CiviHR’s Workflows: Easy, Error free, Time saving!

Written by - 02 Nov 2018 Category: Feature release

Imagine how often HR Admins find themselves in this situation. You are busy the whole day in meetings, but you keep reminding yourself of one task to be done before you call it a day.

Imagine how often HR Admins find themselves in this situation. You are busy the whole day in meetings, but you keep reminding yourself of one task to be done before you call it a day. You need to make sure that the new employees joining tomorrow have everything set up for them - their email IDs are created, desks are assigned, managers are informed, and documents are verified, among other things. Sure, you have an onboarding checklist, but it takes some time to set things up for each joinee. And when they join in bulk, typically after recruitment drives, you find yourself spending too much time doing this task. There has to be a better way - something easy, error-free, and time-saving!

CiviHR’s Workflows are the answer you have been looking for. Workflows are essentially a group of steps that constitute a standard task. Workflows can be of much use in joining formalities, as seen above, as well as other common sets of tasks - exiting formalities, promotions and contract changes, re-joining after long leaves, you name it. Workflows have been an integral part of CiviHR. They require a one-time setup and can be repeatedly used to delegate and schedule tasks.

How Do Workflows Help Me?

There are a number of ways in which workflows are advantageous.

Workflows help you be on top of the tasks.

Once a workflow is assigned, its tasks and documents can be easily tracked from your dashboard. You no longer have to worry about gathering information from various sources to track each task separately.

Workflows are error-free.

Without workflow, even if you are following a well-made standardised checklist, some human errors are likely to pop up once in a while. Workflows prevent this unwanted scenario because they are automated and there is no way of missing any steps.

Setting up and using workflows are super-easy.

To set up a workflow, pull up a task or a document, mention its due date, make an assignee, and you are done. To use a workflow, assign the workflow to the appropriate staff, and all tasks, along with their details, due date, assignee etc, are lined up in one click.

Workflows come with the useful feature of default assignees.

Let’s take the care of the joining workflow again. For a new joinee, one of the joining workflow tasks is for the Line Manager to assign a desk before the new joinee shows up. If you have 10 new joinees from different teams to take care of, you don’t have to look up 10 different Line Managers and assign them tasks individually. The workflow can be configured such that desk assignment task gets default-assigned to each new joinee’s Line Manager. You don’t have to worry about who those managers are. Now that is a real time-saver!

In conclusion, workflows take away the complexity of managing, assigning, tracking regular tasks. It is a nifty tool that can make a huge difference to you, by saving time, taking off pressure, and ensuring no mistakes. It is worth trying and you can quickly sign up for CiviHR’s six-month free trial here!

A new design that will change user experience

CiviHR's new UI running on a desktop computer
Written by Jon - 11 Jan 2017 Category: Feature release

User experience design is important in every software application.

User experience design is important in every software application. It covers everything from the way that users are able to navigate the application, to the design and layout that they see on their screens.

For the past few months we’ve been working hard to improve CiviHR’s user experience and interface and thought it was about time we pulled back the curtain to show you some of this new project.

‘In order to make changes to the look and feel to make a big impact on our user’s experience’, explains our designer Jon, ‘ we painstakingly isolated all of the components that go into making CiviHR, from buttons right through to drag and drop fields, and started cataloging and redesigning them in a style guide, the results of which can be seen here:

With this new design, the system becomes brighter and friendlier, and for the user it means easier navigation in their HR portal.

You will also find changes in: 

  • more depth and contrast to create a clearer display on a greater range of screen

  • the use of colour to create an inferred hierarchy to help with page structure

  • improvement in the usability of key fields

  • a consistent look and feel throughout the application

To view more designs, visit our demo page here:

Introducing our Tasks and Assignments module

CiviHR's Tasks and Assignments module
Written by Fernanda - 02 Dec 2016 Category: Feature release

Our Tasks and Assignments module is here!

Our Tasks and Assignments module is here!

The Issue
At CiviHR, we regularly speak with HR professionals to understand how technology can make their routine tasks easier and less time-consuming. The common pain points that frequently crop up in these conversations include the amount of time and effort needed to complete Joining, Exiting, and Contract Renewals.
The Solution

With our Tasks and Assignments module, you can:

  1. Create Task lists for Joining, Exiting, and Contract Renewal. This helps to standardise processes, avoid oversights, and maintain HR compliance.

  2. Delegate Tasks to any staff member, set due dates, and follow up with quick reminders.

  3. See a summary of Tasks and Documents that need attention in a daily reminder email.

Let’s have a look at an example from our demo site.
Jake, the HR manager at SCC, has just hired a new member of staff who will be starting shortly. Jake selects ‘Joining’ from the Assignments module, which then automatically creates a list of associated steps, called Tasks. If any of the default steps that Jake has previously chosen need to be changed, no problem, the list can be edited easily as required.  
New Assignment window
From his Task Dashboard, Jake can monitor all of the Assignments which are ongoing or have already been finished. Tasks are automatically grouped together as Overdue, Due Today, Due This Week, or Due Later. Overdue tasks are highlighted in red, and listed at the top for immediate attention. Jake can send quick built-in reminders to the people who have been given any Task. He can even edit Tasks to add more information or delegate them to someone else.
Sending a reminder from the Tasks and Assignments dashboard

My Tasks on the Self Service Portal

The staff responsible for completing Tasks receive daily reminders for upcoming and overdue Tasks. They can also view these in their CiviHR Self Service Portal. They can mark them as complete to inform HR that they have been resolved.

The Tasks window on the Self Service Portal

In the pipeline

We are really excited to be building a Documents module that will integrate with Tasks and Assignments and allow HR managers to store copies of passports, visas, contracts, etc. Stay tuned for a blog post on this new module soon!

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About CiviHR

CiviHR is a project to create affordable HR software for non-profit organisations. By developing open source technology the benefits can be shared with non-profits everywhere.


CiviHR is a project to create affordable HR software for non-profit organisations. By developing open source technology the benefits can be shared with non-profits everywhere.