Equipment and assets
Laptop, phone and access card are recorded on assignment, and their return is requested automatically when employment ends.
HR management system · The document record
Every decision is kept in the employee file, and still there in two years
HR software can collect documents. The questions people ask a year later are different: who signed, exactly what, and who approved it after reading it. In HRAI every send, open, identity check, signature and approval is a step in one record, chained with SHA-256 hashes, so the answer is in the file.
Last reviewed
Definition
What is a document record in HR?
In short
A document record is the full, ordered history of an HR document: when it was sent, opened, verified, signed and approved, and by whom. In HRAI each step carries a SHA-256 hash derived from the step before it, so an integrity check can show the record is exactly as it was created, or where it changed.
Employment agreement · verified document record
01Sent for signatureTamar Cohen · 14:029f2a…c41b
02Opened by the employee83.130.… · 14:19c41b…7d0e
03Identity verified with a one-time codeSMS · 14:207d0e…a5f3
04Signedhash derived from the document content itself · 14:23a5f3…21bc
05Reviewed and approvedrecorded that the approver opened the document · 15:4121bc…e908
Names, times and hashes are illustrative. The structure is what the system records.
The value
Why does the answer have to be in the file, not in email?
An HR system is measured on the day data goes in, and proves itself on the day you ask it to bring the data back out.
An employee asks to see the salary appendix they signed. An auditor asks who approved 40 hours that were entered manually. An accountant wants to know why a vacation balance changed in March. In all three cases the answer comes out of the file in seconds, with the date, the identity and the context, instead of a search through a shared folder and mailboxes.
Thousandsautomated tests run on every change
7roles with separate permissions
0manual attendance entries approved by the person who created them
24the Wage Protection Law amendment the system is built around
What is inside
Four hubs, each working at a different pace
Three of them have a beginning and an end: a role closes, an employee leaves, a day ends. The fourth does not. It carries on after all the others have finished, and that is its job.
The structure
How do eight areas share one record?
RecruitingOnboardingAttendanceShifts
LeaveExpensesWellbeingManagers
9f2a…c41b
one document record · one audit log
21bc…e908
Payroll reportYour personal calendarApprovals centerManagement board
Every area writes to the same record, so the payroll report, the personal calendar and the management board always show the same picture. A module that is not in your package is fully closed: the screen is not in the menu, and the server route refuses even a direct address.
The line
How does a shift become a payslip line?
When the shift roster, attendance and payroll sit in the same system, each step feeds the next. This is how it looks end to end:
The five steps in full
The roster is built and published
The engine schedules by availability, 8 hours of rest between shifts, a 42-hour weekly ceiling and night shifts: the Hours of Work and Rest Law is built into the engine.
The roster sets the expectation
The system knows which days had a shift and which did not, so it asks only when there is something to ask. Shifts also reach the personal calendar on the phone.
The published roster is the reference pointA punch, or a question on WhatsApp
A shift that started without a punch produces a question to the employee and an alert to the manager, the same day rather than at month end.
The hours engine splits the day
Base, 125% and 150% overtime, rest-day rate and night shifts, calculated by one engine, including shifts that cross midnight.
The report for the accountant
Hours approved under Amendment 24 enter the report, and hours waiting for approval appear in a separate column so everyone sees what is left.
✓ on a number: a gate, where the next step waits for a person’s approval
The principle
Who approves a document, and what do they see first?
01 · Review before approval
The approve button opens after the review
This is system behavior, not a slogan. The approve button on a signed document opens after a review has been opened, and the review is recorded in the document record next to the approver's identity. So every approval in the system is an approval by someone who read it.
- Decisions arrive in one center: agreements, signed documents, leave, expenses, manual attendance and requests, sorted by waiting time
- The original file is shown in full and can be downloaded and printed before deciding
- Who approved, when, from which address, and that the document was actually opened, all recorded as a linked step
- At any moment you can check that the record is complete, and if something changed, where
02 · In the field
One receipt, zero forms
Expense reporting is where processes go to die. So the employee does not fill in a form: they send a photo on WhatsApp, the bot asks for the amount and category, and the request goes to a two-step approval with the receipt attached.
Then: the approver sees the receipt photo from the approvals center, and an approved refund enters the payroll report.
And around it
What small things save the phone calls?
Announcements with read receipts
A procedure that requires acknowledgement goes to the whole company or a department, with tracking of who read and who confirmed.
Employee reviews
Review cycles with a questionnaire, employee and manager answers, and tracking of who has not finished.
Org chart
Built automatically from the direct manager field in the employee files. No slide deck that goes stale.
Company and personal calendar
Holidays, leave and wellbeing events, and your own shifts as timed events, in a feed that syncs to Google Calendar and Outlook.
Backup to your drive
Automatic backup to the organization's Google Drive, a folder per employee, at the frequency you choose.
Sources
Official sources for this page
Sources checked on . This page describes how the product records documents. It is not legal advice.
Frequently asked
What people ask before they start
What is a document record?
Every action on a document, such as sending, opening, identity verification, signing and approval, is recorded as a step that carries a SHA-256 hash derived from the step before it. That sequence is what lets you see at any moment who signed, what and when, and an integrity check shows immediately that the record was kept as it was created.
Is HRAI built for Amendment 24 to the Wage Protection Law?
The system distinguishes between attendance recorded live and a manual entry made afterwards. A manual entry is routed for approval by a second person, always someone who is neither the person who created it nor the employee, at any permission level, and hours not yet approved are not counted in the monthly payroll report.
Where is the data stored?
In the cloud on dedicated infrastructure, or on your own server in a full on-premises installation with Docker. In both, separation between companies is enforced at the database layer with Row Level Security as well as in the application code.
How long until the digital file is ready?
Setting up the company and importing existing employees from a file is a day's work. From then on every document that is sent, opened and signed goes into the employee's file by itself, and the starter document kit is created automatically with the company.
Can we take the files with us if we leave?
Yes. Files can be exported at any time, including the signed documents and the full record of each one. There is no technical lock-in and no waiting period. The history stays with your company, not with the vendor, whether you move to another system or keep paper copies.
How do we keep control of the automated agent?
The agent works at an autonomy level you set for each company: suggest only, carry out only safe and reversible actions, or also approve within policy. Every action it takes is recorded in the feed and the audit log, and sensitive actions, such as changing bank details, always go to a person for approval.
What stays in the file when employment ends?
Every step of the process stays in the file: the confidential consultation with HR, the protected-groups check, the alternatives considered, the hearing and the reasoned written decision, with the date and who carried out each step. Years later, the question of what was done and when is answered from the file rather than from memory.
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