timeware® HRMS › HR & Personnel
timeware® HRMS · Module
HR & Personnel.
One profile. Every detail.
Every employee has a single, secure record, personal details, documents, compliance and full employment history, organised into clear categories and extensible with custom fields for anything unique to your business.
Key functions
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Every employee detail in one secure record, employment, compensation, documents.
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Configurable fields adapt the system to your organisation, not the other way round.
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Compliance alerts for right-to-work, reviews and expiring certifications.
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Full audit trail on every change, supporting GDPR.
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Employees keep their own details current through the ESS app.
Onboard
New starters onboard themselves.
Send a secure link and the new starter completes their own details before day one, personal details, bank, right to work and more, straight into their record.
Key functions
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Ten structured sections, from personal details to equal opportunities.
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Completed and signed online through a secure link, no account needed.
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Bank details adapt by country: sort code, IBAN or routing number.
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Health and diversity sections are voluntary and consent-gated.
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HR is notified the moment the form comes back.
Comply
Compliance that watches itself.
Key functions
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Right-to-work, DBS, driving licences and certifications tracked per employee.
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Expiry dates raise follow-up tasks before documents lapse.
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Critical compliance tasks block onboarding until complete.
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Every check is dated, attributed and audit-ready.
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Records adapt to your organisation with configurable fields.
Train
Training curriculums: what every role must hold.
Define a curriculum per role, sections of clauses, each satisfied by a course, a skill at a level, or a review. timeware® checks every employee against it, continuously.
Key functions
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Curriculums built from sections and clauses, statutory, regulatory or internal, each with its own refresh cadence.
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A clause is satisfied by a passed course, a held skill level, or a completed review.
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Courses run in editions, so historical training stays credited to the edition actually taken.
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Expiring certificates, first aid, manual handling, FLT, flag before they lapse.
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Costs, CPD hours, providers and certificates recorded per employee course.
Transport
Driving licences, checked against the DVLA.
For fleets and field teams: entitlement categories, endorsements and points per driver, with on-demand DVLA lookups and a human verification trail.
Key functions
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On-demand DVLA lookups pull entitlements, endorsements and standing straight from the source.
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Points tracked per driver with retention windows per offence code.
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Consent-gated end to end, with expiry per your policy.
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Re-verification reminders on the cadence you set.
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Expired or disqualified licences flag on the dashboard before anyone drives.
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20 DVLA checks a month included. Need more? Extra checks are passed on at cost, 60p each, on your next invoice, or connect your own DVLA account and checks are unmetered.
Mileage
Vehicles and journeys, priced by HMRC rules.
Employees log journeys against their registered vehicle; timeware® prices them by the HMRC-approved mileage bands, tracks the tax-year total and hands approved claims to payroll.
Key functions
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Vehicles registered per employee, with MOT, insurance and tax dates on file.
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Journeys classified business, personal or commuting, only business earns tax-free AMAP.
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HMRC banded rates applied automatically, including the 5p passenger supplement.
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Odometer readings and documents attach to each claim as evidence.
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Approval trail and payroll reference on every reimbursement.
One record
Everything that happens, happens against the record.
Documents, tasks, meetings and comments attach to the record they concern, so the full story of every employment lives in one place.
Follow-ups & tasks
NEVER MISSED
Probation reviews, visa expiries, training renewals, raised automatically and assigned to the right person with a due date.
Auto-created from dates
Assigned & tracked
Meetings & notes
IN CONTEXT
Reviews, disciplinary hearings and one-to-ones scheduled against the record, with notes and outcomes filed where you’ll find them.
Scheduled from the record
Outcomes on file
Full audit trail
GDPR-READY
Every change to every field: who made it, when, and what it was before. Consent-gated sections keep sensitive data sensitive.
Who, what, when
Consent-gated access
And the rest
The whole employment, covered.
Over forty record types, each with its own documents, tasks, meetings and audit trail, so nothing about an employment lives in a spreadsheet.
Health, safety & wellbeing
Consent-gated where it matters, reportable where the law requires.
Accidents & incidents
Near-miss observations
Health assessments
Mental wellbeing
Disability & adjustments
Relations & performance
Structured processes with workflows, meetings and outcomes on file.
Disciplinaries
Grievances
Reviews & self-assessments
Achievements
Exit interviews
Pay & benefits
The contractual side, dated, versioned and payroll-ready.
Salary history
Pension auto-enrolment
Benefits
Trade union memberships
Skills & credentials
Custom fields
Organisation chart
Drawn from who reports to whom. Nobody builds it by hand.
Every person’s line manager is part of their record, so the chart is always current. Managers run across the top, each team stacks underneath, and one click puts a person in focus.
Key functions
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Each branch carries its department’s colour; point at a person and their line lights up to the top.
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Click a person to see who they report to and their direct reports, with work contact details, deputy, mentor and HR partner.
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Search, expand or collapse all, zoom, drag, and print with each top-level team on its own sheet.
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Put the reporting line right from the chart: change a line manager, add people to a team, or move a whole team. Loops are refused.
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A “Not on the chart” list shows anyone with no line manager, ready to place.
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Respects each user’s scope, with its own permission. The same chart can appear on wall screens and in the timeware® ESS app, both off until you switch them on.
AI suggestions
Write what happened. The form fills itself in, with your approval.
Type the account in plain words and press Suggest. timeware® proposes the structured fields, each with the sentence it came from, and nothing is saved until you choose.
Key functions
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Available on accidents, disabilities, disciplinaries, exit interviews, grievances, health assessments, mental wellbeing and reviews.
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Every proposal quotes the part of the account it came from, so you can check it in a glance.
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Reword on every large text box: fix spelling and grammar, make it professional, make it shorter, or write up notes. Facts, names, dates and direct quotes are kept word for word, and your text stays until you choose Use.
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Use one, use all or dismiss. Nothing reaches the record until you save the form.
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Respects permissions: it only reads what the person asking is allowed to see, checked before and after.
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Health records are opt-in per tenant. Switched off, the record is never sent.
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Daily limits per user and per tenant; set the tenant limit to zero to switch AI off entirely.
Questions
HR & Personnel, answered.
What information does a timeware® personnel record hold?
A single record covers personal and contact details, employment and compensation, compliance and legal documents (Right to Work, DBS, Working Time Regulations), employee relations, professional development, and health & safety, plus any custom fields you define.
Can we add fields specific to our organisation?
Yes. Custom Fields let you capture text, numbers, dates, time and monetary values beyond the standard HR record, so the system reflects your exact operational needs.
Is employee data kept secure and compliant?
All records are held in one protected, UK-hosted environment with GDPR-aligned retention controls, encryption in transit and at rest, and full audit trails.
Does HR connect to the rest of timeware®?
Yes. HR & Personnel is the single source of truth that feeds leave, time management, reporting and the employee self-service app, no duplicate data entry.
Is our data used to train the AI?
No. Suggestions are generated by OpenAI GPT-6 Luna, deployed in Microsoft Azure UK South under Microsoft’s enterprise data terms. Your records are never used to train models and are not shared with OpenAI.
Will Reword change what someone said?
No. Reword keeps every fact, name, date and direct quote, never swaps a word for a milder or stronger one, and keeps the writer’s views as theirs. You see the before and after and choose Use or Undo. Statement boxes can be switched off separately, and confidential boxes such as DBS notes never offer it.
Do DVLA licence checks cost extra?
Every tenant gets 20 DVLA checks a month at no charge. If you need more, we add a block of checks for you and pass on the DVLA cost, currently 60p a check, as a one-off line on your next invoice; unused checks carry forward. If you have your own DVLA account, connect it and your checks are not metered by timeware® at all.
Do we have to draw the organisation chart?
No. It is drawn from each person’s line manager, so it changes the moment someone joins, leaves or moves team. You can set or correct line managers straight from the chart.
