HR & Administration

The Problem

Employee data scattered across files or spreadsheets creates compliance risks. Expired certifications, missing documents, and unclear approval processes expose companies to legal and operational risks.

Real Experience

A company discovered during an audit that several employees' safety certifications had expired months earlier. The HR department maintained records in multiple Excel files, and there was no systematic way to track expiration dates or trigger renewal processes. This created significant compliance exposure and potential safety risks.

The Solution

A digital HR system consolidates contracts, certifications, leaves, and approvals, automates workflows, and sends notifications. Document management integration ensures all employee records are centralized and accessible.

Key Recommendations

• Centralize all employee records in a digital HR system
• Implement automated notifications for certification expirations
• Establish clear workflows for leave requests and approvals
• Integrate with document management for contract storage
• Track training, certifications, and compliance requirements

Mistakes to Avoid

• Failing to track certificate expirations systematically
• Maintaining parallel paper systems alongside digital records
• Not implementing automated workflows for common HR processes
• Missing integration with time tracking and payroll systems
• Ignoring compliance requirements and audit trails