Safe HR

An intelligent archiving system integrated within the HR operational environment: ● Dynamic Archiving: Ability to upload and link documents in all formats (PDF, Word, Excel, Images) directly to their related transaction (such as attaching a CV to a recruitment request, or a medical report to a sick leave request). ● Smart Early Warning System: Continuous real-time tracking of the expiration dates of official documents (ID, passport, residency permit, driving license). The platform also allows adding custom documents according to business requirements such as (professional licenses for doctors/engineers, access permits for critical facilities), with the ability to schedule alerts in advance via system notifications, mobile application, or interactive channels such as (Telegram).

The system evolves here into a strategic advisor that helps build your future workforce based on accurate data insights: ● Gap Analysis & Capacity Planning: By comparing the approved organizational structure with the actual occupied positions, the system instantly determines occupancy rates, shortages, or surpluses across every department and division. ● Intelligent Turnover Forecasting (Turnover Forecasting): The system analyzes historical resignation and attrition rates categorized by (job, department, nationality, years of service), enabling prediction of expected employee departures and notifying the recruitment team to initiate proactive hiring before actual vacancies occur. ● Automated Recruitment Journey: Starting from an electronic manpower request submitted by the department manager, passing through CV screening in the database, and ending with the issuance of digital Job Offers that include financial details and benefits. ● Automatic Candidate Conversion: Once the offer is approved and accepted by the candidate, the system converts their data with a single click into a new employee (permanent or temporary depending on the offer type), creates their electronic profile, and transforms the job offer into a draft employment contract ready for review.

● Multi-Level Organizational Structure: Support for building complex organizational hierarchies (corporate headquarters, multiple branches, sectors, departments, divisions, and organizational units). ● Standardized Job Description Cards: Precise definition of job titles, responsibilities, and required qualifications for each role to ensure equal opportunity and clear accountability. ● Compensation & Benefits Architecture: Defining minimum and maximum ranges (Salary Grading) for each job grade (basic salary, allowances, and symbolic benefits), ensuring financial governance and preventing inconsistencies when transferring employees or granting raises.

● Comprehensive Performance Evaluation: An advanced evaluation system that does not focus only on past performance, but also sets future targets (KPIs & OKRs). The platform enables the design of customized evaluation models for each job category (such as evaluating sales employees based on numbers, and engineers based on project quality). ● Development & Improvement Roadmap: The system identifies strengths and areas for improvement, and automatically links evaluation outputs to training plans. In the next cycle, the system compares actual performance against previous targets to measure employee responsiveness and the effectiveness of training programs. ● Comprehensive Training Management: Recording internal and external training courses, tracking grades and certifications within the employee profile, integrating with finance to process payments to training providers, and measuring Training Return on Investment (ROI).

● Full Governance of Employee Loans and Advances: Complete control over employee loans and advances with installment scheduling (fixed installment, percentage of salary, or predefined schedule), including options for rescheduling or early cash settlement. ● Real-Time Balance Updates: Immediate updates of balances and remaining amounts through detailed reports that support financial decision-making. ● Flexible Tracking Options: Full flexibility in managing advances either through the internal HR loan system or via direct integration with the financial system, depending on the organization’s operational structure.

Accurate working-hour calculation through data aggregation from multiple sources: ● Direct Integration with Biometric Devices: Seamless connectivity with all types of fingerprint attendance machines across different locations. ● Mobile Application Integration with GPS Tracking: Attendance logging via mobile application using maps and geolocation for field teams. ● Dedicated Manual Entry & Correction Screens: Interfaces designed for supervisors and decision-makers to manually enter or adjust attendance records. ● Direct Attendance Card Entry Feature: Fast input based on attendance cards when processing employee payroll calculations.

● Designed to approve transactions (leave requests, advances, assignments) without the need for any paper signatures. The engine is intelligent, automatically routing requests based on (request type, organizational structure, department, job title, or even financial authorization limits granted to managers), with full tracking of request status at every stage.

An advanced mobile application (iOS & Android) that places the company in the employee’s pocket (permanent and temporary workforce), providing full autonomy and reducing HR workload by up to 70%: ● Geo-Fencing Smart Attendance: Enables mobile-based attendance tracking only when the employee is physically within the defined geographical boundary of the company or designated project/client site. ● Self-Service Portal: Through which employees can submit requests (leave, advances, allowances, resignation submission, salary inquiries) and track the full approval workflow in real time. ● Announcements & Decisions Center: Instant access to administrative decisions and internal circulars directed to the employee. ● Smart Notification System: Real-time alerts notifying employees or managers about upcoming expiry of official documents or employment contracts.

The system provides interactive dashboards and real-time updated visual reports to support strategic planning and executive decision-making: ● Workforce Map: Employee distribution by branches, nationalities, age groups, gender, and employment type (permanent/temporary). ● Real-Time Attendance Tracking: Visibility of employees currently on duty across branches or projects, employees on leave, and expected return dates for operational planning. ● Risk & Compliance Dashboard: Monitoring of expiring contracts and official documents, along with tracking turnover rates and key organizational performance indicators (KPIs).

Safe HR does not operate as an isolated system; it is deeply integrated with the financial and general ledger system to generate automated accounting entries: ● Automatic Journal Entry Generation: Payroll entries, social insurance accruals, and tax-related entries. ● Accounting Provisions Layer: Automatic monthly calculation and posting of leave provisions and end-of-service benefit provisions (employee liability obligations) in a cumulative manner. ● Accurate Cost Allocation: Distribution and allocation of payroll and operational expenses (for both permanent and temporary employees) across cost centers, projects, or departments, enabling finance managers to obtain precise profitability and cost reports for each business unit.

Few systems truly understand the fundamental differences between workforce categories within an organization. Safe HR addresses this challenge through intelligent workforce management that efficiently handles two distinct employment cycles: ● Permanent Employees Cycle (Company Workforce): A structured and sustainable employment cycle designed to manage long-term workforce operations, including recruitment, annual employment contracts, standardized salary structures, career progression and succession paths, competency- and KPI-based performance management, end-of-service benefit accruals, social insurance administration, comprehensive compensation and benefits packages, and continuous professional development programs. ● Outsourcing & Contractors Cycle: A flexible workforce management cycle designed specifically for project-based labor, independent contractors, and third-party personnel. It focuses on: o Flexible Compensation Models: Support for hourly, daily, piece-rate, or productivity-based payment structures, independent of traditional salary grading systems. o Financial Segregation & Project Cost Allocation: Separate payroll processing and accounting treatment for outsourced personnel, enabling their costs to be charged directly to the relevant Project Cost Center without being mixed with the company's internal HR operating expenses. o Independent Compliance & Document Management: Dedicated management of workforce documentation, security clearances, professional licenses, and site-access permits to ensure full compliance with project and workplace requirements.