One record per person: identity, documents, contracts, equipment and employment history. Build the journey once and it runs for every hire — contract out for signature before day one, equipment handed over, documents collected, and each department's manager signing off the training they gave.
45 seconds — the contract signed before day one, the laptop assigned, every department signed off.
A hire's journey is the merge of every template that applies — the company-wide one, plus what their department adds, plus what their job changes. You write small pieces instead of copy-pasting one long checklist into every role and then keeping six copies in sync.
A more specific template can replace a step (the manager's contract instead of the standard one) or remove one outright (managers don't collect a uniform). Steps interleave by order, so an add-on lands in the middle of the list rather than only at the end.
The builder shows you the merged result before anyone is hired: which templates matched, what each one contributed, and which step displaced which.
A step can be dated before the start date, so the employment contract goes out for e-signature three days ahead — pre-filled from the record HR already typed: name, position, department, start date, work type, salary. Nobody retypes it into a document.
When it comes back signed it lands in that employee's document vault as a contract, with its signature state on the row. Signed on paper instead? Upload the scan on the step and it's filed the same way, marked as signed elsewhere — which is a different fact from never signed, and the one an auditor asks about.
Every document carries an expiry date and a lead time. When one is about to lapse, both the employee and their manager hear about it — the person who has to act usually isn't the person holding the paper. Mark a document confidential and its file, number and notes stop travelling to anyone but an admin — the row still shows that the document exists and when it expires, so the chasing keeps working.
Turning HR Records on at a company that already has staff is the moment this can go badly wrong — 40 employment contracts out for signature, 40 handovers for laptops those people are already holding, every manager buried in day-one tasks for colleagues of three years.
So it doesn't bulk-create anything. You triage the list: staff, external or agency, former staff, or not staff at all. Anything that looks like a service account — an “api”, a “bot”, a “noreply” — starts pre-marked as not staff, and staying marked that way is remembered, so nobody re-proposes your billing robot next month. Records are created; nobody is treated as arriving.
When you do want a journey for people who already work here — collecting the paperwork you never had, an annual re-training round, re-issuing equipment after an office move — start one for a whole selected group at once. You see the count, and who's skipped and why, before anything is written.
Issue a laptop, a phone or a badge to a person and it can't be issued to anyone else until it comes back — the server refuses, not the button. The condition it returns in becomes the asset's condition, and the handover can carry a signature.
Probation, internship and fixed-term periods are tracked as a period with a verdict, and the evaluator and the manager are reminded before it ends. Extending one moves the deadline instead of leaving two competing dates.
Employees update their own phone, address, emergency contact and bank details. The server decides what's editable — a payload naming their status or their manager is dropped — so self-service is never a route to a promotion.
Personal ID, birth date, address, bank details and salary are removed by the server, not hidden by the page: absent from the API response and the CSV export, not merely invisible. Every reveal of someone else's data writes an audit row. Everyone always sees their own.
Retail, warehouse and kitchen staff who never sign in still need a contract, documents and a record — so the invite is an optional checkbox. When somebody does accept one later, it links to the record you already made instead of creating a second.
Moving someone to notice or terminated raises the offboarding journey the same way a hire raises onboarding: equipment returned against their name, the exit interview, the final documents. The record stays — that's your turnover history.
The chart is drawn from the reporting line on the records themselves. Change someone's manager and they move — there is nothing to redraw and nothing to keep in sync. Search focuses a branch and dims the rest, branches collapse with a count of what's inside, and it prints. Departments get their own view of the same tree.
The directory is the surface everyone else uses: search by name, job, department, code or work email, filter by department and status, and click through to the full profile. It carries work contact details only — there is nothing private in it to leak.
Headcount and how it splits, who joined and who left, what's about to lapse, what's out on loan. Every tile links through to the records behind it.
Employees, departments, jobs and positions, employment history, documents and assets arrive as ready-made entities in your workspace — next to your CRM and your invoices, not in a separate system.
Triage them once into staff, external, former staff or not staff. Records are created, history is preserved, and nobody is handed a day-one checklist for a job they've done for three years.
Four templates ship with the app. Edit them, add a department layer or a role layer, and preview the merged journey for a hypothetical hire — department, job and work type — before anybody joins.
Name, work email, position, department, manager, work type, start date, salary. That one submit writes the employee record, files the hire as a dated employment record, marks the seat filled, raises the onboarding journey — and sends the login invite if this person needs one.
| How it works today | What that costs you | BackOffice |
|---|---|---|
| Scanned contracts in a shared drive | Nobody notices a permit expired until an inspection does | ✓ |
| One checklist, copy-pasted per role | Six copies drift; the safety step is updated in one of them | ✓ |
| The org chart in a slide deck | Accurate on the day it was drawn, and never again | ✓ |
| A tab of who has which laptop | Two people hold the same one; leavers keep theirs | ✓ |
| Salary in a sheet everyone can open | Hidden, not protected | ✓ |
| All of it, per person | 5 places | 1record |
HR Records installs into the same BackOffice workspace as your CRM, invoices and helpdesk — one sign-in, one permission model, one audit trail. Book a walkthrough →
Clock-in and clock-out with breaks, leave balances that compute themselves, approvals per leave type, shifts, rosters and the monthly tabel — plus a phone app for the people who never open a back office.
See Leave & Attendance →The app that sends the employment contract and brings the signature back. Onboarding drives it for you — and if you don't use it, that step is simply a checkbox somebody ticks.
See Contracts & e-Sign →CRM, helpdesk, invoices, public forms, dashboards and automations — HR isn't a separate product with a separate login, it's another app in the workspace you already run on.
Take the tour →Their records are created in one pass, and every one of them is marked as an existing employee rather than a new arrival. You triage the list first — staff, external or agency, former staff, or not staff at all — and anything that looks like a service account is pre-marked for you. No onboarding journey is raised for those people: no contracts sent, no equipment handovers for equipment they already hold.
No. A login and an employee are different things. Retail, warehouse and kitchen staff who never sign in still get a full record, a contract, documents and history. The invite is an optional checkbox on the hire form — and when somebody does accept one later, it links to the record you already created instead of making a second.
Yes. A hire's journey is the merge of every template that applies: the company-wide one, plus what their department adds, plus what their job changes. A more specific template can replace a step or remove it, and steps interleave by order rather than only appending. You can also edit the list for one particular hire before you start it.
Personal ID, birth date, address, bank details and salary are removed by the server, not hidden by the page — they're absent from the API response and from the CSV export, not merely invisible. Admins and the people you grant HR permissions to see them on the HR screens, every reveal of someone else's data writes an audit row, and everybody can always see their own.
No. HR Records covers the employee record itself, onboarding and offboarding journeys, documents and contracts, equipment, employment history, probation and the org chart; the sibling Leave & Attendance app covers shifts, leave, attendance and timesheets. Payroll, recruitment and performance reviews are not built — we'd rather you knew that before you started than after.
Yes. Every screen, label, tab and status ships in English and Georgian, and each person picks their own language.
Book a walkthrough and we'll set HR Records up with your departments, your roles and your onboarding steps — then show you the merged journey for a real hire, before you commit to anything.