Employee Self-Service (ESS)

What is employee self-service?

Employee self-service also known as ESS, helps companies to work efficiently and save valuable working time while increasing data accuracy by enabling employees to take some administrative matters in their own hands.

The need for a digital workplace is increasingly gaining popularity among HR departments in many companies. Nevertheless, many companies still rely on Excel spreadsheets, Word documents or even paper files to perform HR tasks. Digital solutions such as employee self-service help companies to save valuable working time in the right areas, creates transparency, ensure data is up-to-date, and increase employee satisfaction.

How does employee self-service work?

Thanks to modern HR software, it has become usual for companies to give all employees access to a number of functions inside the tool. The goal here is to optimise administrative processes by allowing employees to perform tasks they can accomplish on their own.

Some of the activities that are extremely simplified by employee self-service are annual leave planning, time tracking, and updating employee information using a digital personnel file.

How employee-self service is used:

Leave requests are sent to superiors with just one click and can be validated just as quickly. A detour towards human resources, as well as printing all leave requests is no longer necessary thanks to the employee self-service.

Working hours can be tracked and recorded within seconds. Overtime is automatically calculated based on the number of hours the employee is expected to work. Employee self-service thus ensures that no enquiries about overtime, or total remaining hours of work are made to the HR staff.

The main use of employee self-service, however, is the ability to handle and edit one's own employee information. Manual editing and updating employee information will no longer need to be handled by the HR manager. With employee self-service, the employee can perform this task on their own and increases data accuracy in the company.

Make your HR department more efficient

Administrative activities make up an staggering average of 60% of the working time in HR departments. This means employee self-service offers the possibility to reduce this workload by 40%. If the workload in the human resources department can be reduced by delegating administrative tasks, then the HR management will be able to spend more time on key issues and ensure the long-term success of the company. Employee self-service is a good example of why 3 out of 4 HR professionals consider the use of human resources technology as critical for future business success.

Make your employees happier

Nearly 80% of the respondents want easier ways to handle routine tasks. Employee self-service can fulfills this need. By implementing Employee self-service, employees can take matters such as annual leave planning, time tracking, or updating employee information on their own hands. Employees no longer have to go through a myriad of paperwork or people to enquire about their personal information, but can easily find the answers to their questions with just some clicks thanks to the employee self-service and make better use of their working time.

Employee self-service in small and medium-sized enterprises

In almost 70% of companies with a size of up to 50 employees, human resources is usually done "on the side" by executives or managing directors. It is especially in these scenarios where employee self-service can be of great help to the company. Not only are these professionals not enthusiastic about the additional responsibilities, they also often lack the expertise, which in turn accidentally turns them into untrained HR professionals. What’s more, think about the time these non-HR managers spend on matters they were not hired for. This can quickly become a hazard and have a negative impact on your business development. By using employee self-service the time spent on HR tasks is reduced by splitting the responsibilities among all employees and delegating the workload.

All the benefits of Employee Self-Service at a glance

With employee self-service, companies are making a big step towards a digital HR and relieve both managers and employees. The benefits of employee self-service are several:

  • Optimised and time-saving processes
  • 24/7 access to information
  • Relieved human resources managers
  • Satisfied employees
  • Higher data accuracy
  • Digital workplace

Employee self-service helps companies to focus on their business success and growth rather than spending too much time on administrative activities.

Employee self-service with kiwiHR

kiwiHR's employee self-service allows all employees to access data that is relevant to them and enables processes to be completed in a time-saving and resource-efficient manner. Try kiwiHR free for 14 days.


  • Compassionate leave







More from kiwiHR blog

  • Workforce management
  • HR guide

Guide to holiday accrual rules and COVID-19 impact

Holiday accrual is a complicated topic on its own. Get a complete understanding on holiday accruals, what rules changed amid COVID-19, and how to best manage it in this blog article.

Jazmin Lopez