What Is HR Automation? (Benefits And Examples)

Tedious and repetitive HR tasks can divert focus from more impactful HR initiatives. It often frustrates employees, deteriorating their workplace experience. 

Interestingly, only 37% of HR job functions are commonly automated. We’ll explore HR automation, its benefits, and real-world applications, helping you understand how you can transform your organization’s HR efficiency.

Here are some facts you need to know about HR automation:

• HR automation enhances efficiency, reducing time spent on administrative tasks and allowing HR professionals to focus on strategic initiatives.
• HR automation reduces labor costs by streamlining processes and reducing manual work.
• Implementing HR automation leads to better productivity and profitability through optimized scheduling and reduced overtime.
• HR automation tools provide valuable data-backed insights, enabling better decision-making and process improvement.
• Streamlining and centralizing HR processes with automation tools makes HR management easier.

Table of contents

• What is HR automation?
• Examples of HR automation
• Benefits of HR automation: Why you should consider it for your business
• 5 HR automation tools
• Automate your HR processes with When I Work

What is HR automation?

HR automation is the application of software to transform manual, repetitive HR tasks into streamlined, automated processes. It’s part of the HR resource toolkit, which aims to enhance efficiency across various functions. 

Use of automation includes:

• Tools for automatic scheduling and employee scheduling software
• Simplifying time-consuming tasks
• Onboarding
• Benefits administration

Incorporating HR automation in a company changes how HR teams handle everyday activities. Reducing manual processes minimizes errors and saves time. 

Automating routine tasks allows HR pros to focus on more strategic matters, like employee engagement and workforce development. Automating employee-related tasks boosts HR’s efficiency and enhances effectiveness.

Examples of HR automation

Automating HR processes digitizes repetitive and time-consuming tasks, substantially reducing manual work and human input. Here are the best examples of automating HR processes:

Using employee onboarding/offboarding software

Automated systems improve employee onboarding and offboarding. It streamlines the integration of new hires into team messaging and company processes. A study shows that 36% of HR experts find the absence of automation impedes efficient onboarding.

This automation grants new employees immediate tool access and ensures a secure departure for those leaving. Organizations using HR automation report a 67% quicker onboarding process, reducing human error risks and potential data leaks.

Automating payroll management

Payroll automation transforms the labor-intensive process. Every business, big or small, has to manage payroll. Employees need to get paid accurately. However, payroll management takes a lot of time and is complex.

Beyond streamlining the payroll process, When I Work also provides real-time labor cost data, enabling data-driven decisions and financial optimization. Automated overtime blending and multi-location support simplify payroll management while ensuring compliance with local regulations.

Recruiting processes

Hiring is more efficient when you use automated solutions. With recruitment automation software, you can speed up tasks like sourcing candidates, tracking applications, screening resumes, and scheduling interviews.

You can apply automation in different ways during hiring. Here are a few examples:

• Job advertising: Automated programmatic job ads target ideal candidates. It also manages the advertising budget, reducing costs and increasing job posting effectiveness.
• Applicant tracking: All recruitment activities are tracked in an Applicant Tracking System (ATS). It helps you screen resumes, schedule interviews, and communicate with candidates.
• Pre-screening candidates: Pre-recorded video interviews save you time on the first phone call. Interview questions are set up so candidates can respond when it’s convenient for them, and recruiters can watch the videos whenever they’re available.

Employee time tracking

Implementing HR automation transforms the traditional tracking of employee hours, moving away from manual timesheets. After all, spending days looking for paperwork is inefficient.

Automated time tracking helps employees self-monitor their working patterns, and managers accurately track work hours for budget and salary decisions. They’re great for industries where tracking billable hours or overtime is important. 

The When I Work time clock and timesheets feature make this easy. Creating an employee time clock on iPads, computers, or mobile phones simplifies attendance tracking. Employees gain autonomy in managing their time, contributing to faster transitions to their work tasks.

Managing employee benefits

Organizations have been able to optimize their benefits administration through HR automation, moving from manual recordkeeping to more convenient systems.

HR teams handle benefit programs, keep records, link employees to providers, and process requests. An effective HR system allows employees to self-serve their benefits, allowing quick approvals.

Additionally, automated benefits software simplifies employee program enrollment, often via mobile. These systems ensure adherence to compliance regulations, including financial reporting, medical authorization, and labor laws. 

For instance, managing the Affordable Care Act requirements becomes more manageable with software that monitors compliance status, helping businesses meet all mandates efficiently.

Calculating labor costs and creating forecasts

HR automation has improved businesses’ financial forecasting and labor cost calculations. It enables financial teams to move from manual spreadsheets to advanced systems that streamline data into models. 

It gives executives real-time information so they can make smart decisions. As a result, resources can be reallocated to analysis and revenue generation.

Automating financial forecasts makes formulating, forecasting, and updating assumptions easier. It also helps businesses meet obligations like payroll without taking on a lot of debt.

When I Work has reporting and forecasting tools that exemplify this technology–they offer precise labor cost analysis and dependable forecasts, enabling informed financial decisions.

Benefits of HR automation: Why you should consider it for your business

Technological solutions transform how businesses manage human resources. They streamline tasks and enhance efficiency, significantly improving HR teams’ operations. These advantages underscore why HR automation isn’t just a luxury but a strategic necessity for modern businesses. 

Here’s how automation can benefit your company:

Save precious time

Up to 90% of administrative time can be cut down with automation. Technology simplifies tasks like data entry, reducing manual work and app switching. Freed from routine and time-consuming tasks, HR managers can creatively address business challenges, enhancing overall effectiveness.

Improve productivity and profitability

Automating HR processes has allowed enterprises to streamline operations and increase productivity, resulting in more satisfied and engaged employees. It streamlines processes like making requests, submitting referrals, and accessing tools, directly contributing to reduced overtime and efficient management of rotating schedules. 

These improvements significantly help avoid issues like mass turnover. Automated onboarding helps new hires start smoothly, make a good impression, and be productive.

Reduce labor costs

Automating HR tasks helps businesses streamline operations and save money on labor. Minimizing errors and reducing the administrative burden leads to lower operating costs and better resource allocation. For example, a medical company saved $4,000 monthly after implementing automation. 

The technology also lessens the costs related to paper-based processing, such as printing, filing, and storage. HR automation ensures efficient record-keeping, eliminating the need for extensive physical storage and facilitating easy record retrieval.

Get data-backed insights on your operations

Integrating HR automation provides a wealth of data, offering valuable insights into organizational operations. It enables the tracking, collection, and analysis of diverse data types, helping identify patterns and generate insightful reports. 

These insights are instrumental in improving processes, addressing shortcomings, and amplifying successful practices. Automation software collects relevant data across the organization, empowering decision-makers to evaluate and optimize processes for the benefit of the entire organization.

Streamline and centralize your HR processes

Incorporating automation simplifies and speeds up recruitment and onboarding processes. It employs applicant tracking systems to automate job postings, resume parsing, and communication with candidates, allowing HR teams to handle applications more efficiently. 

Automated onboarding workflows guide new hires through the necessary paperwork, training materials, and orientation sessions.

5 HR automation tools

Managing multiple HR processes calls for strong automation tools. These tools remove manual effort from daily activities, creating time and cost efficiencies. 

Here are five top automation tools that can elevate the effectiveness of your HR operations:

When I Work

When I Work stands out in the HR automation tool market with its pay-as-you-go service and affordable pricing, making it a low-risk, high-value choice.

Key features:

• Quick creation of work schedules for your employees.
• Integrated time tracking to cut labor costs.
• Robust team messaging capabilities for better communication across shifts and departments.
• Seamless payroll processing with a single click, eliminating the need for syncing or importing data.
• Flexible, pay-as-you-go pricing model for a low-risk, high-value HR automation solution.
• Affordable pricing structure that caters to businesses of all sizes.

Benefits:

• Saves up to 15 hours per week on employee scheduling, reducing the administrative burden for managers.
• Improves workforce accountability and efficiency through seamless communication, real-time attendance tracking, and integrated scheduling.
• Reduces labor costs and enhances payroll accuracy with automatic time tracking, pay rules, and single-click payroll processing.
• Increases workplace connectivity and collaboration through the secure team messaging platform, fostering better engagement and morale.

Differentiators:

• Pay-as-you-go pricing model and affordable subscription make it an accessible, low-risk HR automation solution for businesses of all sizes.
• Mobile-friendly design makes it easy for employees and managers to stay connected.
• Scheduling, time tracking, and payroll functions work together to streamline HR operations and workforce management.

Bamboo HR

Bamboo HR offers an all-in-one system that streamlines recruitment, onboarding, performance management, and payroll processing workflows.

Key features:

• Efficient applicant tracking for recruitment.
• Manager and employee self-service for easy access to necessary information.
• Comprehensive reporting and analytics for insight into employee well-being and engagement.

Benefits:

• Integrate payroll, time tracking, and benefits administration to eliminate manual work, ensuring accuracy.
• Streamlined hiring and onboarding processes that make new hires feel welcomed and set them up for success.
• HR data management and reporting capabilities that support data-driven decisions.
• Enhance employee engagement, engagement, and professional development with performance management tools.

Differentiators:

• Comprehensive suite of HR capabilities within a single, unified platform, eliminating the need for multiple systems and streamlining HR operations.
• Mobile accessibility and user-friendly interface that enhances productivity and engagement for HR teams and employees.
• Enhanced reporting and analytics capabilities that help organizations make better strategic decisions about their workforce.

Zoho

Zoho is a cost-effective HR automation solution ideally suited for small and medium-sized businesses. 

Key features:

• Comprehensive leave and timesheet management.
• Customizable HR workflows and forms.
• Integrated performance appraisal tools.

Benefits:

• Employee onboarding and offboarding workflows that minimize manual work.
• Employee data management that gives HR instant access to key information.
• Systems that automate attendance tracking and asset accountability.
• Complete visibility into workforce productivity, task progress, and resource utilization.

Differentiators:

• Low-code HR platform that’s easy to customize.
• Integrates with Zoho products like finance and CRM for cross-functional collaboration.
• HR automation workflows that go beyond off-the-shelf HR software.

Deel

Deel revolutionizes HR automation for global workforce management, supporting thousands of companies in their international expansion with unmatched speed, flexibility, and compliance.

Key features:

• Global payroll and HR management in 150 countries.
• AI-powered insights for workforce management.
• Expert visa and immigration assistance.

Benefits:

• A centralized view of HR data and operations across all locations.
• Enhances talent attraction and retention through efficient equity management.
• Support for relocation of top talent, removing a major pain point for global companies.

Differentiators:

• Strong partnerships with local entities so businesses can navigate local labor laws and regulations with confidence.
• GDPR, SOC2, and ISO 27001 compliance ensures security and privacy.
• Seamless integration with 100+ tools across the tech stack, reducing manual work and enhancing operational efficiency.

Dayforce HCM

Dayforce HCM is a versatile and powerful HR automation tool. It operates as a cloud-based platform that delivers real-time data across all facets of human capital management (HCM). 

Key features:

• Real-time payroll and tax management.
• Advanced analytics for strategic HR decisions.
• Integrated talent and document management.

Benefits:

• Engage employees through web and mobile self-service, reducing IT reliance.
• AI-powered workforce enablement for smarter hiring, improved workforce management, and upskilling/reskilling.
• Real-time people analytics and visualizations that provide instant, data-driven insights without the need for manual data wrangling.
• Confidence in global compliance and data security with Dayforce’s robust governance experience and embedded privacy controls.

Differentiators:

• Providing seamless interoperability and unparalleled efficiency with a single vendor model.
• Helping organizations take advantage of the latest HR tech advances through continuous innovation.
• Eliminate brittle integrations with other applications, infrastructure, and third-party data.

Automate your HR processes with When I Work

Embracing HR automation can lead to transformative benefits for your business. It enhances efficiency, improves productivity, and reduces costs. 

When I Work offers a comprehensive solution to automate and centralize HR processes, making tasks like recruiting, onboarding, and schedule management more efficient and less labor-intensive. 

Ready to experience these benefits firsthand? Discover how our platform can tailor HR automation to your business needs. Take the first step and schedule a demo or sign up for a 14-day free trial today.