HR documents into your employee portal

EASY. SECURE. DIGITAL.

The direct link between employees and personnel accounting

Confidential documents are delivered directly to the employee portal. Likewise, expenses and time statements can be transferred directly from employees to the personnel department.

Employees and the responsible persons from the personnel department each receive their own login data to the portal. This gives both parties the opportunity to transmit sensitive documents directly and securely. The direct connectivity from the HR system, e.g. from SAP HCM, is particularly advantageous for personnel accounting. This way, pay slips, social insurance certificates, annual tax certificates and more can be sent at the touch of a button. Depending on the dispatch route stored in the HR master data, this is done automatically to the HR portal or printed by mail.

With the HR portal based on Nextcloud, all HR documents reach your employees securely

The portal is technically based on the renowned Nextcloud solution as used by the German Federal Administration. As company, you have your own area in our cloud at your disposal. Here, too, security is a top priority. The solution is not only GDPR compliant and runs in an ISO 27001 certified data center. It can also be implemented in a very short time – thanks to standard interfaces and pre-integrated solutions for SAP and MS Dynamics.

From your employees’ point of view, the login is secured with a Two-Factor Authentication (2FA). In addition to username and password a code is required. Users receive it via a Time-based One-Time Password (TOTP) app. Upon initial registration, the cell phone and HR portal are linked together for the user.

One single solution for all employees

You can simultaneously use receipt printing – an option of the “eBeleg Service” – to reach those employees who would like to continue to receive their payroll notifications on paper. A simple configuration in your HR system determines how the delivery should take place. Delivery can take place by post to the individual employee or each company location/site.

A successive switch of further employees to the HR portal is possible at any time.

Introducing digital payroll accounting is as simple as this

The advantage of the HR portal with the XimantiX “eBeleg Service – HR” is the automated onboarding process. Within the project this can be adapted according to your requirements. By default, a PIN letter is sent when the system is introduced. Alternatively, this can also be initiated by the personnel accounting. The letter contains all necessary information about the system and the first login by your employees. The initial login to the HR portal indicates the employee’s consent to the release for digital HR document exchange. From now on, all HR documents for these employees will be transferred comfortably and securely through the portal.

If an employee desires to have the printed version sent by mail again, this change can be made at any time in the HR system’s personnel master data.

The benefits to you

See at a glance the advantages of using secure dispatch to the HR portal.

Cost Savings

You can achieve significant cost savings by eliminating printing and postage costs when sending confidential documents digitally.

Not only pay slips, but also additional HR documents such as income tax documents or social security certificates can be delivered at once.

Secure and GDPR compliant

The HR portal offers perfect security with two-factor authentication and the time-based code generator. This means everyone is on the safe side!

Of course, the transport of the data over the network is encrypted.

Recipient Acceptance

The perfect combination of security and fast communication with the personnel department or accounting department form the basis for the acceptance of the system.

Additionally, the option of document printing is still possible here.

Nevertheless, employees are also increasingly interested in sustainable processes.

Ease of use

The electronic and confidential documents are sent directly from the HR system.

The monitoring of the shipping status is displayed directly in the HR system.

For recipients, the employee portal is available via the web browser, as an app or as a desktop client.

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