Choose the recurring process that causes friction
Start with a process that your team repeats and can describe from recent experience. Onboarding is often a useful example: a start date is agreed, documents are collected, equipment is prepared, access is requested and someone checks that the employee is ready.
Write down what each participant sees, the action they take and who receives the result. Include the exceptions. A delayed start date or a missing document should have an owner instead of disappearing into an email thread.
Make onboarding a shared workflow
An onboarding record can coordinate tasks across HR, the hiring manager, IT and the employee. Each participant sees the part they need, the due date and the information required to complete it.
For example, HR coordinator Emily Turner confirms a start date. The manager receives an induction task, IT receives an access request and the employee sees the documents still needed. Changes to the start date update the relevant tasks for review. Completion means the agreed checks have been done.
- Use role-specific checklists for different teams or locations.
- Show missing items and overdue tasks to the person responsible.
- Record approvals and changes so the team can reconstruct what happened.
- Include a clear workflow for role changes and departures.
Keep leave and shift requests simple
An employee should be able to see their own schedule, submit a request and check its status. A manager needs the information required to decide: dates, relevant team coverage and the applicable internal approval rules.
The workflow can identify a coverage problem or a missing approval without pretending that every exception has an automatic answer. The person responsible for the decision should remain visible, and the employee should know what happens next.
Prepare a clean handoff to payroll
Payroll preparation can bring approved attendance, leave and relevant employee changes into a review queue. Define a cutoff, the person who checks the data and the destination format or integration.
A customized HR workflow does not automatically replace your payroll system. It can prepare and transfer the agreed inputs, identify incomplete records and track corrections. Your payroll specialists define the requirements for calculations and local rules.
Define who can see and change each record
Employee records contain information that should not be visible to every colleague. Define access by role and purpose: employees view their own relevant records, managers see the information needed to run their teams and HR handles the records assigned to it.
Permissions, retention, approvals and audit requirements belong in the scope before migration. Test changes of manager, department and employment status. A role change should not leave someone with access they no longer need.
Start with a bounded implementation
You do not need every HR module in the first release. One complete onboarding or leave workflow can establish the employee records, approvals and notifications that later phases reuse. Agree the migration scope and the tasks real users must complete before acceptance.
Company Maxxing offers scoped Pilots from €18,000, Production deployments from €48,000 and Enterprise programs from €120,000. Additional integrations start at €4,500 and managed operations at €2,900 per month. Each phase is separately quoted; VAT, cloud and AI usage, third-party licences, hardware and separately quoted specialist assessments are excluded.
Bring a recent onboarding checklist, a leave request and the current payroll handoff to the first discussion. Those examples help define what a tailored HR system should actually do.