Digital HR solutions help businesses of all sizes streamline their HR processes — from recruitment and onboarding to feedback collection and performance management. By relying on HR automation tools, HR departments and hiring managers can reduce manual work and focus on delivering a better experience to both candidates and employees.
This article provides 10 examples of HR automation and highlights the main benefits of automating HR workflows. Read on to find out more.
What is HR automation?
HR automation employs digital tools to carry out recurring and time-consuming HR processes with minimal or no human intervention.
Automating HR processes reduces the administrative burden on HR teams, allowing them to spend more time building stronger relationships with the staff and improving employee engagement.
10 HR automation examples
Here are 10 examples of HR tasks that you can automate to increase efficiency, reduce human error, and improve the employee journey.
1. Posting and managing job listings across multiple channels from one platform
Forget about manually sharing your job ads on each relevant channel. HR automation tools, such as applicant tracking systems, allow you to create job ads and publish them on multiple job boards, social media, and online communities with just one click from a single platform.
Do you want to pause or delete a job opening? Simply select the job ad in the platform, choose the action you want to perform, and the system will do the rest. You also get an overview of all your job postings, so you can easily manage them and compare data across channels.
With HR automation tools, HR teams don’t need to post or manage job ads one by one across channels anymore. This saves them a great deal of time that they can spend on providing superior value to employees and candidates instead.
2. Importing CVs and candidate data from job boards
Applicant tracking systems also simplify candidate management. When someone applies for a job, the system imports their information and CV from the job board, creating a comprehensive candidate profile.
And the best part is that you don’t have to worry about duplicate data entry anymore. The system automatically identifies duplicates and offers you the option to merge multiple profiles.
With HR automation software, you get all your candidate data in one place. Hence, you can effortlessly keep track of applicants and take appropriate actions.
3. Shortlisting applicants based on skills and experience
Finding the right candidate for the job is a challenging and lengthy process. Luckily, several HR automation software can help you screen and identify the most suitable candidates in no time.
AI-driven solutions scan job descriptions to identify the skills, work experience, and educational background that the job requires. They then match these requirements against the qualifications of candidates to identify the ones that fit the position best.
By relying on HR automation tools, you eliminate the stress of manually screening applicants and free up time for value-adding work.
4. Scheduling job interviews
Delays in scheduling can often lead to candidates dropping out of the interview process. Interview scheduling software helps talent acquisition teams overcome this challenge by enabling candidates to schedule the interview themselves by choosing from a list of available dates.
You just have to sync the interviewers’ schedules with the software. Candidates will then be able to schedule or re-schedule interviews at their convenience.
With automated interview scheduling, HR departments free up the time spent on back and forth emails and calls to arrange interviews. Applicants get a better experience, too, since they have the flexibility to choose the date and time that fits them best.
5. Getting HR documents signed
Collecting signatures and getting all parties to sign an employment contract is a lot of hassle, especially when it needs to be signed by multiple people.
Fortunately, digital signing tools like Penneo Sign can help HR departments automate the signature collection process and get documents signed in no time.
Digital signing software allows you to create rules so that employment contracts get signed by the right people in the correct order. The documents will follow the route you set up, and the signers will be able to digitally sign them from anywhere and on any device.
No more scheduling face-to-face meetings to collect signatures leads to a more convenient experience for candidates, HR teams, and hiring managers alike. Not to mention digital signatures are far more secure than their handwritten counterparts and just as legal.
6. Sending reminders
Employees and candidates sometimes forget to sign important documents such as policy acknowledgements, bonus agreements, and employment contracts. So, HR departments need to reach out either via phone or email to remind them. This makes chasing signatures a daunting and time-consuming task for HR teams.
With an automation tool like Penneo Sign, you can send out automatic reminders to make sure all your documents get signed on time. Simply set up how often you want the reminder emails to be sent out, and the system will take care of it.
7. Sending out onboarding forms
New hire questionnaires are a great way to get to know new employees and their expectations. HR departments can use the collected data to enhance the experience of new employees and make sure they feel comfortable in the workplace.
To make the life of HR teams easier, HR automation tools like Leapsome allow them to automatically send out onboarding forms based on the hire dates.
You just have to decide when you want new hires to receive the survey — for example, 2 days after the hiring date — and the system will ensure they get it on time.
8. Granting or restricting access to apps
Manually creating user accounts for new hires, granting them access, and managing their permissions takes time. Without proper access to the relevant tools, employees can’t work, which, in turn, hinders their productivity.
Automated user provisioning systems simplify granting and managing access to the applications that your employees need to do their job. Thanks to their integration capabilities, these tools automatically provide access, change permissions, or disable user accounts whenever you add or edit information in your HR system.
By relying on automated user provisioning software, you can ensure that your new hires get access to the tools they need to be productive from day one. Security and compliance will also improve since the system grants employees different access permissions based on the rules you set up for their role.
When employees leave the company, the software automatically disables their user accounts and removes all their access permissions.
9. Collecting employee feedback
Listening to employees helps HR departments understand their issues and needs. They can then use this feedback to improve the employee experience, engage the staff, and increase talent retention.
HR automation tools like Peakon allow you to schedule and send surveys to your employees and gather their responses in no time. Peakon also analyzes employee feedback, providing HR teams with valuable insights.
10. Track employee performance
Traditional performance management processes represent a tedious task for HR departments. What’s more, they also tend to disengage employees.
Automated employee performance systems help HR departments tackle the challenges of manual employee appraisal processes. They also eliminate biases, enable data-driven decisions, and allow employees and HR managers to easily track progress and achievements.
What are the benefits of HR automation?
With HR automation tools, HR departments can:
Work more efficiently
HR departments waste a lot of time performing time-consuming, manual tasks. Automating these tasks with the help of HR automation tools enables HR professionals to work more efficiently and focus on attracting and retaining top talent.
Enhance security and compliance
HR teams must comply with the requirements set out by relevant laws and regulations, such as the EU’s GDPR. Since HR departments collect and process a great deal of personal data, they can’t afford to make any mistakes.
Most HR automation tools have built-in security features, including encryption and role-based access control, making it easier for HR professionals to ensure compliance.
Improve the employee experience
Nowadays, candidates and employees expect smooth digital interactions with HR departments and hiring managers. Companies risk alienating or losing top talent due to cumbersome HR processes.
Therefore, HR teams need to invest in automation tools to remove bottlenecks, speed up processes, and deliver the outstanding digital experience that candidates and employees expect.
Increase the reliability and accuracy of their data
When HR employees have to carry out a process, they often don’t follow the policies and procedures to the letter. In turn, this leads to errors and inaccuracies.
On the other hand, automation tools always follow the same steps to perform HR processes, reducing human error and variables.
Make data-driven decisions
HR departments collect and process large amounts of employee and candidate data. However, manually analyzing this data can be a challenging task.
HR automation tools analyze the data for you, providing you with actionable insights, which you can use to identify new opportunities for improving the experience of candidates and employees.
Start reaping the benefits of HR automation with Penneo Sign!
At Penneo, we know how difficult and time-consuming manual document transactions can be. Hence, we are constantly working towards making it easier to digitally sign and manage documents.
With Penneo Sign, your HR department will no longer have to spend time drafting, scanning, and sending documents back and forth. Employment contracts, policy acknowledgements, and bonus agreements can be signed from any device with just a few clicks.
You can keep track of the documents’ status and receive notifications when a document is viewed or signed. Once a document is signed, all involved parties receive a final copy. And you can relax knowing that your documents are stored securely and in compliance with the GDPR.
Penneo integrates with popular HR automation tools such as TimePlan, Talentech, Emply, 4human, and HR-ON, so you won’t have to switch between apps or import data manually anymore. If you’d like to integrate Penneo Sign with another software, you can do so via our API.
Get a free trial of Penneo Sign today and kickstart your HR automation journey!