HR & Leave
One employee file for HR and payroll.
Keep employment history, contracts, documents and leave in the same record that drives payroll, with leave rules that match your policies.
Employee records
Everything about an employee, in one place, feeding payroll directly.
Complete employee file
Personal details, emergency contacts, national ID, passport and driver's permit with expiry dates, employment details, pay rate, pay group, shift, team and up to three supervisors.
Employment history with effective dates
Record hires, annual increases, acting positions, new contracts, lay-offs and terminations with effective dates, covering department, job, pay group, wage and status.
Contracts, probation and retirements
Track contract start and end dates, probation end dates and discharge details, with dashboard lists of contracts ending this month, employees on probation and employees nearing retirement.
Employee documents and notes
Attach documents to the employee record and keep notes and comments on file.
Bulk changes and imports
Update many employees at once — personal details, pay items, banks, leave, benefits — or import changes from Excel templates.
Leave that follows your policies
Entitlements, accruals, carry-over and approvals without spreadsheets.
Leave policies by length of service
Define leave types with entitlements that step up with years of service and can vary by department, location, job class or pay group, plus availability after probation or a waiting period.
Accrual, carry-over and proration
Accrue leave by hours worked or years worked, set carry-over limits and rollover years, prorate leave, and choose the leave year: calendar, financial, hire date or contract period.
Leave calendar
See leave alongside holidays, birthdays, work anniversaries and payroll dates in day, week, month, timeline or agenda views.
Leave and change requests with approval
Employees request time off and changes to their details from self-service; HR approves or denies individually or in bulk, and approved leave updates balances automatically.
Statutory benefit leave
Record maternity, injury and other NIS benefit leave so payroll treats it correctly.
People at a glance
Dashboards and reports for the dates that matter.
Customisable people dashboard
Add widgets for headcount, new hires, birthdays, contracts ending, probation, retirements, leave by type and reminders, and arrange them your way.
HR and leave reports
Employee listings, remuneration history, probation, job letters, leave entitlement, leave cost and vacation reports.
Managers see only their people
Give managers access limited to their departments, locations, pay groups or pay frequencies, with role-based screen permissions.
Develop and retain your people
Appraisals, training, succession, recruitment and employee relations in the same system.
Appraisals and appraisal templates
Build appraisal templates by job class with responsibilities, skills, competencies and objectives, then run reviews with appraiser, score, goals, recommendations and employee comments.
Training and certifications
Record employee and group training with institute, cost split, certificate numbers, verification and expiry dates, and see expiring certifications highlighted.
Succession planning
Name successor candidates for key roles and score readiness and potential on a 9-box readiness matrix.
Recruitment and applicant tracking
Manage job openings, applicant records with education, skills and interviews, advanced applicant search and a recruitment dashboard.
Incidents, grievances and complaints
Log workplace incidents, grievances and complaints with severity, investigation, resolution, days lost and costs, and track open cases.
Organisation chart
View the organisation by department and location or by job position.
HR, training, approvals and compliance dashboards
Dashboards for HR activity, training status, pending approvals and compliance exposure such as expiring training and open cases.
Optional add-ons
Extra modules you can switch on.
Asset tracking (add-on)
Keep an asset register with depreciation and warranty dates, assign assets to employees and track overdue returns.
E-signatures (add-on)
Employees acknowledge documents electronically and administrators review signatures.
Works together with
Self-Service & Mobile
Employees view payslips and TD4s, check leave balances and request time off, on the web portal or the ApexTrak app.
Learn morePayroll
Calculate pay, PAYE, NIS and Health Surcharge, check every run before it is posted, and produce payslips, bank files and statutory forms.
Learn moreTime & Attendance
Capture time by face-recognition kiosk, QR or PIN, phone GPS or ZKTeco terminals, then turn punches into payroll hours automatically.
Learn moreFrequently asked questions
Can leave entitlements increase with years of service?
Yes. Each leave type can have entitlement bands by years of service, which can also vary by department, location, job class or pay group, with accrual, carry-over and probation rules.
See ApexPay with your own payroll scenario.
Tell us about your company and we'll arrange a demo.