Bas has an extensive HRM module that lets you manage leave, sick leave, expenses and time tracking. But HRM isn't something you take on at the same time as the go-live. This article explains why not, and when you should.
Step 1 - The advice: after running stable and live for at least 1 month
HRM is optional and the advice is explicitly to do this AFTER the go-live.
The reason is simple: if you're still learning the basic flow (case files, quotes, invoices, scheduling, the employee app), adding HRM on top is one step too many.
Note: only activate HRM once you meet these conditions: - The basic flow (from case file to invoice) has run smoothly for at least a month - There are no outstanding configuration issues left - You have expressed a need yourself to start with HRM
Step 2 - Why not sooner?
Your team is still getting used to the basic app: if you also add leave registration and expenses on top, employees become overwhelmed.
The work schedules need to be set up correctly: if you're still fine-tuning these in the first few weeks, you'll get incorrect results in the hours calculations.
HRM requires configuration steps: public holidays, leave types, expense types. In the first month, that time is better spent perfecting your daily workflow.
As one customer put it: "Taking on HRM at the same time as the go-live is really a whole tool in itself."
Step 3 - What does the HRM module cover?
The HRM module in Bas consists of the following parts:
Part | What it does |
Public holidays | Set up national and regional public holidays so the work schedule automatically takes them into account |
Leave types | Manage types of leave: holiday, special leave, sick leave, unpaid leave |
Expense types | Manage types of expenses: mileage allowance, parking costs, hotel costs |
Break times | Set up statutory break rules based on hours worked |
Time tracking | Track actual, planned and approved hours |
Work schedules | Manage contract hours, half days and zero-hours contracts |
Step 4 - The ideal phasing
This is the step-by-step plan that works best in practice:
Month 1-2: Go-live and stabilisation: focus on the basic flow. HRM is switched off. Employees only use the app to view the schedule, read job information, navigate, and for photos and signatures.
Month 2-3: First HRM steps: once the basics run stably: set up public holidays per region, turn leave types on or off, check expense categories, check and correct work schedules.
Month 3-4: Activate time tracking: once the team is used to the basic app: have 1-2 employees record hours for a week as a trial, check the hours in the system, activate it for all employees, set up the actuals reconciliation if relevant.
Month 4+: Full HRM: once time tracking runs well: activate leave registration via the app, activate expenses via the app, configure allowances and CLA compensation (if relevant).
What you don't need to do yet
The following parts are only relevant once you've been working with HRM for a few months. Leave them alone for now:
Part | Why not now |
CLA compensation | Overtime, weekend allowance and international trips are complex to configure. Only do this once the basic hours are running well |
Allowances (100%/130%) | Configuring standard working hours vs. outside standard working hours requires careful setup |
Leave calculations per CLA | Calculating leave days based on contract hours and CLA rules is only relevant once you're actively using leave registration |
Export to payroll software | The link between time tracking and your payroll administration is a separate project |
Frequently asked questions
"Do all my employees need to use HRM?"
No. You can set which HRM functions are active per employee. Start with a small group (for example just the foremen) and expand from there.
"Can I also register leave at the office?"
Yes. Leave can be registered both via the employee app and via the backoffice. For employees who don't use the app, you register leave at the office.
"What if I want to start with HRM right now?"
That's possible, but the advice is not to. Experience shows that companies that take on HRM at the same time as the go-live become overwhelmed. Focus on the basics first, and take on HRM once you have the capacity.
Tips
Wait at least a month after go-live before you activate HRM
Start with public holidays and leave types, not with time tracking
Test with 1-2 employees before you activate it for everyone
Only turn on the functions you actually use
Please note
HRM at the same time as the go-live is too much to learn in one go
Work schedules need to be correct before time tracking works properly
Start with the basics, expand to full HRM later
The phasing is more important than the speed
Next article: Setting up public holidays and leave types