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HR records and permits: from application form to going on site

HR records for field staff: an application filled in on the phone, documents and permits in one card, deadlines under control.

employees in the system: 89
documents collected and recorded: 773
Bitrix24 cards created automatically: 76

// Client

A company with field staff on sites: installers go on rotational shifts, and each must have valid permits and medical checks.

// Before

An installer's documents were kept in a messenger, in a folder on a drive and on the foreman's phone. Before every shift HR searched for them through chats, and an expired permit surfaced at the site gate.

// What we built

01The candidate gets a link in a messenger and fills in an eight-step form on the phone: contacts, passport, SNILS and INN, bank details, workwear sizes, photos of documents. The document type and numbers are recognised automatically.
02HR sees the form in a card and requests anything missing with one button. The document package is assembled automatically: consistently named scans, contract and form from the client's Word templates, an inventory and a data processing consent.
03The register shows who has which documents, permits and medical checks and when they expire. Those expiring within 30 days are collected into an order for the training center.
04The employee card goes to Bitrix24 and the installer portal on its own. Contracts from Kontur.KEDO are pulled in as the source of truth on what's signed.
05A separate track for the security service: a document set is submitted in one upload, the system finds full names on the scans, assigns a task to the person responsible and tracks response deadlines.

Process map

Intake

Employee card

Bitrix24

Installer portal

01
Intake
02
Employee card
03
↳Bitrix24
04
↳Installer portal

// Screens

The candidate form on a phone, step 5 of 8: document photos. The system identifies the document type itself; the candidate just checks.

01 / 04

// Integrations

Hover over a service to see what the connection does.

Bitrix24
Kontur.KEDO
Installer portal (the installation tracking system)

Bitrix24: the employee card is sent automatically
Kontur.KEDO: contracts are pulled in as the source of truth on what's signed
Installer portal (the installation tracking system): the employee card is sent to the portal

// Results