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HR Management Software
HR management software that lets an HR services provider support many employer clients, with portals for their managers and employees.
Business goals
The client provides outsourced HR to small and mid-sized businesses, covering human resources, payroll and tax administration, benefits and workforce risk. That means its staff handle records for many employers, each with its own people, policies and questions. Managers want answers without a phone call, and employees want to see their own information. The client needed HR management software that kept each employer's data separate while giving everyone involved a clear place to log in.
Project overview
Hexagon delivered HR management software built for a provider serving many employers. Each employer has its own separated workspace holding employee records, job details, documents and requests. Managers log in to a portal to handle their teams and approve time off. Employees use their own portal to view information and update details. The provider's HR staff can move across employers from one administration view, with a logged trail of changes to sensitive records.
Challenges faced and solved
An HR provider carries the paperwork of many employers, and one mistake can reach someone's paycheck or personal file.
Keeping employers' data apart
A provider serving many companies holds sensitive details for all of them. A manager at one employer must never see another's staff, and an access mistake here can do lasting damage.
We organized the software around separate employer workspaces with role-based access, so each login reaches only the records that person is allowed to see.
Routine questions eating staff time
Employees often call HR for things like a copy of a document or a check of their details. Each small request pulls specialists away from compliance work and real employee issues.
We gave employees a portal for viewing their records and documents and for submitting changes, so simple requests no longer need a phone call.
Manager requests lost in email
Time-off approvals, new hires and job changes often arrive as loose emails with missing details. Staff then chase the manager, and the change reaches payroll late or wrong.
We replaced loose emails with structured manager requests that collect the required details up front and route to HR staff with a visible status.
Onboarding many new hires
New employees across different employers need forms, policy acknowledgments and benefits information at the right time. Tracking this by hand makes it easy to miss a form that matters later.
We built onboarding checklists by employer, so HR staff and managers can see what each new hire has completed and what is still outstanding.
Features
| Feature | Description |
|---|---|
| Employees | |
| 1. Employee Portal | Staff log in to see their own job details, documents and requests in one place. |
| 2. Personal Details Updates | Employees submit changes such as an address, and HR staff can review them before they take effect. |
| 3. Time-Off Requests | Employees request leave and can follow its status without having to ask their manager twice. |
| 4. Document Access | Handbooks and personal HR documents are available on demand, reducing routine calls to HR. |
| 5. Policy Acknowledgments | Employees confirm that they have read a policy, and the date goes on their record. |
| 6. Onboarding Tasks | New hires get a checklist of forms and steps to complete before and after their first day. |
| Client managers | |
| 7. Manager Portal | Managers at each employer see their own team's records and open requests. |
| 8. Team Directory | A current list shows who reports to whom, with job titles and start dates. |
| 9. Time-Off Approvals | Managers approve or decline requests and can see who else is out. |
| 10. New Hire Requests | A guided form gathers job, pay and start-date details, so HR doesn't have to chase them. |
| 11. Employee Change Requests | Promotions, transfers and departures are submitted in a structured way and tracked to completion. |
| Provider HR staff | |
| 12. Employer Workspaces | Each client company has separate employees, settings, policies and documents, all reachable from one admin view. |
| 13. Employee Master Record | Job, contact and employment history for each person sit in one record used by all HR functions. |
| 14. Request Queue | Incoming requests from every employer appear in one prioritized list with owners and status. |
| 15. Onboarding Checklists | Staff can set required steps by employer and see each new hire's progress. |
| 16. Compliance Reminders | Dates for items such as expiring documents raise a prompt, so HR staff can act on time. |
| Administrators and leadership | |
| 17. Roles and Permissions | Access is set by role and employer, keeping sensitive information limited to those who need it. |
| 18. Audit Trail | Changes to employee records are logged with the person and time, which helps when a question comes up later. |
| 19. Headcount and Request Reports | Leaders see staffing and open work by employer, which helps them balance HR staff workloads. |
How the platform is put together
Each layer has one job.
The result
The client's HR staff, its employer clients and their employees now work in the same software. Each group sees what it needs, and requests can be followed from start to finish.
| Area | Before | After |
|---|---|---|
| Employee questions | Phone calls and emails to HR staff | Self-service portal for records and documents |
| Manager requests | Loose emails with missing details | Guided forms with visible status |
| Client data | Records harder to manage across employers | Separate workspace and access rules per employer |
| Onboarding | Tracked by hand | Checklist for each new hire |
How we took it from idea to launch
Good software follows a process. Here are the six stages, and what happens in each one.
Discovery & Requirements
Goal: Define the product vision, target audience and core business requirements.
Key activities- Stakeholder interviews
- Market and competitor research
- Defining user personas
- Drafting technical specifications or a Product Requirements Document (PRD)
Design (UX / UI)
Goal: Create an intuitive user experience and visual interface.
Key activities- UX design: information architecture, user flows and wireframes
- UI design: high-fidelity mockups and interactive prototypes in Figma or similar tools
- Design system: colors, typography and component libraries
Development: Frontend & Backend
Goal: Build the functional application using agile sprints.
Key activities- Backend: set up databases, design APIs (REST, GraphQL), implement server logic, and configure authentication and authorization (OAuth, RBAC)
- Frontend: build responsive interfaces and connect components to backend APIs
- Version control: manage code through Git and GitHub
Security & Optimization
Goal: Harden the application against vulnerabilities and boost performance.
Key activities- Security: address the OWASP Top 10, including injection, XSS and CSRF, enforce encryption in transit and at rest, and implement rate limiting
- Optimization: code splitting and lazy loading, database indexing, API caching and load testing
- QA and testing: unit, integration and end-to-end tests
Beta Release
Goal: Deploy to a controlled group of real users to catch edge-case bugs and gather feedback.
Key activities- Set up staging and production CI/CD pipelines
- Launch a closed or open beta with real users
- Monitor errors through observability tools
Public Release (Launch)
Goal: Roll the software out to the general public.
Key activities- Final production deployment
- DNS configuration
- Marketing and onboarding rollout
- Post-launch performance and security monitoring
Business benefits
Specialists spend less time answering simple record requests.
Manager requests arrive with the details HR staff need.
People see only the employers and records their role allows.
Staff can look back and see who changed what, and when.
Conclusion
An HR provider's reputation rests on details that employees take personally: their job record, their documents, their requests. Hexagon built HR management software that keeps many employers separate, gives managers and employees a portal of their own, and gives HR staff one place to work. Requests no longer vanish into inboxes, and access follows clear rules. If your HR team or services business has outgrown email and spreadsheets, we'd welcome a conversation about what you need. Reach out and tell us more.
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