Complete HR Department System
The HR department of a 30-to-300-employee company managing the full employee lifecycle from hiring to offboarding.
The full employee lifecycle on one board: hiring, onboarding, performance, development, relations, and payroll — with documented policies and strictly confidential finances.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every employee or personnel file lives on a card moving through the six columns: it starts in “Hiring” when a position opens or a candidate is hired, with contracts and documents attached; then moves to “Onboarding,” where the first-ninety-days plan and the delivery of tools and access rights are tracked. After passing probation, the card moves to “Performance,” where annual review cycles are managed; then “Development” for growth plans and courses; on any request, violation, or letter it moves to “Employee Relations” to be handled and documented; and finally, monthly entitlements tracking settles in the “Payroll” column, where allowances and deductions are reviewed before every pay run.
Chat is the department's internal channel for quick coordination: scheduling an interview, asking about a document, chasing a stuck request. The Forum, though, is the policy reference: work regulations and approved procedures are published there, and proposed amendments are discussed in a documented thread before adoption — so no administrative ruling stays verbal and fades with time.
Announcements are the department's voice to all employees: official circulars, leave-application windows, benefits updates, and internal job postings. Dues manages salaries and allowances in strict confidence: each employee has their own entries — salary, allowances, advances, deductions — visible only to those authorized, so the department head knows the total cost without exposing individual details to those not concerned.
Information flows like this: the recruitment specialist hands the new hire to the employee affairs specialist by moving the card from “Hiring” to “Onboarding”; the development specialist picks up the card at “Performance” and “Development”; the payroll accountant receives confirmed financial changes at the end of each month before closing; and the department head oversees the whole board in a weekly review.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
HR Manager
Oversees the six columns in a weekly review, approves policies in the Forum, and signs official circulars before they're published in Announcements.
Recruitment Specialist
Runs the “Hiring” column: logs open positions as cards, coordinates interviews via Chat, and hands new hires over to the “Onboarding” column with complete files.
Employee Affairs Specialist
Handles employee requests and letters in the “Employee Relations” column, follows onboarding files through to completion, and keeps employee data up to date.
Development Specialist
Builds each employee's development plan in the “Development” column based on performance results, coordinates training programs, and documents their impact on the card.
Payroll Accountant
Prepares the monthly pay run in the “Payroll” column and records salaries, allowances, and deductions as entries in Dues for each employee in full confidentiality.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Policies & RegulationsThe approved texts of work regulations and administrative procedures; any proposed amendment is discussed here before adoption.
- Employee Cases & ConsultationsRecurring or complex administrative cases where the department documents its opinion and handling, becoming a reference for similar cases.
- Improving Department ProceduresSuggestions from department members themselves for improving hiring, onboarding, and evaluation mechanisms.
- Approved Templates & LettersOfficial templates for letters, contracts, and onboarding plans — one approved version that doesn't get lost across devices.
«Working Rules for This System» — Pinned in the forum
1. No personnel file outside the system: any new employee, request, or performance cycle is logged as a card in its correct column the day it arises. 2. Policies and administrative rulings are documented in the “Policies & Regulations” forum section — Chat is for daily coordination only, and decisions passing through it carry no weight. 3. Official employee circulars are issued exclusively through Announcements after the department head's approval. 4. Salaries, allowances, and deductions are recorded in Dues only; salary figures are never mentioned on cards, in Chat, or in the Forum. 5. A card leaves a column only after the previous stage's documents are complete and attached to it.
Welcome announcement: «Welcome to the HR Department System»
From today, this system is how the department works: every personnel file is a card moving from “Hiring” to “Payroll,” every policy is documented in the Forum, every circular goes out through Announcements, and payroll is managed in Dues in full confidentiality. First step: log your currently open positions as cards in the “Hiring” column, and review the pinned “Working Rules” topic in the Forum.
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