FunctionEmployee records
One current, complete record per employee - the profile every other function reads from.
The employee record is the centre of CAQA HRMS: one current profile per person, holding employment details, role, department, manager and history in a single place. Every other function - leave, performance, documents, reporting - reads from and writes back to it.
- A single profile per employee with employment history
- Role, department and manager recorded against each person
- Changes logged, so records stay accurate and auditable
FunctionContracts
Employment agreements issued, stored and tracked, with key dates always in view.
Issue, store and track employment agreements against the employee record. Key dates - commencement, end of a fixed term, probation and review points - stay visible, so nothing expires unnoticed.
- Contract documents held with the employee they belong to
- Start, end, probation and review dates tracked
- Variations recorded as new versions, with the old ones kept
FunctionPositions
Roles defined once - title, description and requirements - then filled as people change.
Define each role once - title, description, requirements and where it sits - and fill it as people change. Because the position is separate from the person, the structure survives every arrival and departure.
- A register of position descriptions and requirements
- Vacancy status visible across the organisation
- Requirements, such as qualifications, follow whoever holds the position
FunctionDepartments
Group positions and people into the teams and units your organisation actually runs on.
Group positions and people into the departments, campuses and units your organisation actually runs on. Departments give structure to reporting, approvals and the organisation chart.
- Departments and units mirrored from your real structure
- People and positions grouped for approvals and reporting
- Restructures handled by moving positions, not re-entering people
FunctionOrganisation charts
Reporting lines drawn from live position data, so the chart is never out of date.
The organisation chart is generated from live position and department data, so it is never a stale drawing. When a role is filled, moved or vacated, the chart already knows.
- Reporting lines drawn automatically from positions
- Vacancies visible in context
- Always current - no separately maintained diagram
FunctionPolicies
Publish HR policies with version control and acknowledgement tracking for every employee.
Publish HR policies inside the platform with version control, and track who has acknowledged which version. When a policy changes, re-acknowledgement can be requested from everyone it affects.
- Policies published with version history
- Acknowledgement tracked per employee, per version
- Updates pushed for re-acknowledgement when content changes
FunctionPerformance
Reviews, goals and check-ins on a regular cadence, recorded against each employee.
Run reviews, goals and check-ins on a regular cadence, with the outcomes recorded against the employee record rather than lost in documents. Managers and staff both see what was agreed and when it is next due.
- Review cycles scheduled and tracked
- Goals and outcomes recorded against the employee
- History available at the next review, not reconstructed from memory
FunctionLeave
Requests, approvals and balances in one flow, with team calendars showing who is away.
Leave requests, approvals and balances run through one flow. Staff apply from self-service, managers approve with balances and team calendars in front of them, and HR sees the whole picture.
- Requests and approvals in a single flow
- Balances calculated and visible to staff and managers
- Team calendars showing who is away and when
FunctionDocuments
A permission-controlled library for every employee file, letter and signed form.
Every employee file - letters, signed forms, certificates and records - lives in a permission-controlled library attached to the right person. Access is limited to the people who should have it.
- One library per employee, attached to their record
- Permission-controlled access for sensitive files
- Documents surfaced where they are needed - onboarding, contracts, qualifications
FunctionQualifications
Credentials and licences recorded, matched to position requirements and tracked for currency.
Record qualifications, licences and checks against each employee, match them to the requirements of the position they hold, and track currency so expiries are visible long before they matter.
- Qualifications and licences recorded per employee
- Automatic matching against position requirements
- Currency and expiry tracking across the workforce
FunctionOnboarding
Structured checklists from accepted offer to settled-in, with tasks assigned and tracked.
Turn a new starter's first weeks into a structured checklist that starts at the accepted offer: record created, contract issued, policies acknowledged, equipment arranged, inductions completed - each task owned and tracked.
- Checklists that start before day one
- Tasks assigned to the people responsible
- Progress visible until the starter is fully settled
FunctionOffboarding
Clean, complete exits - access, assets, final documents and handover in one checklist.
When someone moves on, offboarding runs the exit as carefully as onboarding ran the start: access ended, assets returned, final documents issued and the record closed cleanly and kept for as long as it must be.
- Structured exit checklists
- Access, assets and handover tracked to completion
- Records closed and retained in line with policy
FunctionEmployee self-service
Staff view and update their own details, request leave and acknowledge policies themselves.
Staff handle the routine themselves: viewing and updating their own details, requesting leave, downloading documents and acknowledging policies - without emailing HR and waiting.
- Staff view and update their own details
- Leave requested and tracked from the same place
- Policy acknowledgements and documents self-served
FunctionHR reporting
Workforce answers on demand - headcount, leave, qualification currency and more, exportable.
Because every function writes to the same records, reporting is a query rather than a project. Headcount, leave patterns, qualification currency and structure are available on demand and exportable.
- Workforce reports available on demand
- Qualification currency and leave visibility across teams
- Exports for boards, auditors and regulators
