Personnel management

Personnel files without binders or spreadsheets.

HaiSoTec People · Digital personnel file

Master data, contracts, qualifications and documents per person in one place — with deadline monitoring and a permission system that governs who sees what down to the individual field.

Digital personnel file instead of a binder
GDPR access & deletion at the touch of a button
Documents with deadline monitoring
A single login for People and Times

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Made in GermanyMulti-tenant separationHosted in Frankfurt (EU)GDPR-compliant

Made in Germany

GDPR-compliant

Hosted in Frankfurt (EU)

Fully hosted by HaiSoTec

Google Cloud

Audit logs

Multi-tenant separation

Real-time collaboration

Automatic updates

Auto-scaling

Encrypted document storage

Built for accessibility

GDPR built inAccess, deletion, and retention as core functions

Permissions down to the fieldConfidentiality levels per data field — effective immediately

Gap-freeEvery change logged with field-level history

In everyday work

What you gain in practice

Ready for the next data protection request

Whether it's an employee's access request, a deletion request after they leave, or evidence for the data protection authority: HaiSoTec People answers the question "who had access to which data, and when?" at the touch of a button.

Permission system down to the field

The permission system governs who sees and changes what across multiple dimensions: per function, per data field, and per responsibility scope. Enforcement happens server-side at every layer — not just in the interface.

You see at once where a document is missing

One overview: which person has which mandatory document — and where is one missing?

Add missing documents directly from the matrix.

Documents that flag themselves

Upload with category, version, and expiry date.

The expiry dashboard warns in three stages (7/30/90 days) before a certificate or attestation becomes invalid.

What applied on 1 March? One click shows it

Versionable fields such as salary, address or bank details keep a period-based history.

One click on the effective date shows what applied back then — still provable months later.

Sensitive changes need a second person

Changes to approval-required fields land in the approvals workspace and take effect only after they're approved.

What else is included

Master data, employment (contract type, working hours, probation period, salary), qualifications, and organisational assignment (location, department, position, supervisors).

14 field types (from text and date to IBAN and social security number), configured via the form builder: required, versionable, notification-triggering.

Every access is on record, not just every change

Every change, every access in the audit log — with a field-level diff and export for audits.

Permissions follow your organisation

Locations, departments with hierarchy, positions and supervisor assignment mirror your structure in the system.

Foundation for your time tracking

A single login, one permission system, one place to maintain master data for People and HaiSoTec Times.

Process flow

One system — from onboarding to deletion concept

From the first working day to demonstrable deletion: each step builds on the previous one. Master data, documents, permissions, and evidence stay connected end to end — no isolated stores, no media breaks.

Create person
Assign organisation
Record employment
Store documents
Control access
Approve changes
Provide access
Delete with evidence

Live overview

Live overview: dashboard & reports

Compliance rate, expiring documents, open approvals, and active people — the dashboard shows the state of your personnel files in real time.

Compliance rate at a glance

How complete are your files? The compliance rate shows instantly where mandatory documents are missing — as a metric on the dashboard and per person in the compliance matrix.

Deadlines you see without looking for them

How many documents are about to expire is a figure on the dashboard itself — no document list to open, no deadline to keep in your head.

Open approvals and active people at a glance

How many changes are waiting for their four-eyes approval, how many people do you actively manage? Both figures live right on the dashboard — in real time.

Managed cloud · no in-house IT needed

We run the platform. You run your business.

The platform runs on Google Cloud in Frankfurt, operated by HaiSoTec. No server room, no DevOps role, no weekend maintenance windows — you focus on your business, we keep everything running.

Hosting done for youNo server installation, no data centre, no IT staff to operate it. We maintain the infrastructure — you just use the product.
Scales with your growthWhether 5 or 500 users — the platform scales automatically. No tuning, no migration as you grow.
Automatic updatesNew features and security patches are rolled out continuously. No update weekends, no client installs on staff devices.
Accessible anywhereAny modern browser, any device. No VPN, no client installation, no IP allowlisting required.
Isolated environment per customerEvery customer gets a completely separate, isolated environment — your personnel data shares infrastructure with no one.

Over 15 admin areas

Admin configuration without a developer ticket

Roles, fields, document categories, retention policies — you adapt the system directly to your organisation. No ticket, no release cycle, no waiting.

Access & users

UsersRolesPermission matrixUser groupsResponsibility scope templates

Personnel data

Custom fields (form builder)Confidentiality levelsVersioning requirement per fieldApproval requirement per field

Documents

Category treeMandatory documentsTagsQuarantine

Organisation

LocationsDepartments with hierarchy

GDPR

Retention policiesDeletion requestsAccess requests

Platform

Licences & seatsProductsConnected apps

Target groups

Who is the "HaiSoTec People" system ideal for?

HR departments in SMEs

2–5 people look after hundreds of employees — and need order, deadlines, and cover certainty instead of Excel lists.

Management & data protection officers

Want accountability, a deletion concept, and access control demonstrably met.

Growing companies

From the binder to the digital file, without an ERP rollout project — custom fields instead of a rigid schema.

Companies using HaiSoTec Times

Time tracking and personnel administration from a single mould: one login, shared master data, central licence management.

Technical foundation

What the system runs on in production

Instead of anonymous promises: the concrete interfaces, platforms, and standards we work with daily — verifiable in the live environment.

Firebase / Firestore · FrankfurtMulti-user real-time, EU hosting, multi-tenant separation by default
Firestore snapshotsReal-time database — changes appear instantly for every authorised user, with no reload
Server-side permission enforcementAt every layer — API, database rules, document storage — not just in the interface
Signed access linksDocument storage with short-lived, signed access links instead of public URLs
Audit-proof historyGap-free change history with field-level diffs — for every file, every field
Browser-only · no client rolloutRuns entirely in the browser — no installation, no admin rights required on staff devices
Built for accessibilityDeveloped following the WCAG 2.1 AA guidelines — keyboard operation, screen reader support, sufficient contrast
Projection API & SDKOpen integration for connected applications — for example HaiSoTec Times

Rollout

Rollout in three steps

From the first conversation to productive use — a clearly defined path with no surprises.

Assessment
What personnel data, document types, and responsibilities exist today? A joint review of your storage and processes.
Configuration
Roles, confidentiality levels, document categories, retention policies, and custom fields are tailored to your organisation.
Go-live with training
Data migration via CSV import for personnel data, training for the HR team, productive start — with direct support in the first weeks.

Try first, decide later

Test tenant on request — ready to use, with sample data

See the system in your own environment, not in a video. After a short call we provision a test tenant with anonymised sample data — including setup and onboarding guidance.

Provisioning typically within 48 h after the initial call
Free and non-binding — no credit card required
Realistic sample data instead of an empty demo shell
No automatic renewal, no hidden costs

Request a test tenantShort call, then access typically within 48 h

Frequently asked questions

Frequently asked questions about HaiSoTec People. Find quick answers to the most important questions.

Do employees have access to the system?

No, deliberately not. HaiSoTec People is a tool for the HR team and authorised roles. That's exactly what makes access control so clear: there are no self-service accounts that would need to be secured. You answer employees' access requests via an Art. 15 export.

Where is our data stored?

In Google Cloud, Frankfurt (EU) region — in an environment created solely for your company. There is no shared database in which your personnel data sits next to another customer's.

What happens with an access request under Art. 15 GDPR?

One click generates a complete, structured PDF export of all data stored about the person; the 30-day period is tracked in the system.

How does deletion under Art. 17 work?

Deletion requests go through a four-eyes approval process. The system deletes or anonymises the data and creates a deletion certificate as evidence. Statutory retention periods and legal holds take precedence and are checked.

Can I control who sees salary data?

Yes, that's the heart of the permission system: confidentiality levels per field, permissions per role, responsibility scope per location and department. Not authorised means: not visible.

Can we create our own data fields?

Yes, via the form builder with 14 field types — including required-field, versioning, and confidentiality settings, without a developer ticket.

How does our existing data get into the system?

Via CSV import for personnel data; you upload documents afterwards through the upload assistant. We support you with the initial setup.

How do HaiSoTec People and HaiSoTec Times relate?

People is the central platform for users, roles, permissions, and licences. Times uses the same master data and the same login — you don't maintain anything twice.

Are there different feature tiers?

Yes, two editions: Basic (basic personnel data, role management, licence management — ideal as a foundation for HaiSoTec Times) and Pro (additionally sensitive data areas, document management, GDPR module, organisational structure, custom fields, audit log, and much more). Details in a conversation.

What do we have to run ourselves?

Nothing. Managed cloud: we handle operation, updates, scaling, and security.

Is the system accessible?

The system is developed following the WCAG 2.1 AA guidelines — including keyboard operation, screen reader support, and sufficient contrast. A formal conformance audit is not part of the product.

How quickly are we up and running?

After the assessment and configuration, typically within a few weeks — the test tenant is available considerably sooner.

Do you also want to track working hours?

HaiSoTec Times — time tracking on the same foundation: one login, one permission system, shared master data. You maintain contract data once in People, and Times picks it up automatically.

Go to HaiSoTec Times

Need a tailor-made solution instead?

Beyond our solutions we build custom software and websites — from corporate websites to web applications, from a single source and supported for the long term.

See web development

Bring order to your personnel files now

Would you like to know how the "HaiSoTec People" personnel management system could be used specifically in your company? HaiSoTec GmbH will gladly show you the possibilities — tailored to you and without obligation.

What would you like?

Do you sell software to end customers?

HaiSoTec Tickets and HaiSoTec Vorgano are built as OEM solutions for resellers and system integrators. Attractive conditions, sales support, and marketing materials.

To the reseller programme