HaiSoTec

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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from €42per month for the whole company — neither per head nor per login
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

The personnel file

All personnel data in one place

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

  • One file per person instead of five separate stores.
Personnel file with master data, contact, address and tax details
GDPR accountability

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.

Art. 15 access requests with deadline, as PDF or JSON
Permission system

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.

Permission matrix: 70 permissions per role, down to the salary field
Mandatory documents

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.
Compliance matrix: complete files and gaps side by side, upload per person
Deadlines

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.
Expiry dashboard with all three urgency levels
Field history

What applied on 1 March? One click shows it

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

  • One click on the effective date shows what applied back then — still provable months later.
Field history with five periods and reason for change
Four-eyes principle

Sensitive changes need a second person

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

Approvals: salary and master-data changes with before/after values
Provable

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.

Access log with action, user, target and changed fields
How the company is built

Permissions follow your organisation

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

Organisation: three sites, departments per site with headcount
Live overview

Live overview: dashboard & reports

Compliance status, upcoming deadlines, open approvals, and active people — the dashboard shows the state of your personnel files in real time.

Dashboard with deadlines, open approvals and compliance status

Compliance status at a glance

How complete are your files? The dashboard names the missing mandatory documents and the people affected — the compliance matrix shows the same gap per person.

Deadlines you see without looking for them

What expires this week is on the dashboard by name — document, person and urgency, with no list to open and 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.

What else is included

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

GDPR built in, not bolted on

Access, deletion, retention, and audit log are core functions, not add-on modules from third parties.

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.

  1. Create person
  2. Assign organisation
  3. Record employment
  4. Store documents
  5. Control access
  6. Approve changes
  7. Provide access
  8. Delete with evidence
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.

  1. Assessment

    What personnel data, document types, and responsibilities exist today? A joint review of your storage and processes.

  2. Configuration

    Roles, confidentiality levels, document categories, retention policies, and custom fields are tailored to your organisation.

  3. 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.

Pricing

What HaiSoTec People costs

One fixed price for the whole company — neither per head nor per login. Hosting, maintenance, updates, monitoring and daily backups are part of it. There is no paid onboarding.

  • from €42per month for the whole company — neither per head nor per login
  • €299one-off setup fee
  • 12 monthsminimum term · renews for a year at a time
25 employees
  • HaiSoTec Times€99per month
  • HaiSoTec People€119per month
  • Both together€159per monthinstead of €218

Band “up to 25” — your invoice does not change up to 25 employees. Only above that does the next band apply automatically, with no application and no contract amendment.

More than 200 employees? Then we bill per person per month: €1.80 for Times, €2.15 for People, €2.90 in the bundle.

Monthly fixed prices by company size — HaiSoTec Times, HaiSoTec People and both products together
Company sizeHaiSoTec TimesHaiSoTec PeopleBoth together
up to 5€35€42€55instead of €77
up to 10€49€59€79instead of €108
up to 15€69€79€109instead of €148
up to 25€99€119€159instead of €218
up to 40€129€155€209instead of €284
up to 60€175€205€279instead of €380
up to 100€245€289€389instead of €534
up to 150€319€375€509instead of €694
up to 200€389€459€619instead of €848
from 201€1.80€2.15€2.90per person per month

What counts is the number of actively maintained personnel files, not the number of logins: whether three HR staff or thirty managers sign in makes no difference to the price. Employees who have left stop counting once their file is set to inactive — they remain readable and reportable for as long as retention periods require.

Both together — around a quarter cheaper at every sizePeople holds the contract data — weekly hours, working days, holiday entitlement. Times picks it up and writes approved working times back every day. Setting up both products costs €449 together instead of €598, and one training session covers both. Each also runs on its own: the bundle is a price advantage, not a technical requirement.Take a look at HaiSoTec Times

Included in the price

  • All eight modules, no add-on packages
  • GDPR tooling as a core function, not an add-on module
  • Hosting in the Frankfurt am Main data centre
  • Your own fully isolated environment
  • Maintenance and updates, automatic and hands-off
  • Daily backups and monitoring
  • E-mail support, Mon–Fri 9 am–4 pm
  • No separate charge for hosting or infrastructure

Available as an option

  • Online trainingAdmin and user areas, 4 hours, recording included — trained together, one session covers both products€540 per session
  • Professional serviceCustom adjustments, data migration, consulting€135 per hour

You create your own data fields yourself — the form builder with 14 field types is part of the licence, with no development effort and no separate line item. Not included are individual extensions and data migrations from legacy systems; those are billed by effort.

Request a quoteFull price list (PDF, German)

All prices are net and exclude statutory VAT. Our offering is aimed exclusively at businesses within the meaning of § 14 of the German Civil Code (BGB). This overview is non-binding; the quotation and licence agreement are what count.

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.

What does HaiSoTec People cost?

One fixed price for the whole company, neither per head nor per login: €42 per month up to 5 employees, €59 up to 10, €119 up to 25, €289 up to 100 — the scale runs to 200, above which it is €2.15 per personnel file per month. Setup is a one-off €299. What counts is the number of actively maintained personnel files; whether three HR staff or thirty managers sign in makes no difference to the price. The monthly price includes hosting in the Frankfurt am Main data centre, your own fully isolated environment, the GDPR tooling, maintenance and updates, daily backups, monitoring and e-mail support. Together with HaiSoTec Times the same company size costs around a quarter less than both systems separately — €159 instead of €218 at 25 employees. The minimum term is 12 months. All prices are net and exclude VAT; our offering is aimed exclusively at businesses within the meaning of § 14 of the German Civil Code (BGB).

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.

Both together costs around a quarter less

A company with 25 employees pays €159 instead of €218 per month for HaiSoTec People and HaiSoTec Times together. Setup is cheaper in the bundle too — €449 instead of €598 — and one training session covers both products.

All company sizes and prices Take a look at HaiSoTec Times
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.

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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.

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