paperless HR operation, without losing vital data on your workforce.
You can also attach relevant documentation to each employee’s records – for example, doctor’s notes following a prolonged period of sickness, or next steps in open HR cases.
Can employees access and update their own HR record?
Yes. WhosOffice has been designed to allow permitted access to every team member, so they can update basic information such as their address and emergency contact details. However, your HR team retains full control over what parts of the system they can view and edit.
When a general staff member logs into WhosOffice, they will be able to see any open actions assigned to them. For example, reviewing an updated company policy and confirming that they have read it, or providing information related to their upcoming performance review.
Is sensitive employee information stored securely?
Security is very important to WhosOffice, as we understand that HR needs to document highly sensitive information relating to employee salary, health, conduct and career progress. We use the latest encryption technology to protect all the data stored on our platform, and our customised access levels mean your company can restrict information on a need-to-know basis.
We will support you throughout the set-up process to make sure that each team member can access the parts of the WhosOffice platform they need, but they can’t read confidential information related to other employees.
Can I use the WhosOffice HR module to track when employee qualifications expire?
Yes. If an employee has a qualification that needs renewing regularly or training that must be updated on an annual basis – for example, first aid qualifications – you can set an expiry date within the WhosOffice HR system. You will be shown a reminder when that certification is due to expire to give you time to arrange for its renewal.
Can I create HR records and induction workflows before people start with the company?
Another advantage of WhosOffice’s online HR tools is the ability to get ahead of the game when it comes to new starters. When someone accepts a position in your company, you can create their employee record and create their induction workflow – assigning key tasks to colleagues to ensure they settle in smoothly. For example, getting their desk, computer and login details set up before their first day.
Staff members must check-off each assigned action once it’s been completed, so you can see at-a-glance whether everything is in place for new recruits and if they’ve completed their induction sessions.
Can I schedule repeat/follow-up HR meetings?
Yes, you can. WhosOffice’s HR feature allows you to create action points within each open HR case to track future activity. This might be a one-off meeting, such as following up on a disciplinary meeting to make sure the employee concerned has completed all the agreed actions. Or it might be scheduling regular events to make sure they happen on time, such as quarterly or bi-annual performance reviews.