Human Resource Management System

HRMS to help businesses manage employee data, payroll, benefits, and performance.

Once Sync HRMS streamlines the full employee lifecycle—from hiring to offboarding—so HR teams reduce admin time, stay compliant, and improve employee experience. Centralised records, automated workflows, and self-service keep data accurate and processes fast.

WHO IT’S FOR

SMEs and mid-market organisations across education, healthcare, financial services, retail, and professional services that need reliable payroll, leave, performance, and compliance management with strong auditability.

KEY CAPABILITIES

• Core HR & Employee Records: Unified profiles with contracts, KRA/NSSF/NHIF where applicable, job history, documents, and asset assignments.
• Recruitment & Onboarding: Job posts, applicant tracking, interview stages, offer letters, checklists, and automated onboarding tasks.
• Time, Attendance & Leave: Shift planning, clock-ins (web/mobile), accrual rules, leave balances, approvals, and calendars.
• Payroll & Statutory Deductions: Gross-to-net, allowances/deductions, loans/advances, PAYE, NSSF, NHIF, pension—multi-cycle runs with audit trails.
• Benefits & Claims: Medical/insurance tracking, expense claims with policy rules, per-diem/mileage and receipts.
• Performance & Goals (OKRs): Cycles, goals, KPIs, 1:1s, reviews, 9-box insights, development plans, and calibration support.
• Learning & Compliance: Courses, mandatory trainings, validity/expiry tracking, certificates, and reminders.
• Self-Service Portal: Payslips, P9s, leave, overtime, timesheets, personal info updates, and requests—via web/mobile.
• Workflows & Approvals: No-code steps, SLAs, escalations, multi-level approvals for HR processes.
• Analytics & Dashboards: Headcount, attrition, absenteeism, overtime, payroll cost, DEI snapshots, and compliance reports.

INTEGRATIONS • Finance/Payroll: QuickBooks, Xero, bank payment files, and custom GL exports. • Identity & Email: Google Workspace, Microsoft 365/Entra ID (SSO). • Time/Access: Biometric/door readers (via file/API), timesheet tools. • Communications: Email, SMS, WhatsApp notifications for approvals and reminders.

SECURITY & COMPLIANCE Role-based access control, field-level visibility, maker-checker on sensitive actions, audit logs, and encryption in transit/at rest. Designed with privacy by default and aligned to Kenya’s Data Protection Act, 2019—covering purpose limitation, data minimisation, retention, and subject-rights handling.

IMPLEMENTATION APPROACH

1. Discovery & Blueprint: Org structure, grades, policies, leave rules, and payroll model.
2. Configuration: Roles/permissions, workflows, forms, performance cycles, and dashboards.
3. Data Migration: Employees, dependants, balances (leave/loans), payroll history; QA and sign-off.
4. Integrations: Identity, finance/GL, time devices, and notification channels.
5. UAT & Training: HR/payroll admins, managers, and employees; run a parallel payroll if applicable.
6. Go-Live & Hypercare: First live cycles, reconciliation, and stabilisation.

WHAT YOU GET

• Configured HRMS with your org structure, policies, and approval flows.
• Self-service portal, templates (letters, reviews), and standard reports.
• Payroll packs (registers, payslips, bank/statutory outputs) and audit trails.
• Training, admin playbooks, and process documentation.

SUCCESS METRICS WE FOCUS ON

• Payroll Accuracy & Cycle Time
• Time-to-Hire and Onboarding Completion Time
• Leave Balance Accuracy and Absence Rate
• Review Completion Rate and Goal Progress
• HR Ticket/Request Resolution Time and Employee Portal Adoption

SUPPORT & SLA Tiered support with portal/email, optional phone/WhatsApp windows, uptime targets, incident response, and quarterly reviews.

PRICING MODEL Modular, per-employee or tiered licensing with implementation as a one-off project fee. Optional add-ons for integrations, advanced analytics, and device connectors—pay only for what you need.

WHY ONCE SYNC Localised HR/payroll expertise, strong controls and auditability, and change-management that drives adoption—so HR spends less time on admin and more on people.