The Essential HRMS Checklist: Optimize HR for Growth, Compliance, and Efficiency

HR checklist

Liz Strikwerda

Content strategist and corporate blogger (2000+ posts). Her work has been featured on G2's Learning Hub, Human Resources Today, CloserIQ, Better Buys and over 500 business websites. She plays bluegrass mandolin and enjoys hiking in the red rock wilderness of southern Utah. Connect with me on LinkedIn

A Human Resources Management System (HRMS) drives business growth, ensures compliance, and improves efficiency.

Use these checklists to set up effective Human Resources operations. It’s geared toward companies with 200-400 employees.

Human Resources encompasses hundreds of processes. This checklist is organized as follows:

  1. Hiring and Applicant Tracking
  2. Onboarding and HR Management
  3. Time and Attendance
  4. Employee Scheduling

How Do I Manage Applicant Tracking and Hiring for Business Growth?

Carefully sourcing quality employees is critical for business growth. Your team executes your business strategy. They drive innovation.

Success breeds success. High-performing talent creates a culture that attracts similar talent.

Timely hiring prevents workforce burnout that can occur when existing employees have to take on the duties associated with an unfilled position. It also prevents lapses in production.

A well-executed hiring plan maximizes recruiting resources which directly impacts the bottom line.

It’s never been more important to optimize hiring and applicant tracking.

Low unemployment, a widespread skills gap, and a robust economy have created a talent shortage. Employers find themselves in a hiring Catch-22. You can’t grow without good employees. Yet continued economic growth intensifies the talent shortage.

How can you assemble a first-rate team to capitalize on the favorable business climate?

Combine best practices with capable HRMS applicant tracking tools.

Applicant Tracking and Hiring Checklist


    • Design and document applicant tracking workflows

    • Assign tasks among hiring team members

    Write an annual (or multi-year) hiring plan based on current and projected staffing needs

Hiring Workflow For Each Position

    • Write screening questionnaire with knockout questions

    • Post job internally

    • Post job to job boards

    • HRMS will collect applications and create a database

    • Sort applicants by score

    • Isolate pool of top candidates

    • Perform phone screens

    • Identify candidates to advance to in-person or video interviews

    • Conduct interviews

    • Share feedback with hiring team

    • Select candidate

    • Perform background/reference checks

    • Extend job offer

    Transition new hire to onboarding

How Do I Manage Hiring Compliance?

Hiring compliance is part of your overall business policies and procedures. Your compliance policies should be documented in your employee handbook.

Hiring Compliance

    • Learn EEOC/FLSA/OSHA and all state/local regulations

    Write company policies per applicable laws

Address the Following in Your Employee Handbook

    • Compensation/benefits

    • Terms of employment

    • Discipline

Paid Time Off (PTO)

    • Business travel

    • Overtime

    • Nondiscrimination

    • Conflict of interest

    • Intellectual property

    • Retaliation

    • Code of conduct

    • Ethics

    • Dress code

    • Safety

    • Mobile devices

    • Social Media


Interview Compliance

    • Write structured interview scripts

    Follow EEOC guidelines for legal interview questions

Offer Letter Compliance

Include the following:

    • Position/title

    • Name/position of supervisor

    • Reporting structure

    • Work schedule

    • Full-time or part-time

    • Shift, if applicable

    • Employee type

    • Overtime exempt/nonexempt

    • Job duties

    • Base salary/wage

    • Equity, if applicable

    • Bonuses/commissions

    • Wage disclaimers, if applicable

    • Benefits and eligibility

    At-will employment

How Do I Manage Hiring and Applicant Tracking for Maximum Efficiency?

Use your HRMS to process applicants in a timely, systematic, and organized fashion. This becomes more important as your hiring needs increase. Managing multiple job openings simultaneously is complex. Use HRMS applicant tracking automation tools.

Hiring Efficiency Checklist

    • Create branded templates for job descriptions, questionnaires, emails

    • Use standardized scoring

    • Connect stage changes to automatic process actions (texts/emails, invitation to interview scheduling calendar, background/reference checks)

    • Use knockout questions to eliminate unqualified candidates and isolate pool of most promising applicants

    Schedule interviews with a self-service interface

Engage With Your Talent Pipeline

An HRMS creates a central database of current and former applicants. This database becomes your talent pipeline. The CRM-like tools help you engage with the quality applicants that weren’t hired the first time around. Your pipeline becomes your first source when you need to fill a new position.

Onboarding and HR Management

When a new hire begins onboarding, what impression does your process create? Technology is intertwined with company culture. An HRMS new hire portal demonstrates a commitment to competence and innovation.

Electronic document management is key to onboarding and ongoing HR management. E-signature and completion confirmation simplify the process for the new hire and HR team.

With a great onboarding system, new hires learn to do their jobs faster. They are more likely to become happy, engaged, and competent. Engaged employees reinforce a culture of achievement that keeps your business growing.

Good onboarding improves retention. Millennials, especially, are notorious for quitting during the first year. A healthy job market has minimized the risk. Talented employees can job hop until they find something they love.

Follow the onboarding checklist to incorporate best practices.

Onboarding Checklist

    • New hire paperwork

    • Healthcare enrollment

    • Life insurance

    • Health savings account

    • Retirement plans

    • Disability insurance

    • FLSA

    • Employee handbook

Day One Preparation

    • Send email to new hire prior to first day

    • Map to office

    • Parking instructions

    • Building security

    • Name of person who will meet them

    Notify new hire’s team so they will be ready to welcome them on their first day

Prepare New Hire’s Workspace

    • Phone extension

    • Email address

    • Computer

    • Network connection

    • Software and apps passwords

    • Furniture

    Paper, pens, and other office supplies

First Day

    • Greet new hire at the door

    • Team introductions

    • Email/collaboration tool instruction

    • Building tour

      • Lunchroom

      • Bathroom

      • Time clock

      • Supply room

      • Door entry

      • Safety

      • Fire alarms

      • Fire extinguishers

      • Workplace hazards

      • Emergency exits

Assign a short-term project to focus energy and build confidence
Invite the new hire to company social events

WorkforceHUB Onboarding now has Ethics and Code of Conduct training!

An essential part of onboarding is to train new hires on compliance and document their understanding and agreement to follow company policies. Millions of U.S. companies are turning to Learning Management Systems (LMS) for affordable and effective employee compliance training. SwipeClock is excited to announce a new partnership with Syntrio, a premier LMS and provider of business ethics training. The Syntrio Ethics and Code of Conduct Course is now integrated into WorkforceHUB onboarding. Administrators can include the Syntrio ethics training as part of the new hire process. For more information, visit WorkforceHUB.

HR Management Checklist

The HRMS employee portal is the interface for employee HR transactions.

HRMS Employee Portal

    • Message board

    • Company directory

    • Suggestion box

    • Accolades

HRMS Time and Attendance

Employee timekeeping is a critical part of overall HR management. Efficient, transparent timekeeping sets expectations and creates accountability. It also allows you to maximize your labor budget.

Time and Attendance Checklist

    • Enter employee in timekeeping system

    • Teach employee how to use the timekeeping system

      • Clock in/out (onsite and mobile)

      • View PTO balance

      • Manage time cards

      • Time off requests

    • Shift trading

Employee Scheduling

Effective employee scheduling improves employee engagement, productivity, and performance. It ensures a high level of customer service. Good scheduling practices improves your company reputation with your employees, partners, and customers.

HRMS scheduling tools help you ace employee scheduling. Employee scheduling involves many repetitive tasks. HRMS schedule templates save time. Drag and drop employees into shifts. Copy templates forward and adjust as necessary. Customizable scheduling rules prevent coverage gaps or overstaffing.

Employee profiles guide your scheduling. The system alerts you to scheduling conflicts. It will ensure that you have employees with the necessary qualifications for each shift.

View multiple schedules at once. Compare schedules by location, team, or project.

An HRMS allows one scheduling manager to manage schedules for many locations, teams, or projects.

Employee Scheduling Checklist

    • Enter each employee in HRMS

Job title
Part-time or full-time status
Address/phone number
Job roles they can perform
Shift availability
Schedule preferences

Create schedule rules

      • Maximum and minimum shift lengths

      • Number of employees per shift

      • Multiple locations

      • Fair Labor Standards Act (FLSA) requirements

      • Predictive scheduling law settings

      • Payroll Based Journal (for long-term healthcare facilities)

Set up HRMS scheduling alerts for double booking, scheduled time off, overtime thresholds
Post schedules at least a month in advance
Cross-train for schedule flexibility
Use self-service shift trading
Track scheduling data for continual optimization

Your HRMS is The Engine of Business Growth

Combine an HRMS with the right people, the right mindset, and smartly-designed processes. It will drive growth, simplify compliance, and ensure efficient business operations. Hit the ground running in 2020.

Simplify HR management today.

Simplify HR management today.

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