Why your Workflow System should be deeply integrated with your HR System

02 Jul 24

In today’s fast-paced business environment, efficiency and integration are key to maintaining a competitive edge.  Many organizations are investing in standalone workflow systems without realizing they might be missing out on powerful features and valuable access to existing employee relationships that come with deep integration within their HR systems.  Integrating your workflow system with your HR system offers numerous benefits, enhancing both operational efficiency and employee productivity.

At the heart of every business process is an employee. Whether it’s a mechanic linked to a job card or an insurance underwriter associated with a policy, workflows are inherently connected to the people performing the tasks. This is why it makes perfect sense to integrate workflows into your HR system.  It saves time during the initial setup and maintaining the workflows when people change roles or move around.


The Importance of Workflows

Streamlining Business Processes

Workflows automate routine tasks and standardise processes, ensuring consistency and accuracy across the organization. Whether it’s handling leave requests, processing expense reports or managing approvals, workflows reduce manual intervention and the potential for errors. This not only saves time but also allows employees to focus on more strategic tasks.

Enhancing Collaboration and Communication

Workflows facilitate better communication and collaboration among employees and departments. By clearly defining steps and responsibilities within a process, workflows ensure that everyone involved knows their role and what is expected of them. This transparency reduces misunderstandings and delays, leading to smoother operations.

Improving Compliance and Accountability

With workflows, you can enforce compliance with company policies and regulatory requirements.  Automated workflows ensure that every step of a process is documented and traceable, making it easier to audit activities and hold employees accountable.  This is particularly important in industries with strict regulatory standards.

Adapting to Business Changes

Workflows provide the flexibility to adapt to changing business needs. As your organization grows or processes evolve, workflows can be easily adjusted to accommodate new requirements. This agility is crucial for staying competitive in a dynamic business environment.

Why Integrate Workflows with Your HR System?

Centralised Employee Data

In an integrated HR system, workflows can leverage centralized employee data. This means that forms and documents are auto-populated with accurate employee information, reducing redundancy and errors. For example, when generating contracts, offer letters or notices, the necessary details are pulled directly from the HR database, streamlining the process.

Take Advantage of Existing Structures

Integrating with your HR system also means that you can include positions or relationships as participants rather than specific people.  Specifying a participant such as the Workflow Creator’s Manager, Target Person, Branch Manager or a custom-defined relationship or position, reduces maintenance when people change roles or leave the company.

Unified Platform for All Processes

Having workflows within your HR system provides a unified platform for managing all HR-related processes.  Employees can access everything they need from a single interface, whether it’s submitting leave requests, accessing performance reviews or completing training modules.  This integration enhances the user experience and reduces the need for multiple logins and systems.

Enhanced Insights and Reporting

Integrated workflows provide valuable insights into employee performance and process efficiency.  By linking workflows to employee profiles, managers can easily track participation and performance in various processes.  This data is crucial for making informed decisions and identifying areas for improvement.

Simplified Compliance and Auditing

With workflows integrated into the HR system, compliance and auditing become more straightforward.  Every workflow an employee is involved in is linked to their profile, providing a clear audit trail.  This makes it easier to track and review activities, ensuring compliance with internal policies and external regulations.

The Benefits of our BPA Workflow System

At People Resolutions, our complete HR system includes a comprehensive, no-code workflow module that offers several unique benefits:

  • No Coding Required: Build and customize an unlimited number of workflows without needing technical expertise, allowing for quick and easy adjustments to processes without any additional costs. This empowers HR teams to create and modify workflows on the go, ensuring your system adapts to evolving business needs.
  • Seamless Integration: Our system integrates seamlessly with third-party systems, ensuring smooth data flow and reducing data silos.
  • Document Generation: Generate documents such as contracts, agreements, letters and notices directly within workflows, auto-populated with employee details for accuracy and consistency.
  • Flexible Subscription Model: Enjoy the flexibility of a subscription model with no lengthy contracts and only a small deposit for initial setup, making it a cost-effective solution.
  • Scalability: Our system supports organizations of all sizes, from 50 to 60,000 employees (or more), efficiently managing the complete HR function and various other business processes within one system.  Some companies handle up to 7,000 active workflows simultaneously, demonstrating our system’s robust capabilities.

For more information, see our Workflow module’s information page.


Integrating your workflow system with your HR system offers significant advantages, from streamlined operations and enhanced compliance to increased productivity and cost efficiency.  At People Resolutions, we are committed to providing solutions that not only meet but exceed your organisational needs.  Our no-code, integrated workflow module is designed to help you manage your processes more effectively, ensuring that your business operates smoothly and efficiently.

Discover how our comprehensive HR system can transform your business workflow processes.  Contact us today for a personalised demo and see firsthand the advantages of an integrated solution.

See what we’re offering

HR Manage is a fully fledged Human Resource software system that has been on the market for over 20 years.  See some of our  other modules below and why some of the leading companies in South Africa has been sticking with us for over a decade.

HR System Overview

See an overview of the HR Manage software and the modules available in our complete HR Solution.

People Management

Manage biographic and occupation information for employees and contractors.  This is a core module where all other modules retrieve information from.

Training Administration

Schedule, track and manage training within your company or training college. Includes Bursary management, cost tracking and printing of custom designed certificates.

Reporting & Exporting

Generate standard complex reports like Employment Equity and SETA, or build custom reports using one of our advanced report designers.

Electronic Job Profiling

Build a library of Job Profiles that can be linked to people and used in reviews. Job Profiling can also be done in bulk using our unique Job Profiling Matrix.

Performance Management

Conduct reviews online based on generic or customised job profiles. The processes, scoring methodology, rating sets and all other aspects are customisable to suit almost any requirement.

Leave Administration

Comprehensive leave management with online applications and approvals, reporting and custom workflows for each type of leave. System allows for complex rules to be configured.

HR Workflows

Build custom workflows and forms for business processes such as employee on-boarding or staff movement. With various flexible types of activities (and more being added regularly), the system is as flexible as it gets.

Contact Us Today

Let us give you a demonstration and see how we can make your life easier.