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How Forms and Workflows Streamline Your HR Processes in your HCM System

Forms and workflows are important components of an HCM system that automate HR processes, reduce time spent on administrative tasks, and guarantee consistency.




Organisations can manage their employees more effectively, adhere to rules, and enhance employee communication by utilising forms and processes in HCM systems. Investing in an HCM system can help ensure that HR operations remain effective and efficient as HR teams deal with growing expectations to manage a remote workforce and work with less resources.


Forms in HCM Systems


All HR process requires forms, and an HCM system converts paper forms to digital ones and automates them to help the HR team operate more productively.


In an HCM system, you might find the following forms:
  1. Onboarding Forms - These forms are used when a new employee joins the company. They may include personal information, tax forms, benefits forms, emergency contact information, and other documents required for compliance purposes.

  2. Performance Management Forms - These forms are used to evaluate an employee's performance. They may include self-assessment forms, manager assessment forms, feedback forms, and goal setting forms.

  3. Offboarding Forms - These forms are used when an employee leaves the company. They may include exit interview forms, benefits termination forms, and other documents required for compliance purposes.

  4. Personal Details Change Form - This form is used when an employee needs to update their personal information, such as a change of address, marital status, or emergency contact information.

Workflows in HCM Systems


A workflow is a series of tasks that are performed in a specific order to achieve a particular goal. Workflows in an HCM system automate HR operations to maintain consistency and save time.


An HCM system may have the following examples of workflows:
  1. Onboarding Workflow - This workflow automates the onboarding process. It may include tasks such as sending welcome emails, assigning training courses, and scheduling orientation sessions.

  2. Performance Management Workflow - This workflow automates the performance management process. It may include tasks such as scheduling performance reviews, sending reminders, and assigning performance improvement plans.

  3. Job Change Workflow - This workflow automates the job change process. It may include tasks such as verifying the job change request, notifying the relevant departments, and updating the employee's information.

  4. Time and Attendance Workflow - This workflow automates the time and attendance process. It may include tasks such as approving timesheets, tracking absences, and managing overtime.

Benefits of Forms and Workflows in HCM Systems


Forms and workflows in HCM systems offer several benefits to organisations, including:
  1. Improved Efficiency – HR operations are automated using forms and workflows, saving time and effort compared to manual completion.

  2. Consistency - Workflows and forms make sure that everyone follows the same procedure, which cuts down on errors and ensures adherence to company rules and regulations.

  3. Improved Data Management - Forms and processes make it easier to manage employee data by ensuring that all necessary information is gathered and maintained in one location.

  4. Better Communication - Workflows and forms can be used to contact staff members, ensuring that they receive timely updates and reminders about HR processes.

Forms and workflows are essential components of an HCM system that enable HR teams to manage these processes efficiently, chat to us at Fox22 to see how we can help guide in leveraging HR technology to improve your HR management.

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