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.
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
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.
