HRM Hub

What HRM Hub does

Most employers with shift work run their people out of four systems that disagree: a folder of contracts, a spreadsheet rota, a paper time sheet and a group chat full of "can anyone cover Saturday". HRM Hub replaces all four with one record that everything else reads from.

• The people. Employee records with identity, employment status, position, contract history, country-specific identifiers and documents — with an immutable history tab on every one of them.
• The schedule. Shift templates, recurrence rules that generate weeks in advance, open shifts anyone qualified can claim, a week and month calendar, and a coverage view that shows understaffed cells before Friday night does.
• The clock. Wall-mounted kiosks with NFC cards, phone tap-in, or employee number and PIN — plus a mobile app that clocks in against a rotating QR code with a geofence check.
• The leave book. Leave types and policies, allowances with proration, balances computed from approved requests, a holiday calendar, a month view of who is off, and an iCal feed for personal calendars.
• Overtime, calculated. Daily and weekly excess, night, weekend and holiday tiers, each with its own multiplier, computed automatically from closed punches and routed to an approval queue.
• A record you can hand an auditor. Every change to an employee, contract, position assignment or leave decision writes an immutable row. No edits, no deletions.

Who it is for

Small and mid-sized employers with shift work, several workplaces and mobile employees — hospitality, retail, services, care, logistics. HR admins running onboarding, contracts, leave and terminations. Managers assigning shifts and approving swaps and punches. Employees who want to clock in, book leave and see next week's rota from their phone.

Honest about scope

HRM Hub is being tested ahead of its public launch. Everything described on this page is part of the current product: people, leave, time tracking, shifts, swaps, overtime, notices, reports and the audit trail. Payroll and the statutory export pack are planned for a later release and are not available today — we would rather tell you that here than after you have signed up.

Kiosks. A kiosk is a tablet pinned to a workplace. Setting one up takes three steps: create it in HRM Hub, open the kiosk address on the tablet, type the six-digit activation code it shows. From then on employees identify themselves in one of three ways — an NFC card whose UID is linked on their record, a phone emitting the same signal so they do not have to carry a card, or their employee number plus a six-digit PIN when they have neither. Kiosks send a heartbeat every minute; one that goes quiet for ten turns red on the workplace overview, which is usually a flat battery or a dropped network rather than a mystery.

Phones. Mobile employees clock in from the app. It scans a QR code displayed at the workplace that rotates every sixty seconds, so a screenshot taken yesterday is useless, then reads GPS and compares it against the workplace's geofence. A punch inside the radius is marked verified. A punch outside it is not rejected — it lands in the review queue for a manager to approve or correct, because GPS on a cloudy day is not evidence of fraud.

Breaks. Both kiosks and the app expose start and end break inside an open punch, each logged with its duration and whether it is paid, driven by the workplace's break policy. A break still open at punch-out is closed automatically with a note.

Corrections that stay visible. Anyone with the right permission can correct a punch, and every correction writes a before-and-after row to that punch's audit trail. The correction chain is part of the punch detail, alongside the geo card, the source chip, the breaks and the overtime segments.

The live floor board. A card grid of everyone currently clocked in, per workplace, with a timer that ticks. A punch anywhere in the workspace appears within a second. Hospitality managers use it to see who is actually on the floor; site managers use it to confirm the night shift arrived.

Templates and recurrence. A shift template is a reusable definition — morning shift, 06:00 to 14:00, this workplace, thirty-minute break, requires the server position. A recurrence rule applies that template on a repeating pattern built from weekday chips and a live preview, for a date range, to a named employee or to nobody at all. A job materialises shifts into a rolling two-week window, and it is idempotent: running it twice does not duplicate anything. Edit the rule and future shifts are regenerated; past shifts are history and stay untouched.

Open shifts. A shift with nobody assigned is a slot anyone qualified can claim from their own view. Managers see them as an open row on the calendar instead of a gap they have to remember.

Two ways to look at the week. The week grid puts employees on rows and days on columns, with shift chips you can drag to reschedule. The month grid is lighter, for planning at altitude. Both filter by workplace.

Coverage before the shortfall. The coverage report is a workplace-by-day matrix of assigned against required headcount per position, coloured green, orange and red. Required headcount is configurable per workplace and day, because three servers on Friday night and one at Monday lunch is not the same number. Click a cell to drill into that workplace, position and day.

Swaps with a state machine. An employee asks to trade a specific shift or to have one covered. The target accepts, the manager approves, and only then does the exchange happen — atomically. There is no state where a shift belongs to nobody, and no state where two people think it is theirs. Requests that nobody answers expire on their own, and everything lands in an inbox with tabs rather than in a group chat.

Everyone sees their own. Employees get a card view of their upcoming shifts with a request-swap button, on the web and on the phone.

Leave that adds up. Leave types carry a stable key, a label in fourteen languages and a default annual allowance. Policies bind a type to a scope — workspace, department or position — and where several match, the most specific wins. Balances are computed from approved requests rather than incremented and decremented, so they cannot drift: allowance, used, pending, per employee, per type, per year. Working days come from the workspace calendar minus weekends and active holidays, and they are frozen at decision time, so adding a holiday next month does not silently rewrite a request approved last week.

Holidays. Statutory days for your country are seeded per year, can be disabled but never deleted, and sit alongside any custom company days you add. They feed the working-day calculation, which feeds leave duration, which feeds the balances.

Overtime, computed rather than argued. From each closed punch the engine evaluates daily excess past your threshold, weekly excess past the weekly one, the intersection with your night window, weekends, and holidays — which override weekends. Tiers stack, each with its own multiplier, and every tier produces a segment tied to the punch. Ten settings control the whole engine, and segments land in an approval queue that filters by employee and date and takes bulk approval.

Notices with receipts. Post an announcement to the whole workspace, a department, a position or named people. See how many received it, how many opened it, and — for notices marked as requiring acknowledgement — who clicked to confirm they read it, with a timestamp. Useful the day you need to show that everyone was told about a policy change.

An audit trail, not a log file. Terminations, salary changes, position assignments, contract amendments and leave decisions write to a compliance audit that is immutable: no edits, no deletions, filterable by entity, action and date. Employee, contract, identifier and leave-request histories work the same way. This is the part nobody thinks about until an inspection, and the part you cannot retrofit afterwards.

On the roadmap, and not pretending otherwise. Payroll — gross-to-net, payslips, bank exports — and the statutory report pack are planned for a later release. So are shift iCal feeds and bulk employee import. They are not part of the product today.