HR
Account, laptop, access, desk, safety briefing: when someone joins, everything has to be ready on the same date, and when they leave, everything has to be withdrawn on the same date. nexxcite assigns the tasks, tracks the deadlines and shows the manager what is still open. Only HR sees the personnel data.
The real problem
In onboarding, coordination takes the most time
The individual tasks are simple. The effort comes from several departments having to complete them in the right order by a fixed date, while nobody sees the overall status.
Today and tomorrow
HR sends out the checklist, and each department is supposed to work through its part. Whether that has happened is known only to whoever asked last.
A new joiner creates each department's tasks, with dates, tracking and escalation. HR sees the status without having to ask.
Typical processes
HR processes involve several departments at once. That's why they belong on a platform that assigns tasks across departments.
One case from which every department involved gets its tasks, depending on role, location and start date. Accounts are created automatically in the directory, hardware goes to purchasing as a request, and mandatory briefings are scheduled and recorded.
The same process in reverse. Gaps matter more here, and the leaving date can't be moved.
Requests with balance check, team calendar, cover and handover to payroll.
Mandatory briefings on a repeat cycle, certificates with expiry dates and a reminder before the deadline passes.
Contracts, certificates and records on the employee case, with retention and deletion periods set as rules.
New department, new site, new role: new access is added and old access withdrawn. This runs as a workflow of its own, so it isn't forgotten.
In depth · onboarding
A new sales hire starting on the 1st at the Cologne site. Deadlines and owners are examples; in your company, your own apply.
Name, role, department, location, start date. That's all it takes to trigger everything else. The manager comes from the directory.
IT sets up the account and access, purchasing orders the laptop, facilities prepares the desk, the manager plans the induction. Each task is scheduled back from the first working day.
User account and group memberships are created in the directory to match the role. Nobody has to copy out a list of groups.
The laptop request goes to purchasing as a follow-on process, with approval and delivery status. HR can see whether the device will arrive in time.
Mandatory briefings are scheduled, acknowledgements recorded per person. The manager sees in the progress view what's done and what is still open. Anything that stalls is escalated.
In depth · leave request
The smallest HR process, and the one everyone uses regularly. This is where it shows whether employees like working with a platform.
Pick the dates and submit. The balance is checked immediately, so anyone without enough leave left finds out before submitting.
The team calendar shows who else is off at the same time. The manager decides with the full picture.
During the absence, the named cover also takes over tasks from other processes, such as purchase approvals. Nothing stalls because someone is on holiday.
Once approved, the absence goes to payroll through an interface. Nothing has to be entered twice, and the systems stay in step.
AI in HR
When setting up: HR builds offboarding, for example, in the editor: account locked on the leaving date, equipment returned against a receipt, responsibilities handed to the cover. If you wish, the assistant takes over the implementation from a description like this and sets up the data model, forms, workflow and roles as a draft. HR reviews each change and approves it or reverses it.
Day to day: the HR assistant answers questions such as “Which October joiners still have open hardware tasks?” or “Who is overdue on the health and safety briefing?” with the relevant list. Employees check the status of their request in the portal instead of calling HR.
The assistant works with its user's permissions. For each assistant you decide which data areas it knows. The HR assistant knows HR data, the IT service assistant does not.
Your own workspace
The most common objection is a fair one: HR data is especially sensitive, and IT administrators must not see it. The platform itself has to ensure this.
The HR workspace can be fully separated. IT administrators then see no HR records in lists, no entries in the navigation and no hits in search. The data can't be found through the interface either.
HR gets an application of its own, with its own light colour scheme, logo, navigation built around joiners, absences, training and documents, home page and assistant. Administration can be separated too. Whoever configures HR needs no rights anywhere else on the platform.
In our experience, three things: who can see which data, is performance or behaviour being evaluated, and what happens to the data once the retention period ends?
The first two are configuration questions that can be demonstrated. Showing a permission model is easier than describing one. The third is a business decision that becomes a rule on the platform.
We recommend holding this conversation early, not just before go-live.
Book a session with your works councilIntegration
HR processes depend on the systems around them. nexxcite doesn't replace them. It connects them.
Create accounts and groups for joiners, lock them for leavers, and take managers from the directory.
Pass on absences and master data instead of entering them twice.
Notifications to everyone involved, documents stored where they belong.
Objections
Not if you decide so. The HR workspace can be fully separated, administration included. IT administrators then don't see HR data in lists, in search or through the interface.
No. Master data and payroll stay where they are. nexxcite handles the workflows in between, such as joiners, leavers, requests and deadlines, and passes the results on through interfaces.
No. You license the platform and the number of users signed in at the same time. What counts is who is signed in at once, not who has an account.
Retention and deletion periods are a business decision that becomes a rule on the platform. What the rule specifies is carried out and recorded.
That's your call. For each assistant you define which data areas it knows, and it always works with its user's permissions. With your own access keys or an open model in your own data centre, you also decide where data goes in the first place.
The interface adapts to phones and tablets and works there without extra configuration. That is usually enough for a leave request or an acknowledgement. There is no app that works without an internet connection.
Live demo
Bring two figures: how long your onboarding takes today and how many people are involved. They give a good sense of the benefit. In the demo, we'll build your joiner process together.