Module Employee records in the SmartFP platform offers a practical and clear way to manage all HR administration in one place. It will allow you to easily keep employee data up to date, manage HR documents and be clear about what’s done and what’s waiting to be completed. At the same time, it greatly facilitates communication between HR and payroll.
SmartFP can connect to accounting systems such as Pohoda, Helios and others. It can also automatically create the necessary documents and send them to the relevant persons with one click and then ensure their electronic signing. Thanks to digitization, this reduces manual work and gives HR more space to work with people, not papers.
Electronic entry questionnaire
Right at the start of the onboarding process, HR needs to get a lot of data from the employee, which usually comes from different sources: emails, attachments, different versions of documents or incomplete forms. This increases the error rate and delays further processing. SmartFP greatly simplifies this step: HR just enters the basic data and the system automatically sends the new colleague a prompt to complete an electronic intake questionnaire. The employee completes everything online in one place, nothing is overwritten and HR has accurate and complete data ready for future use.
The submitted questionnaire triggers the follow-up process:
- the employee receives a PDF document with clearly summarized data, which directly electronically signed,
- a personal card is created in the SmartFP system,
- all information is automatically transferred to the system, HR does not overwrite anything,
- the data obtained immediately becomes the basis for other documents and processes.
The questionnaire will provide HR with the complete administrative documents needed to start the onboarding process.
Automatically generated HR documents
The manual preparation of employment contracts, agreements, protocols or OHS materials is one of the most routine HR tasks. For each employee, it is necessary to re-fill the data, check for accuracy and pass the documents on. SmartFP takes care of most of this administration for you. Once the employee card is created, the system uses the data from the questionnaire and within seconds prepares the necessary documents uniformly, accurately and without manual retyping. HR does not have to deal with repeated administrative steps and can focus on more important tasks.
Examples of documents that SmartFP can automatically generate for you:
- employment contract (including variants of HPP, DPP, FTE),
- payroll,
- agreements on changes to the employment contract,
- amendments to contracts,
- Taxpayer declaration “Rose petal” (including annual renewal),
- consent to the processing of personal data,
- acknowledgement of receipt of internal guidelines,
- Occupational health and safety and fire protection,
- confirmation of acquaintance with the job description.
If you need additional documents, you can easily create your own templates. The SmartFP platform will work just like the other documents listed above.
Familiarisation of the employee with the documents
Once HR has obtained all the necessary administrative data from the electronic intake questionnaire and the employee’s card has been created in the system, it is time to make available the documents that the new colleague must become familiar with. These can be prepared in advance, or generated gradually depending on how you have the onboarding process set up.
SmartFP allows a new employee to review all the necessary materials online, from internal directives to OHS and OHS to job descriptions and handover protocols. The employee opens the documents directly in the system and confirms their receipt or reading with one click. At the same time, they are available to him at any time.
This part of the process is handled by the module Employee familiarisation with documentswhich clearly shows what the employee has already completed and what is still to come. This gives HR a clear overview without paper lists, lost documents or incomplete records.
Each confirmation is automatically saved to the employee’s digital card where it is accessible to both HR and management. There is no need to search, print or manually file anything. Everything happens in one environment, clearly and fully digitally, which greatly speeds up the entire process and eliminates errors associated with manual administration.
Electronic signing of documents
Electronic signing in SmartFP allows you to close all HR and company documents directly in digital form. Contracts, addenda, Taxpayer Statements, or OSHA materials can be validated through authenticated services such as Signi, eSigno, or Citizen Identity from anywhere without the need to print or scan.
Signed documents are automatically saved to the employee’s card, where they are immediately available to HR and payroll accountants. Access is controlled by user rights, so that the payroll accountant or other roles only see the documents and data they actually need. In the employee card, you can set in detail who can see specific documents and individual fields with personal data. This makes the whole process fast, clear and allows the company to work with documents fully online, without unnecessary administration and without the risk of an unauthorised person getting access to sensitive information.
Are you interested in this module?
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