Employee Records

Stay on top of things with digital employee records

Companies who embrace digital employee records are making a safe bet on increased productivity. Make employee records maintenance easy by always working with up to date files thanks to employee self-service.

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Almost 5000 users already benefit from Employee Self-Service

Drowning under mountains of paperwork is painful

Three out of four companies use isolated solutions or Excel spreadsheets to manage employee data instead of securely centralising them into a single smart HR software.

Paper employee files are time wasters

Up to 25% of HR staff time is spent only on managing employee information and data, preventing them from focusing on more important matters.

Chaos is just a matter of time

Updating data can quickly end in chaos. With 75% of SMEs managing information with isolated systems, data loss is almost guaranteed.

Make a change and relieve managers

Nearly 80% of decision makers are willing to support their employees with smart HR software and digital personnel file.

All employee information in a secure system

Keep sensitive employee data safe and centralised in one place with HR software. Forget about time-consuming spreadsheets and scattered information when you work with a single HR solution.

No more searching in folders

Save time and find current employee information free of clutter with digital personnel files - all in the cloud.

Delegate HR tasks effectively

Improve productivity with Employee Self-Service. Each employee can complete their own personal data, helping the HR manager do their job.

Access anytime, from anywhere

Make relevant data accessible 24/7. Employees can access, view or change relevant data using any device.

Secure and compliant data for all

Increase data security and compliance. Employees can only view and edit data they're allowed to access and in accordance with GDPR.

The dynamic duo you need: Employee Self-Service and Digital Employee Files

Keep staff details always current and organised by letting your colleagues take care of their own data. Both the digital employee files and employee self-service make personnel files maintenance easy.

Reduce administrative effort

Save time switching from isolated systems to centralised digital employee files. Start managing employee information in a single system.

Relieve executives

Overwhelming over outdated data is over. Allow your employees to update their own personal information and take the workload off your shoulders with employee self-service.

Stop worrrying about privacy

Make sure the right people access the right information with permission roles. All data in kiwiHR is GDPR compliant.

Discover the many benefits of Employee Self-Service

Maintain digital employee records always up to date

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Powerful features to help you streamline HR tasks

HR admin activities can be really time consuming, up to a staggering 700 hours annually. Having an automated system saves you time and gives you a competitive advantage. Start now and make a difference!

  • Digital personnel files
  • Employee directory
  • Employee self-service
  • Social media integration
  • Clear corporate structure
  • GDPR compliant
  • Employee profile
  • Individual control access
  • Data import and export

More time-saving features from kiwiHR:

Insightful company resources

Consolidate important information

Effortless time off management

Manage time off on the fly

Employee onboarding with a plan

Make new hires' first day perfect

Onboarding checklists

Employee onboarding checklist template

A stellar onboarding sets up new hires for success by increasing their productivity from day one. Increase employee retention with onboarding checklists proven to enable the best possible start.

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Keep employee records organised with kiwiHR

kiwiHR combines numerous benefits in one centralised system. Enjoy the advantages of a modern HR software solution and streamline your human resource management. Consider kiwiHR an additional human resource department staff member who handles some administrative tasks and simplifies the communications between your human resource management and your workforce.

Define your corporate structure on kiwiHR in seconds by adding employees and allocating positions, teams and locations to them. The position assigned to an employee has an immense impact on this employee’s access privileges within kiwiHR. The clear visualisation of the different permission roles of employees will clear off any uncertainties regarding data protection. Team managers have the right to see and edit information related to the team members who report to them, while team members can only see their own data and automatically generated, public data of coworkers. This is in compliance with the European General Data Protection Regulation (GDPR) and renders the cooperation with your company secure.

Every employee you add to kiwiHR will be assigned a unique login for the employee self-service feature, which enables every user to complete their own information. You can entrust kiwiHR's safe HRMS with everything from compensation information to health insurance company.

What the personnel file includes:

Good personnel management also requires a well-informed personnel file. The employee file contains both personal data (name, date of birth, contact details, emergency contact, marital status, etc.) and other relevant information. Relevant HR data includes: salary information, employment contract, training certificates, offboarding documents, work certificates, social security number, etc. The personnel file therefore includes all information relating to human resources and pay. It allows better personnel management. kiwiHR offers a digital personnel file where all information is centralized in a central and secure space, compliant with the GDPR. In addition to maintaining an organised personnel file, you’ll never miss out employees’ birthdays or work anniversaries. After completing an employee’s birth date and employment start date, birthdays and work anniversaries will show up in the company calendar as upcoming celebrations. By celebrating and recognising employees, you’ll not only enhance your company culture, but also increase employee retention.

Employee database and key contacts

Find the information you need about employees across your company in seconds thanks to a seamlessly organised employee database. You can jump from one employee profile to another using the User Switching button. Moreover, you can enable employees to find contact information from their colleagues by allocating key contacts for teams. Key contacts will be separate from the employee database, providing quick and easy access to contact information and other relevant data.

Increase your efficiency with kiwiHR's digital employee records

Your employees can use kiwiHR at any time from any device, which makes it possible to use the software 24/7. For instance, if an employee has to report sick, all it takes is a few seconds to send a message from his or her smartphone or tablet. Time off requests can also be submitted at any time and the team manager can respond accordingly. This expedites the decision-making process and greatly simplifies the communication within your teams.

On the other hand, when they are not off, they are able to track their working hours and see their overtime hours in kiwiHR’s time tracking section. The overtime hours are calculated by kiwiHR, comparing the entered working hours with the expected hours indicated in the employee’s schedule. Thus, total working hours and overtime are calculated automatically and error-free.

Additionally, the company resources will boost team productivity and enhance communication within your company. By showcasing your business assets and sharing relevant facts and figures about your company, your employees will be able to better know your company and will serve you as a part of onboarding for your new hirees. In addition to sharing important company documents, you'll also be able to share compiled HR data from kiwiHR in the form of automatically generated HR reports you can export and share with your team.

Gone are the days where you needed endless amounts of storage for your company documents, with the document management feature available on kiwiHR. Your team communications will be improved even further by allowing your employees to store and share important corporate documents.

Take advantage of our 14 day free trial of kiwiHR without any restrictions. Sign up today and optimise your human resource management with kiwiHR. If you'd like more information, you're also welcome to schedule and online demo to get a deeper understanding of the HR solutions kiwiHR offers.