SimpleOne HRMS: A Digital Bridge Between HR and Employees

By automating routine tasks, HR professionals are freed from repetitive work and can focus on strategic priorities such as talent development, improving corporate culture, and increasing employee engagement. An HRMS serves as a centralized hub for automating all HR processes, ensuring efficient workforce management at every stage of the employee lifecycle—from recruitment to offboarding.

This article explores the benefits of HR process automation for businesses and how to leverage the unified digital environment of SimpleOne HRMS.

What Is an HRMS?

By automating these processes, an HRMS naturally centralizes all HR data within a unified system, making it easily accessible for HR analytics and data-driven decision-making.

HRMS Benefits for Businesses

An HRMS transforms the role of the HR department, shifting it from an administrative function to a strategic business partner. By automating routine tasks, HR professionals can focus on talent management, corporate culture improvement, and employee development programs.

Key Benefits:

• Creates a unified information environment by integrating all HR processes and data, enhancing communication and ensuring transparency.
• Enables in-depth HR analytics, allowing leadership to make well-informed, data-driven decisions.
• Improves employee interactions with HR, leading to higher satisfaction.
• Helps businesses comply with labor regulations by automatically tracking deadlines, processing requests, and generating required reports—reducing the risk of fines and reputational damage. This is particularly important for companies operating in multiple regions, they need to ensure compliance with local labor laws.

Which HR Processes Can Be Automated?

An HRMS can automate nearly all HR department processes, including task management, reporting and metrics calculation, recruitment planning, candidate search and hiring, organizational modeling, onboarding and training, employee inquiries, performance management, employee surveys, and compliance with labor regulations and corporate policies.

It is much easier for employees to interact with HR—they can submit requests for documents and HR-related matters, track their goals and development plans in a personal dashboard, give and receive feedback, view company events in a corporate calendar, and participate in loyalty programs.

A comprehensive approach to automation ensures maximum efficiency and eliminates data and process fragmentation. When all HR functions operate as a unified system, the company gains a holistic view of its human capital, enabling more informed strategic decision-making.

SimpleOne HRMS: A Unified Digital Environment for HR Departments and Company Employees

SimpleOne HRMS covers the full employee lifecycle, from recruitment planning to exit interviews, and enables the automation of all core HR functions: recruitment, onboarding, performance management, organizational design, and internal communications. The platform’s task management functionality helps track department workload and assess its efficiency. With data analytics tools, HR activities can be reported, and HR metrics can be calculated. Employees are provided with a single access point for interacting with HR—a portal with a service catalog and personal dashboard.

SimpleOne HRMS is a flexible platform solution that can be customized to meet the specific needs of a company using low-code tools.

Problems Solved by SimpleOne HRMS

Functionality of SimpleOne HRMS

HRMS provides tools for automating HR department processes and for facilitating employee interaction with HR — this two-way interaction creates a synergistic effect, enhancing the overall efficiency of the organization.

For HR Department

HR Task Management

1. A list of all tasks assigned to HR employees in the SimpleOne HRMS agent interface.
2. Kanban boards for the work of each HR department team.
3. A comprehensive list of all HR department tasks with the ability to make selections and generate reports.
4. The ability to plan the activities of the HR division.

The solution helps HR specialists organize their work with requests — the system automatically distributes incoming requests to the corresponding groups within the HR department. Department heads can see all incoming tasks and assign them to employees.

To visualize progress, the HR team can set up Kanban boards, where tasks move through columns based on their status. For example, the “Recruitment Requests” board allows tracking the progress of each request from creation to closure.

Analytics and Reporting

1. All data in the system is presented in a clear tabular format, and it can be processed directly within the system without the need to export to other tools.
2. Graphical reports can be created in various formats: histograms, pie charts, tabular views, and more.
3. You can create custom data selections and export them in Excel format.
4. Dashboards can be created and customized both for teams and for the entire HR department.
5. Analysis of HR department and employee metrics.

SimpleOne HRMS provides tools for generating clear reports on the performance of the HR department. The system allows extracting data related to HR activities (e.g., average time to hire, cost per hire, recruitment channel efficiency, etc.) and employee metrics (e.g., turnover rate, training costs, engagement levels, etc.).

For example, the HR Director can create a "HR Workload" dashboard, which will show the distribution of tasks among groups, request statuses, and summary data on employee workload. To analyze the types of requests, histograms can be used to display how many requests of specific types were received during a period, how many tasks were completed by HR specialists, and how many candidates are currently under consideration.

The generated reports are saved within the system and are dynamic — they are based on the most current data and automatically update when the system data changes. Additionally, the system enables the identification of trends and seasonal peaks in requests, helping to plan HR department resources effectively.

Recruiting

1. Creating and agreeing on recruitment plans.
2. Handling recruitment requests.
3. Integration with job boards.
4. Working with candidate responses and pipelines.
5. Automating the creation of a new employee onboarding request at the end of the candidate review process.

SimpleOne HRMS covers the entire employee recruitment cycle, from hiring planning to the onboarding request. Department heads create recruitment plans for a selected period—quarter, half-year, or year. They specify the required positions, requirements, and salary ranges. The plans are then approved by the budget holder.

Once the plan is approved, department heads can create recruitment requests. Recruiters can import candidate data from job websites or add applicants from the internal database. For each position type, HR configures its own recruitment pipeline—ranging from simple stages for entry-level positions to complex multi-stage processes for executives. After the candidate passes all stages successfully, the recruiter clicks "Hire," and the system automatically generates a request for HR paperwork. This way, the candidate’s information seamlessly moves to the next stage of the HR process.

Absence Management

1. Employees can submit requests for any type of absence, such as vacation, time off, business trips, sick leave, etc.
2. The requests are approved by the manager through the self-service portal.
3. The absence calendar allows exporting data on planned vacations for reporting purposes.

SimpleOne HRMS simplifies the tracking and approval of vacations, sick leave, and time off. Employees submit requests via the portal, and HR specialists process them in the system. Each request displays a status: "Awaiting Approval," "Approved," or "Rejected."

The system features a clear absence calendar in the form of a chart, where employees' vacation periods are marked with color-coded lines. This helps avoid situations where multiple key employees take leave at the same time. The HR department sees the entire company’s absence picture, while other employees can only see their own department’s schedule.

Organizational Modeling

1. Displaying the company's hierarchical structure.
2. Managing the structure.
3. Working with employee information: basic contact information, work group (company, manager, department, etc.), and career (specialization, skills).

SimpleOne HRMS allows HR specialists to manage the company's structure. The system stores the hierarchical units that make up the company — this structure can be built using data from various levels of directories, ranging from employees and teams to branches and companies. The HR department can edit the structure, transfer employees between departments, and assign managers.

The organizational structure is displayed as a hierarchical tree, where nodes represent managers, and branches spread out with subordinates. The system automatically counts the number of employees in each department. For example, you can immediately see that the sales department has 3 people out of the total 32 employees in the company.

When transferring an employee from one department to another, the HR specialist simply updates the corresponding fields in the profile, and the organizational structure automatically refreshes. The system keeps a history of these changes, allowing for tracking each employee's career development.

Compliance with Labor Legislation

1. Quick configuration of parameters according to current labor laws.
2. Settings for each jurisdiction.
3. Parameters for employee groups.

The unique compliance monitoring module in SimpleOne HRMS enables companies to independently manage data on current labor laws and make flexible adjustments within the system. If the law changes, there's no need to modify the system's code—just configure the necessary parameters already built into the solution. The module includes a table of compliance requirements with numerical values, such as tax rates or vacation days according to labor law. When the legislation changes, the HR specialist simply adjusts the relevant figure, and the system will operate according to the new rules. All rules and parameters are stored in a directory within the system.

For organizations with branches in different countries, the system allows for configuring separate parameters for each jurisdiction. Requirements are tied to specific countries, and the system automatically applies the corresponding rules to employees in those branches. SimpleOne HRMS also allows creating employee categories and applying special regulations to them. For example, a group for employees in extreme working conditions can be created, and staff from the relevant branches can be added to it. The system will then apply the appropriate rules, such as additional vacation days, as per the law.

For Employees

Unified Self-Service Portal

SimpleOne HRMS provides employees with a convenient portal for accessing all HR services within the company. Here, employees can independently address most HR-related matters without the need to call or email the HR department. The portal's interface includes key features: a news feed with announcements, a service catalog, a banner with company events, an organizational structure, an absence calendar, and HR requests for surveys. Employees can only view the functionalities that correspond to their role and position.

HR Service Catalog

At the center of the employee's interaction with the HR department is the service catalog — a structured list of services provided by HR. Employees use the catalog as the main entry point for making requests.

Through the catalog, employees can plan their absences — by filling out forms for PTA or sick leave. When requesting leave, the system shows the department’s absence schedule, helping employees choose appropriate dates considering colleagues’ plans. The catalog also contains sections for obtaining various certificates and documents. Employees fill out a simple form, and the request is forwarded to the HR department.

Managers have access to an extended catalog with additional features, such as requests for recruitment, onboarding of new employees, and other administrative services.

Employee Profile

Each employee has a personal profile in the system, containing contact information and data about their current position. The profile serves as a single source of information about the employee for all HR processes.

A key part of the profile is the "Career" component, which displays the professional specialization and skills. The HR department specifies the specialization according to corporate standards, while the employee manages their skills independently, adding new competencies and editing existing ones.

In future versions of the system, the profile will be enhanced with a visualization of the career track: development within the company, changes in position.

Loyalty Program

SimpleOne HRMS is integrated with the GrandBazar platform, which helps set up a loyalty program to increase employee engagement. GrandBazar’s tools allow the creation of gamified HR solutions using employee loyalty cards, interactive tasks, and a flexible reward system. Employees can accumulate corporate currency and spend it on the company’s marketplace, purchasing both physical and virtual items, such as health insurance.

Conclusion

SimpleOne HRMS is a comprehensive solution for automating all HR processes within a company. It offers a migration path from a set of disparate HR systems to a unified digital environment without data or functionality loss.