Vsebina XS, S, M in L paketov

The basic Personnel Records are used to enter company data and employee information required for Time and Attendance registration and working time records. Mandatory data include:

• employee ID,

• first name,

• last name,

• type of employment relationship,

• employment start date,

• assignment of the employee to a workplace or location.

Some mandatory fields have a default value, which can be changed if needed.
Example: The employee status is a mandatory field with a predefined value, but it can be modified e.g. to “student,” “contractor,” or “external employee.”

In addition to mandatory fields, you can also maintain basic personnel information, such as:

• personal information (e.g., personal ID number, tax number, date of birth),

• additional information (e.g., payroll type),

• contact information (e.g., phone number and e-mail; required in Package S for using the Electronic Permit and/or Absence Planning functionalities),

• supervisor information (e.g., type and title of responsibility, validity period; required in Package S for using the Electronic Permit and/or Absence Planning functionalities).

The Personnel Records system is a key part of the organizational infrastructure, providing a complete overview and efficient management of employee data and all types of employment relationships within the organization. It enables detailed tracking of job positions and employees across different forms of employment, such as regular employment, student work, contractual engagements, and self-employed contractors, as well as their assignments, contracts, and other important documents, including performance certificates, training records, qualifications, and similar documentation.

Advanced Personnel Records for the Private Sector

In addition to maintaining basic employee information, the advanced Personnel Records module also provides:

• uploading scanned documents into the employee’s personal file,

• maintaining employee salary data,

• entering employee-specific allowances,

• automatic calculation of annual leave entitlement,

• maintaining employment and insurance history,

• a dynamic task calendar with e-mail reminders,

• generating documents (e.g., annual leave quota decisions, employment contracts),

• bulk execution of selected actions for multiple employees,

• maintaining employee skill records (e.g., courses, competencies, exams, certificates),

• managing medical examinations (initial, periodic, control), including:

  • issuing referrals for medical examinations,

  • calculating the proposed date of the next examination,

  • entering medical certificates and any work restrictions,

• an extended set of interactive reports.

Advanced Personnel Records for the Public Sector

For public sector users, the module additionally supports:

• verifying eligibility for advancement to a higher pay grade according to Public Sector Salary System Act (ZSPJS),

• maintaining data on funding sources,

• recalculation of payments and adjustments related to the new pay reform,

• preparing interactive reports specific to public sector requirements,

• bulk creation of new assignments and advancement periods for multiple employees.

Public sector features are regularly updated in line with applicable legislation.

The eHRS HRM Interface integrates with the SPOT government portal ("Slovenska poslovna točka") and enables automatic enrollment and disenrollment of employees in statutory health and social insurance schemes (M-1 and M-2 forms). It also supports submitting changes to employee insurance data (M-3 form) and enrolling employees in insurance schemes for occupational injuries and diseases (M-12 form).

In addition to these functionalities, the interface enables bulk enrollment and disenrollment, which is extremely useful in situations where the company changes its legal status, switches to part-time work, must manage temporary layoffs, or needs to carry out mass redundancies or hire new staff.

The integration between the eHRS HRM Interface and the SPOT portal supports efficient management of mandatory insurance procedures, simplifies regulatory compliance, and ensures smooth company operations even during major or sudden changes in the working environment.

Annual performance appraisal interviews are a key process for planning, managing, and evaluating tasks and workflows across all stakeholders — HR departments, managers, and employees — in a single, structured environment. These interviews enable managers to establish a constructive dialogue with the employee regarding their work, competencies, development, and potential career progression within the organization. The annual appraisal process includes the following functionalities:

• entry of employee self-assessments and/or manager assessments and documentation of mutual agreements: employees assess their work, skills, and achievements, while managers provide their evaluation; based on this, a structured discussion takes place and shared agreements and objectives are defined,

• evaluation of completed tasks and employee competencies for the past period, showing the comparison between the expected competency profile and the manager’s assessment,

• setting future objectives and tasks: the manager and employee jointly define measurable and achievable objectives and tasks that support the employee’s development and contribute to organizational performance,

• analysis of completed interviews: the process also supports analysis of completed appraisal interviews, enabling the organization to understand progress and identify areas for improvement.

Such structured approach to annual performance appraisals ensures transparency, clarity, and a shared understanding between managers and employees. It also enables aligned planning and goal-setting for the future, contributing to employee development and the overall effectiveness of the organization.

Training represents a key process for planning, managing, and developing employees and their competencies in one place. It enables systematic tracking of training activities, supporting the ongoing development of employees within the organization. The Training module includes the following functionalities:

• advance planning, prioritization, and organization of training activities in one central location,

• systematic tracking of employee participation in training programs, enabling better analysis of effectiveness,

• competency development: employees gain access to training and development programs and can systematically enhance their skills and knowledge,

• support for managers and HR departments: oversight of employee training, monitoring of time and financial investment, and assessment of training ROI,

• easy access for employees: a clear list of available training events, an archive of past programs, and a simple process for registering for selected training sessions.

The Training Management System brings multiple benefits to the organization by enabling efficient planning and tracking of training activities, enhancing employee development, and providing analysis of the effectiveness of invested resources and time. For employees, it ensures transparency and easy access to relevant training programs.

The most common method of Time and Attendance tracking is the traditional system using identification cards or key tags and Time and Attendance terminals. This is a reliable and proven approach, fully compliant with the Labour and Social Security Registers Act(ZEPDSV-A). It is widely used in the public sector, manufacturing, hospitality, and tourism.

Key features of the traditional Time and Attendance system include:

• Employees use ID cards or key tags, which they bring close to the registration device (clock-in terminal) to record various work events – clock-in/clock-out for work, start/end of break, break taken/not taken, business trips, field work, etc.

• Flexible event types tailored to the company’s needs, ensuring full flexibility in Time and Attendance tracking.

• Terminal purchase or rental – organizations can buy or lease a terminal as part of the selected subscription package, depending on their operational or financial needs.

• Predefined schedules on the terminal simplify the registration process and reduce the risk of incorrect entries.

• Automatic error notifications – in the event of an incorrect registration, the system notifies the employee via e-mail, enabling corrections or assistance from the system administrator.

• Advanced editor for administrators, providing better oversight of records, faster issue resolution, and greater efficiency in managing Time and Attendance data.

If an employee forgets to clock-in or clock-out, they can correct the error by entering the missing clock event request. To do so, they submit an Electronic Permit, which must be approved by the responsible person. This functionality is available in Packages M and L.

Web-based Time and Attendance registration using a virtual Time and Attendance terminal provides flexible and cost-effective work time tracking specifically intended for smaller offices or companies where purchasing traditional clock-in terminals is not feasible or economically justified. Key features include:

• Browser-based access – employees log into the system with their username and password via a web browser. The virtual terminal allows easy registration of clock-in/clock-out events and various work activities (start of work, break, end of work, break taken/not taken, etc.).

• No hardware or ID media required – there is no need to purchase clock-in terminals or ID cards/key tags, reducing costs and simplifying system use.

• Automatic calculations of working time usage, either per day or per individual project.

• High flexibility and suitability for office environments or teams with fewer employees, where purchasing traditional clock-in terminals would not be cost-effective.

• Easy to use due to its web interface, which simplifies Time and Attendance registration.

• Compliance with the Labour and Social Security Records Act (ZEPDSV-A).

This type of Time and Attendance system is particularly suitable for work environments where physical terminals and ID media are not required, offering flexibility and ease of use.

The KADRIS 4 Mobile app provides a modern way of recording working time using smartphones. It allows users to easily register various Time and Attendance events directly from their mobile devices. Key features include:

• Time and Attendance registration – employees can easily record clock-ins, breaks, and clock-outs via their mobile devices, whether they are at the company location or working remotely (in the field or from home).

• Real-time insight into employee presence – the app enables employees to view the presence or absence status of colleagues in real time, making it easier to coordinate work within teams.

• Access to personal documents and records – employees can access personal documents such as payslips, along with their Time and Attendance records, working hours balance, and annual leave quota, ensuring transparency and up-to-date information.

• Submitting and approving absence requests – employees can use the app to submit requests for various types of absences (annual leave, breaks), with automatic e-mail notifications that speed up the approval process by supervisors and managers.

• Compatibility with modern mobile devices – supports Android 10+ with NFC and iPhone 12+ with iOS 18+.

• Compliance with the Labour and Social Security Records Act (ZEPDSV-A).

KADRIS 4 Mobile offers employees a convenient tool for simple, transparent, and legally compliant Time and Attendance registration via mobile devices, contributing to higher efficiency and greater transparency in managing working time.

Electronic Permit (or E-permit) is intended to announce hourly absences and enables employees to request different types of absences during working hours, while allowing managers to approve or reject these requests. Key functionalities include:

• Submitting an absence request – employees can submit requests for business or private absences during working hours, as well as for exceptional or overtime work, using a clock-in terminal, registration device, web app, or mobile app.

• Approving or rejecting absences – managers receive an e-mail notification for each submitted request and follow an approval workflow supported by automated e-mail reminders for tracking approvals or rejections.

• Automatic entry into the timesheet – approved hourly absences are automatically recorded in the employee’s timesheet, simplifying payroll processing and Time and Attendance recordkeeping.

• Multi-platform availability – accessible via clock-in terminal, registration device, web application, or mobile app, ensuring broad usability and convenience.

The E-Permit functionality for hourly absences enables efficient management and monitoring of employee absences during working hours and simplifies the approval and recording processes that support payroll calculation in the final step.

Absence Planning for full-day or multi-day absences enables employees to submit planned absences, while allowing managers or supervisors to approve or reject these requests. Key functionalities include:

• Submitting an absence request – employees can submit full-day or multi-day absence requests (e.g., annual leave, training) via a clock-in terminal, registration device, web app, or mobile app.

• Approving or rejecting absences – managers receive an e-mail notification for each submitted request and follow an approval workflow supported by automated e-mail reminders for tracking approvals or rejections.

• Automatic entry into the timesheet – approved full-day absences are automatically recorded in the employee’s timesheet, simplifying payroll processing and Time and Attendance recordkeeping.

• Multi-platform availability – accessible via clock-in terminal, registration device, web application, or mobile app, ensuring broad availability and ease of use.

This Absence Planning system supports efficient management of planned full-day or multi-day absences and simplifies both the approval process and the recording of absences for subsequent payroll calculation.

The interface enables integration of our system with the eBOL interface of the same name on the national SPOT portal portal and covers the following functionalities and benefits for users:

• Automatic transfer of electronic sick leave certificates (eBOL) and blood donation certificates (ePODK) between our system and state institutions, reducing the need for manual transfer and data entry.

• Streamlines administrative procedures carried out between our system and various state institutions, improves document traceability, and enables more efficient execution of processes.

• Speeds up payroll calculation and payment processes, ensuring timely and accurate salary payments.

• Improves traceability and simplifies document management by automating the transfer and logging of documents between different systems.

With this integration, collaboration between our system and state institutions is made easier, resulting in greater efficiency, fewer administrative errors, and better tracking and management of documentation.

The commute-tracking solution includes calculation of travel reimbursement for commuting to and from work, taking into account different transport modes and the possibility of workplace changes. Key features:

• Commute reimbursement calculation – the system calculates reimbursement for travel to and from work, considering different routes and modes of transport employees use for commuting.

• Entry of declarations and travel routes – for each employee, declarations and the corresponding routes used to travel to work and back home are entered into the system. If an employee works at multiple locations, as many declarations are entered as the number of work locations the employee has.

• Reimbursement calculation based on the most cost-effective combination of transport options – based on the entered declarations, the system calculates travel reimbursement using the combination of transport options that minimizes costs for the employer. The system selects the most favorable combination, taking into account both cost and transport efficiency.

• Processing and payment of employee expenses.

This solution enables companies to accurately track employee commuting, supports different transport types and work locations, and calculates commute reimbursement in a way that is most economical for the employer.

The solution for recording and processing travel expenses for business trips includes six steps:

1. Business trip announcement – the employee announces their business trip in the system, which can include one-day or recurring trips, either within Slovenia or abroad. This includes planning the trip and specifying the destination, duration, purpose, and any additional travel details.

2. Manager approval or rejection – the manager approves or rejects the announced trip via the system, enabling fast communication between the employee and the approving manager.

3. Entry of additional trip expenses – after the trip is completed, the employee enters any additional costs incurred during the trip, such as parking fees, tolls, accommodation, etc. They can also enter items that affect per diem reductions, such as the cost of breakfast, lunch, or dinner.

4. Approval of the expense calculation – the manager approves or rejects the travel expense calculation entered by the employee. This provides oversight of incurred costs and their accuracy.

5. Preparing data for payment – once expenses are approved, the data is prepared for payment to the employee. This information is formatted to be suitable for entry into any payroll system.

6. Expense settlement – the final step is paying the employee’s expenses based on the prepared payment data.

This six-step process digitizes the entire travel order workflow—from trip announcement to reimbursement—while enabling email communication at each step and ensuring flexibility for processing in different payroll systems.

The solution for recording and processing business travel expenses consists of six steps:

• Business trip announcement – the employee announces their business trip in the system, which can include one-day or recurring trips, either within Slovenia or abroad. This includes travel planning and specifying the destination, duration, purpose, and any additional travel details.

• Manager approval or rejection – the manager approves or rejects the announced trip through the system, enabling fast communication between the employee and the approving manager.

• Entry of additional travel expenses – after the trip, the employee enters any additional costs incurred during the trip, such as parking fees, tolls, accommodation, etc. They can also record items that reduce the per diem, such as breakfast, lunch, or dinner costs.

• Approval of the travel expense claim – the manager approves or rejects the travel expense calculation entered by the employee. This provides oversight of incurred costs and their accuracy.

• Preparation of data for payment – once expenses are approved, the data is prepared for reimbursement to the employee. The information is prepared in a way that is suitable for entry into any payroll system.

• Expense settlement – the final step is paying out the employee’s expenses based on the prepared payment data.

This six-step process digitizes the entire business travel workflow—from trip announcement to expense reimbursement—while enabling email communication at each step and providing flexibility for processing in different payroll systems.