Letters are a major part of the HR and employee relationship. They bind the teams together and create a law process. Creating letters from scratch is a cumbersome and labor-intensive process. Your business deals with a multitude of documents and employee records on a daily basis. From employee onboarding to monthly payrolls and more. Our checklist of all the documents you need to have and manage for all HR modules is here to help. You can find all the important HR files below and use the Bayzat letter request feature to keep your data management in check.

What are HR system modules?

If you want to make the most of your document management, you need to understand what HR system modules are and why you need them. 

HR system modules are basically the HR tasks you need to have in place in any business. They range from recruitment to employee onboarding. It is common to lump similar tasks together in HR modules, which is what your HR software usually manages for you.

HR system modules can include areas such as:

Why should you use HR System Modules?

HR system modules are useful because of the wide range of benefits they bring to an organization. With modular systems, you can automate your workflows and eliminate the risk of human errors. Instead of your HR teams manually inputting data; the system automatically saves valuable time and can be a cost saver in the long run. A good HR system will also help use the data created in different ways. as well as keep your data safe and more secure. 

Employee file checklist your HR module needs

Below is a comprehensive list of HR modules you can use to ensure your HR department has all the important functions covered and a record of all the documentation you need for each employee file.

1. Recruitment Module

The recruitment process is lengthy and includes several steps from screening, and interviewing to selection and onboarding. There are official letters and documents required for each of these phases to track the process. Upon selection of a candidate, a contract is provided as a letter of intent to confirm the role. The contract consists of the date of joining, visa entity, governing law job description, designation, salary structure, leave structure, timings, and probation period. 

Document Checklist for your recruitment process: 

  • Job Role Descriptions
  • Recruitment Tracker
  • Candidate Evaluation
  • Reference Check Guide
  • Offer Letter
  • Employment Contract
  • Onboarding Schedule

Manpower is an essential requirement of any business and they need to be compensated. This compensation comes with calculations of the market rate, and a clear cost of the service provided. Employee compensation consists of the monetary and nonmonetary compensations provided in exchange for their service. 

Documents checklist for the employee compensation module: 

  • Salary Structure
  • Increment or Raise Calculation
  • Payslips
  • Bonus Calculation

3. Performance Appraisal Module

An appraisal discussion takes place and the employee is scored based on performance and ranking. An Appraisal letter is given to an employee, post the appraisal interview where the score is mentioned along with any changes in role, designation, or salary structure. The documents help in measuring the performance of both the employee and the line manager. 

The performance appraisal system is based on the concept of S.M.A.R.T. (Specific, Measurable, Attainable,  Relevant, Time-based). The documents included in the performance appraisal module create a standardized format for setting goals for employees and defining performance. 

Documents checklist for performance appraisal: 

  • Performance Appraisal Letter
  • Performance Management Process
  • Performance Review
  • Warning Letter 

4. Employee Management Module

The HR department needs to keep all Employee data records on file. This includes all of the employee’s personal information, addresses, as well as behavior information in and out of the organization. Memos and announcements to be made, NOC’s required for visa, driver’s license, bank loan and credit card applications.  

Handy document checklist for Employee Recordkeeping: 

  • Purchase request templates
  • Warning letters for attendance
  • Performance behavior
  • Employee master file
  • Passport copies & visa details
  • Memos and announcements, 
  • NOC’s, salary certificates, 
  • Probation confirmation letter, experience letter, relieving letter, 
  • Resignation Acceptance, Resignation Withdrawal, & Designation Change Letters. 

5. Exit Module

From becoming redundant, terminated for performance or behavior issues, or resigning by will, there are a variety of reasons an employee exits a company. In any case, an organization ensures a smooth process for both employer and employee by following a company protocol. 

HR checklist for the exit module: 

  • Relieving letter
  • Clearance form
  • Exit interview feedback form
  • Full and final settlement. 

HR documentation process – How should you prepare?

The HR documentation process can be a tricky one to navigate. It’s essential to ensure you have the above documents covered in each employee file. Selecting the right software to help is a step in the right direction. You need to find HR software that seamlessly interacts between the different HR modules and departments. You don’t want to end up with a tonne of different systems, as it can make employee data management rather difficult. The good news is that there are lots of great software solutions to help you get started. 

Bayzat’s letter requests can help you get started with HR module management. The tool allows you to choose from different HR templates, as well as customize the templates per the company guidelines. You can send letters to employees and seamlessly have them interact with them on the spot. You can use the tool to send multiple document templates at once. 

Automates Your HR with Bayzat HR software

If you want to learn more and see how the letter requests can help your business, contact us today. With the tool and the above document checklist for HR modules, you can make sure employee management is a stress-free experience!

Taronish Dastoor