Every person, from vacancy to leaving day

One record for each person that keeps itself complete, and every step of their time with you, hiring, onboarding, letters, reviews, leaving, recorded in one place.

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Records that stay current

Profiles, departments, reporting lines, contract and remote staff, nationality and next of kin. Keelsum shows what each record is missing and asks the person to fill it in, in one click.

Cards or a table, with a quick look at anyone without leaving the list
Every photo checked against passport-photo rules, ready for an ID card
Import your staff sheet in minutes; export to Excel or PDF
An organisation chart from the reporting lines

The employee list with department tabs, staff type tags and import and export buttons

Recruitment from vacancy to first day

Post a vacancy, move candidates through screening and interview, and send an offer with the contract attached. The candidate accepts from a private link.

Each candidate’s CV, notes and stage in one place
Offer letters with the contract attached
Hire them, and their record and onboarding checklist are created for you

Candidates for a vacancy, moving through screening, interview and offer

Onboarding and offboarding checklists

Keep your own checklists: documents to collect, accounts to create, equipment to issue. Apply the ones a new starter needs and tick each item off as it is done.

Each item records who ticked it and when
The task completes itself when every item is ticked
Leavers get an exit checklist with unreturned PPE, loans still owing and the final payslip

Onboarding checklists with the items to tick off for each new starter

Letters and documents, without the printing

Employment confirmation, reference and warning letters from your own templates. Staff request a letter, read it and confirm it in the portal.

Contracts and documents shared with the employee when you choose
Company documents in folders, for everyone or chosen departments
Expiry dates on personal documents, with reminders

Letters issued to staff from templates, with their status

Clear, fair performance records

Set goals, write reviews, and let staff read their review, add comments and confirm they have seen it. Disciplinary records stay in the right place, seen only by those who should.

Goals and reviews per period
Staff comments and confirmation on every review
Disciplinary log with HR-only access

A performance review with goals, ratings and the employee’s comments

Data protection built in

Staff can see and download what the company holds about them and ask for corrections. HR handles requests with deadlines, keeps consent records and can erase a leaver’s personal details while keeping the records the law requires.

Each person chooses what colleagues may see, such as their birthday or photo
Retention rules for leavers
Everything logged, so you can show what was done

A staff member’s privacy page: what the company holds, consent choices and download

Works with

Payroll

PAYE, pension, NHF, loans and payslips, posted to the books when paid.

Attendance and leave

Clock-in at the site, shifts, overtime and leave that approves along the right chain.

Safety and compliance

Who is cleared to work, certificates and their expiry, PPE and incidents.

See it with your own scenarios

A 30-minute walk-through using your sites, your leave rules and your payroll, and a straight answer on hosting it on your own server.

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