What does our HR management system look like?

Have you ever thought about creating your own HRMS ? Here in INLOOPX, we created one based on Jira which covers perfectly (for now) all of our needs. In this article, I would like to give you a little sneak peek into what it looks like.

We have some different boards in our HRMS which are being used by different people. That’s why this article is divided into the three parts that our HRMS covers : Hiring needs, onboarding needs and offboarding needs.

But, firstly, here is a little map, so that you will be able to imagine how the person is “moved” in our system from the beginning until the end.

Hiring needs

The first part of our system is used mainly by our hiring team. We created different boards with all of the information from the beginning of the conversation with the candidate.

All of our candidates have one issue dedicated to them. We keep the information about how this person got into our system (their personal agency, LinkedIn, referral…), and which position they applied to. As the recruiting process goes on, we change their status from Candidate, Interview, and so on, until they are Rejected or Accepted.

JIRA helps us to keep our records nice and tidy, by giving us the opportunity to create a variety of boards. For example, we use the “Candidates” board (people that we are starting the conversation with)

or “Recruiting“ board (applicants who are in an interview, doing sample app etc.).

You can create any board to be suitable for your needs.

Hint 1 : It’s particularly useful that there are also “quick filters”, which allow you to see, for example, how many candidates you have for a certain position or which recruiter has been assigned to them (it’s also helpful for the recruiter themselves to just see their candidates).

Hint 2 : You can create a tab with the “date to contact” them

and when that day comes, you can see the candidates names in the “people to contact” board.

Hint 3 : The same status can be listed in more than one board, so the hiring team can just move the applicant’s name from one board to another without needing to change his status in every issue in the workflow. It’s especially useful to have the candidates “dismissed“ in some of the boards after the chosen period of time. For example, you don’t need to see the person with the “Interview“ status in the “Candidates“ board for long, since it is clearer for the whole system to have him listed in the “Recruiting“ board, after a while that he is in this state.

Hint 4 : In JIRA you can begin with a small amount of tabs and statuses, and start to add more once you know how to work with them.

Onboarding needs

The next part of our system is mainly used by our onboarding team. Once the candidate’s status changes to “Accepted“, we know that it’s time for them to start.

We do have statuses and boards here too, but they are very different to those in the recruitment project. We have only one board — “Onboarding” here. This consists of the statuses Get info, Legalities, Onboarding, and then Ready to work. We change the candidates status as the process goes on. Then we know, for example, if that employee has the contract already prepared, his hardware is ready, and so on.

Hint 1 : Create screens with tabs containing the important information you need. We use Interview, Legal, On/off-boarding, Basic info, Addition info and Education.

Hint 2 : As an example, here is what we keep in the “Legal” screen:

Hint 3 : Use EazyBI (simple business intelligence tool (jira plugin) to create the reports that we need), and to create the “Contact list” where you´ll be able to see all the internal people and filter them according to their position, office, country etc. With this, all your employees will know who works where, in which position, and how they can be contacted.

Offboarding needs

The last one of our boards in HRMS is an “Offboarding” board. Like every company, we also need to keep track of people with whom we didn’t find the right fit with each other. We reserve the status “Terminated” for them. With this, we are able to go through and filter all the information mentioned in the onboarding process, and also keep track of when the accesses were deleted, if the termination contract was prepared/signed, when the termination date was, etc.

We hope that this small insight into our HRMS system can help you to build your own. But every company is different — so before creating your own system, we recommend that you have a lot of discussions with your leaders, back-office, finance, and of course HR, about which bits of information are crucial for them to have in the database. Then you can store and divide the right information that your people usually need to check and use for their everyday work.

Did you create your own system or are you planning to do so? Share your ideas in the discussion below.