Everything HR needs, in one system
Every module is included with every license. Here's what HeartWoodHR™ does, area by area.
Employee records
A single, secure profile for every person, from first day to last.
Complete profiles
Personal, contact, emergency, job, pay and bank details in one place.
Documents
Request, collect and store documents with expiry reminders.
Organisation chart
Reporting lines, departments, job positions and roles that update automatically.
Multiple companies
Run several companies and locations from one install, each kept separate.
Change history
See who changed what and when, on every record.
Bulk import
Bring employees in from spreadsheets, with checks before anything is saved.
Workforce Insights & reports
See your workforce at a glance, then dig into the detail.
Headline numbers
Headcount, hires, terminations, growth rate, turnover rate and average tenure for any period.
Breakdowns
By department, employment type, generation, pay type, gender and ethnicity, as counts or percentages.
Trends
Monthly headcount and hires vs terminations, for the last 12 months or any range.
Standard reports
Ready-made reports across workforce, time, leave, payroll, talent and compliance.
Report explorer
Build pivots and filters on any data, then save the view.
Schedules & export
Email reports on a schedule, or export to Excel, CSV or PDF.
Hiring
Find and hire great people faster, with everyone on the same page.
Job openings
Create openings with stages, managers and a public application form.
Candidate pipeline
Drag candidates between stages and see where each one stands.
Interviews & scorecards
Schedule interviews and collect structured feedback from interviewers.
Offers
Send offer letters and track acceptance.
AI job descriptions
Draft a job description from a title and a few skills, then edit it.
Talent pool
Keep strong candidates on file for future openings.
Onboarding & offboarding
Consistent first days and smooth exits, every time.
Checklists
Reusable task lists for HR, IT, managers and the new hire.
Due dates & reminders
Every task has an owner and a date, with reminders.
Exit process
Resignations, notice periods, exit interviews and final tasks.
Asset returns
See which equipment each leaver still has and track its return.
Time & attendance
Accurate hours, wherever people work.
Weekly timesheets
Hours by project and task, submitted weekly and approved by managers.
Overtime rules
Overtime above 40 hours a week, daily limits and late-arrival tracking.
Clock in anywhere
Web, mobile, biometric devices and face recognition.
Geofencing
Allow clock-ins only from approved locations.
Shifts & schedules
Shifts, rotating schedules and work types.
Friday reminders
Automatic nudges for anyone who hasn't submitted their week.
Time off
Simple requests for employees, clear balances for everyone.
Leave types
Vacation, sick, parental and any type you need, paid or unpaid.
Accruals & carry-over
Allowances that build up over time, with carry-over limits.
Approvals
Multi-level approvals, with managers notified straight away.
Holidays & calendar
Company holidays and a team calendar showing who's out.
Payroll & 401(k)
Keep your payroll provider, or run payroll here. Either way, no double entry.
Payroll integration
Send approved hours, overtime, time off and 401(k) deductions to ADP Workforce Now, ADP RUN, Paylocity, Gusto or any payroll by CSV.
Built-in payroll
Contracts, allowances, deductions, payslips and pay runs.
401(k) plans
Match formulas, eligibility rules and vesting schedules.
IRS limits
Annual limits with age-50 catch-up and the higher age 60–63 limit built in.
Self-service elections
Employees set and change their own contribution.
Recordkeeper files
Contribution and census files, plus a participation report.
Performance & engagement
Clear goals, honest feedback and a workplace people want to stay in.
Objectives & key results
Goals from company to individual, with progress tracking.
360° feedback
Feedback from managers, peers and the employee.
Review cycles
Self and manager reviews on the schedule you set.
Policy acknowledgements
Track who accepted each policy, and ask again when it changes.
Announcements
Company-wide or targeted updates on everyone's dashboard.
Self-service
Employees update details, request leave and view payslips themselves.
HeartWood AI
Helpful AI that keeps every answer, question and record on your own server.
Ask the handbook
Plain-language answers that cite the policy, limited to what each employee may see.
Personal answers
"How much leave do I have left?" or "Show my last payslip".
Fewer tickets
Matching answers appear before an employee raises a helpdesk ticket.
Job descriptions
Drafted from a job title and skills on the recruitment form.
Private by design
Runs on an open-source model on your hardware. Nothing goes to an AI company.
No usage fees
No AI subscription and no per-question charges.
Assets, helpdesk & projects
The everyday tools around HR, built in.
Asset management
Laptops, phones and equipment: who has what, and its history.
HR helpdesk
Tickets for HR questions, with categories, owners and status.
Projects & tasks
Projects and tasks that feed straight into timesheets.
Notifications
In-app, email and mobile notifications for approvals and reminders.
Admin & security
Enterprise controls without enterprise complexity.
Roles & permissions
Decide exactly who can see and change what.
Two-factor sign-in
An extra layer of protection for every account.
LDAP sign-in
Use your existing directory accounts.
Audit history
A record of important changes across the system.
Backups & updates
Nightly backups, one-command restore and updates that back up first.
Your brand
Your company name, logo and colour theme throughout.
See it all working with your own data
Your own private instance, free for 30 days.