HR system customization services for complex HR teams
We help HR and Finance leaders tailor existing HRIS platforms with custom fields, workflows, automations and advanced permissions so the system fits the business, not the other way round.
- HR system customization for ADP, HiBob, Rippling, Oracle and other major HR Systems
- HRIS custom workflows for joiners, movers, leavers and special approvals
- Custom fields, lookups and validation aligned to HR and payroll
- Automation for HR admin tasks, notifications and document generation
- Extensions to support UK entity, union or client specific processes
- Advanced permissions and role based access for HR, managers and Finance
Start Your HR System Customisation Journey With Us
Tell us your HR process and we will map the HR system customization work.
HR system customization that extends HRIS without breaking control
HR system customization is the structured way to extend an HRIS so it can support real life HR processes, UK payroll rules, multi entity data and complex approvals. Off the shelf HR platforms often cover 70 to 80 percent of what HR needs. The gap is in exceptions, UK specific data, sector processes and integration hooks. By adding HRIS custom workflows, custom fields, extensions and automation you can remove spreadsheets, speed up onboarding, and protect data quality across HR, payroll and Finance.
Custom Fields & Data Model Extensions
Most HR teams still keep people data in side spreadsheets because the HRIS does not have the right fields or validations. We review your current and future data needs, including UK specific information, right to work, probation, allowances, client or project tags, and create a data model extension that lives inside your HR system. This brings your shadow data back into the system of record.
We also set field level rules, lookups and conditional visibility so HR administrators, shared services and managers only see what they need to see. This reduces input errors and keeps payroll, time and Finance in sync. With the right custom fields in place you can finally run complete HR analytics and KPI reports.
HRIS Custom Workflows & Approvals
HRIS custom workflows solve the real world scenarios that basic HR platforms do not cover. We design workflows for new joiners with assets, for role changes with pay approvals, for location transfers with HR and Finance checks, and for leavers with IT handoffs. Each workflow is mapped to the right users and to your HR operating model.
We also make sure these workflows are audit friendly. That includes time stamps, approver visibility, escalation paths and exception handling. For PE backed, multi site or regulated environments this is key because it proves HR followed the process and no change reached payroll without the right approvals.
Automation, Notifications & Document Triggers
HR teams waste time chasing managers for documents, approvals or confirmations. We use your HRIS automation and extension framework to trigger emails, in app notifications, task assignments or document generation when certain events happen. For example, when a new starter is created, send contract for e signature, notify IT, and create tasks for HR admin.
We also set up reminder automations for expiring visas, probation review dates, training renewals or contractor extensions. This improves compliance and employee experience without adding headcount. All automation is documented so IT and HR can manage it later.
Extensions and Integrations to Other Systems
Many HR processes touch other systems such as payroll, finance/ERP, identity, ATS or LMS. We create HR system customization extensions that pass the right data to these systems at the right time. This can be through APIs, flat file exports or no code connectors depending on your landscape.
We make sure a change in HRIS updates payroll or access management, and that your HR data dictionary is consistent. This reduces re keying, avoids overpayments, and gives Finance more trust in HR data. Where integration is not yet possible, we design interim extensions so the process still works.
Advanced Permissions and Role Based Access
As HR systems hold sensitive data, you cannot give everyone full access. We design and configure advanced permissions, role based access and segregation of duties. HR admins can update all data, managers can action workflows for their team, Finance can view cost relevant data, and auditors can see transactions.
We also help you set up security for specific entities, business units or client projects. This is useful if you work with multiple legal entities, joint ventures or portfolio companies and want to keep data separated while still running group level reporting.
Need a tailored HRIS system
Share the processes your HR system does not support today and we will show how to customise it safely and quickly.
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Discovery and configuration blueprint
What We Offer: - HRIS capability and gap assessment
- Custom fields and data model design
- Workflow, approval and routing rules
- Integration and extension mapping
- Security, role and permissions design
Schedule HRIS review
Build, test and controlled rollout
After the blueprint we configure the HR system customization items in a non production tenant, document them, and test them with HR and payroll. We run UAT on HRIS custom workflows, custom fields, automation and permissions. Then we support a phased rollout so business as usual is not disrupted and users are trained.
What We Offer: - Configuration of custom fields, forms and lookups
- Build of HRIS custom workflows with approvals
- Automation, notifications and document triggers
- Advanced permissions and role based access setup
- Rollout, UAT, training and support
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Our Process
Map gaps
Identify HR processes, data and approvals that current HRIS cannot handle today.
Design solution
Define custom fields, HRIS custom workflows, automation and permissions with clear documentation.
Configure safely
Build and test in sandbox, validate with HR, payroll, Finance and IT before go live.
Rollout and improve
Train users, monitor usage, add more automation and extensions over time.
Why choose Us?
We are HRIS and payroll specialists who understand how far you can push a platform without breaking upgrades or compliance. Our focus is to make the system work for HR, stay secure for IT, and stay explainable for Finance.
Platform native
We customise inside vendor frameworks so updates and patches still work.
HR aware
Built around real hire to retire processes, not just technical options.
Secure design
Advanced permissions and approvals to protect sensitive people data.
Documented build
Full config notes so your internal team can support later.
Frequently asked questions
About Our HR System Customization Services
What is HR system customization?
HR system customization is the process of extending your HRIS with custom fields, HRIS custom workflows, automations and permissions so it fits your exact HR and payroll processes. It removes the need for spreadsheets and makes HR data more reliable.
Why do we need HR system customization if we already have a good HRIS?
Most HRIS platforms cover core HR but not organisation specific processes such as UK onboarding steps, client charge codes, union approvals or multi entity payroll checks. Customization helps you bring those edge cases inside the system.
Will customization affect future HRIS upgrades?
We design HR system customization using vendor supported tools and extension frameworks. This keeps your tenant upgrade friendly. We avoid risky custom code unless there is no other option and we document it.
Can we build HRIS custom workflows for leavers, transfers and promotions?
Yes. We can build workflows for all lifecycle events, including complex approvals across HR, line managers, Finance and IT. Each step can trigger notifications or integration events.
Can you add custom fields that are visible only to HR or only to Finance?
Yes. Using advanced permissions and role based access we can show or hide fields, sections and actions by role, business unit or entity. This is useful for salary, medical or client specific data.
Do you handle automation and document generation?
Yes. We can configure automations to send emails, create tasks or generate letters/contracts when certain HR events occur. This reduces manual admin and keeps processes on time.
Can HR system customization integrate with payroll or ERP?
Yes. We map the data and trigger points needed by payroll or ERP and then build extensions or file based exports. This reduces re keying and overpayments and improves control for Finance.
Is HR system customization suitable for PE backed or multi entity companies?
Very much. These organisations often have different processes per entity. Customization lets you keep one HRIS but tailor fields, workflows and permissions per entity without losing group reporting.
How long does a typical HRIS customization take?
Small items such as custom fields or a simple workflow can be done in days. Larger custom workflows with integrations, automation and testing are typically delivered in 3 to 6 weeks.
Will you train our HR team to maintain the customizations?
Yes. We provide admin guides and training so your HR or IT team can create new variations, adjust approvals, or add more notifications later.
Do you work with ADP iHCM, HiBob, Sage HR or UK specific tools?
Yes. We work across global and UK HRIS platforms and understand their extension models, permissions and integration options.
Can you help us clean up our current HRIS customizations?
Yes. We can audit your current custom fields, workflows and roles, remove duplicates, and consolidate them into a single clear model.
Got more questions?
Feel free to reach out to us for more details & also get a free consulting session with our experts.
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