Optimize HR processes and manage them digitally

ESCRIBA HR Service Manager – Your HR software for digital HR workflows

If you answer yes to just one of these questions, you’ve come to the right place.

  • You want to optimize your HR processes and improve your employee experience?
  • You finally want digital HR workflows or simply work securely and conveniently?
  • Do you want to digitize your HR business model and need a digital HR strategy?

This is HR Service Management

The future of HR is digital. This is neither a secret nor a surprising thesis. But the truth is also that “Digital HR” with fully digitalized processes and automated HR workflows is more of a vision and less of everyday life in most HR departments.

Before we get into the concrete implementation of digital HR services, let’s first take a look at what we mean by HR service management and what exactly constitutes a digital HR process.

What are HR processes?

As soon as a HR manager manages the concerns of several employees, individual tasks become repetitive. This includes, for example, the creation of an employment contract, the change of bank details or the organization of further training.

Human resources work is enormously diverse, and for this reason alone, topic clusters have emerged in the HR area. These topic clusters vary from company to company and are based, among other things, on the size of the company, the organizational structure and industry specifics. For example, personnel resource planning in a 24-hour production company certainly has a different significance than in a start-up with flexible working hours.

Increasingly, and especially in larger companies, there are also teams for HR infrastructure, data management and IT projects.

Regardless of how you sort your HR tasks, you will find recurring procedures – i.e. HR processes – in the individual categories. As essential as your employees are for the success of your company, the daily HR tasks are not part of the value chain. A functioning HR department is rather a hygiene factor and takes over an essential support function.

For this reason, the importance of process efficiency in HR is constantly increasing. On the one hand, it is about more efficiency, a high degree of automation, the reduction of errors and risks, and on the other hand, it is also increasingly about high service quality and an outstanding employee experience.


In this list you will find common HR tasks:

  • Personnel planning
  • Recruiting and personnel marketing (recruiting and onboarding)
  • workforce scheduling
  • Compensation management (payroll)
  • personnel administrationÂŽ
  • personnel development
  • personnel communication
  • Cooperation with the works council or staff council
  • Social issues (benefits and company pension scheme)
  • Personnel separation (departures and offboarding)
  • personnel controlling
  • Personnel strategy / personnel policy
„The ESCRIBA software significantly supports our HR department in creating documents and enables us to map very complex contract and document templates, which we can now create and maintain internally. As a result, we are not only 100% legally compliant, but have also reduced our correspondence costs by around 40%. This means that we can use the resources we have freed up to focus on the essentials of HR work. “

Mirko Franke

Head of Payroll People & Culture, Deichmann

ESCRIBA has been a technology leader for the digitalization of document- and data-intensive processes for 25 years.

The HR Service Manager is an HR software from Germany that allows you to manage all HR services and your HR administration digitally and transparently on one of the most modern HR platforms.

To digitalize your HR processes, we deliver a ready-to-run and pre-set HR tool that transforms all your HR tasks into digital end-to-end processes.

How do HR processes become HR service management?

There is currently no generally applicable definition for the term HR Service Management. We regard HR service management as a subdiscipline of enterprise service management. Accordingly, the core idea is that the entirety of HR service processes should run end-to-end digitally and as automatically as possible.

Individual sub-steps of various process participants are digitally mapped via a fully integrated HR system landscape. Manual activities are reduced to a minimum and maximum transparency is created at the same time.

In short: personnel tasks should run as conveniently and efficiently as possible, and for this to succeed, they must be maximally digital and automated. This requires a corresponding software solution that digitally supports the entire process chain from input to output. So much for the theory. Let’s take a closer look at the ESCRIBA HR Service Manager below.

By the way: If you always wanted to know what the abbreviations HRIS, HCM, HRMS mean and what the differences are, read our explanations below.

Recording ESCRIBA Lecture

The personnel file as the ideal introduction to digital HR processes

All fields marked with * are mandatory.

The HR Service Manager from ESCRIBA

With ESCRIBA HR Service Manager you manage all HR services and personnel administration digitally and transparently on one platform. Our focus is on the end-to-end optimization of HR processes.

The main components of HR Service Manager

You organize and manage all requests and services in a central ticket system. Service categories defined by you determine the automatic routing to the appropriate processing team. The integrated process design allows you to set up workflows and establish process standards so that your HR tasks are processed quickly and reliably.

Employees and managers can submit applications and queries to the HR department via the personalized HR Service Portal. In addition, the portal offers employee self-services and access to the employee’s own personnel file. The portal can also be supplemented with a knowledge database to provide the workforce with comprehensive information and thus reduce queries.

Since a digital personnel file can be both the start and end point of HR processes, it is fully integrated in the HR Service Manager. All documents that are required or created during processing are directly accessible or automatically stored in the file. It is defined directly in the process which documents, at which stage, are stored where in the filing structure. You can assign different authorizations to the file and thus also make it accessible as an employee and executive file via the service portal.

HR Service Manager is equipped with a powerful document creation component. This allows you to create documents with a wide range of properties and formats in just a few clicks. Instead of static templates, predefined document modules and data from all integrated systems and input masks are dynamically assembled. In this way, the majority of documents are created with little or no manual input – always in the appropriate layout and with correct legal and design specifications.

With seamless integration into existing systems, such as SAP, SuccessFactors or Workday, all HR data is available in the HR Service Manager without media discontinuity and authorization controlled. This means that data no longer has to be maintained manually or twice but is automatically retrieved from the backend and even transferred back there.

If you process all your HR services digitally, you can also provide them with SLA processes and evaluate the resulting process data. HR Service Manager offers comprehensive monitoring and clear dashboard functions for this purpose, which you can also adapt to your individual needs. In this way, you gain valuable insights for your HR work and starting points for further process optimization.

We combine a preconfigured
HR service catalog with the flexibility and speed ofNo- and Low-Code

With ESCRIBA HR Service Manager, you don’t start your HR digitalization from scratch. We provide you with a comprehensive HR service catalog. This includes over 100 typical HR service processes with preset workflows, approvals and signature processes as well as SLAs and evaluations.

Most personnel tasks result in one or more documents. Creating these manually is often time-consuming and error prone. That’s why ESCRIBA provides you not only with high-quality automated document creation, but also ready-to-use document templates. Thanks to our many years of experience in the German legal area, you can use this practical pre-configuration directly or adapt it yourself to your individual requirements with little effort.

You achieve this speed and flexibility thanks to our unique No- and Low-Code (NLC) technology. ESCRIBA HR Service Manager runs on one of the most modern platforms, which, unlike conventional software, provides a wide range of ready-to-use digitalization and automation functions. With an easy-to-use customizing and no-code interface, you can quickly and easily configure your HR processes yourself. This way you are ready to go with ESCRIBA HR Service Manager after just a few days.

„Overall, ESCRIBA is an important addition for us to be able to optimally adapt our HR processes to our needs and to look after our approx. 9,900 employees.“

Viviane Lachmann

Human Resources Officer, Karlsruher Institut fĂŒr Technologie (KIT)

The ESCRIBA No- and Low-Code Platform

ESCRIBA HR Service Manager is an application on our no/low code platform. This allows software to be changed and extended much more quickly and in line with requirements. No-/Low-Coding not only enables a fast go-live, but above all stands for immediate reaction to feedback during operation. Contact points, documents and processes can be adapted and improved almost in real time.

HR staff can make changes themselves without programming knowledge and adapt their HR software to new circumstances. If desired, we maintain and operate your applications in our cloud and optimize your HR processes according to your requirements. In this way, we create better business software in an agile process that remains permanently up to date.

© macrovector - de.freepik.com

Digital HR process with an example: Name change

In the context of personnel administration, there are always occasions that require a change in the employee master data. For example, if one of your employees has gotten married, it is not uncommon for a name change to follow.

Drag the arrow to the left to see how your processes are simplified with ESCRIBA.

slider-bild-hrsm-kunde slider-bild-hrsm-escriba

The 4 most important reasons to digitalize your HR tasks with ESCIRBA

Centrally organized & transparent

All jobs are digitally recorded in a central HR ticket system and can be processed from anywhere and at any time. Tracking creates full transparency, even with spatially separated teams.

High efficiency & satisfaction

Orders and requests are processed much faster thanks to preconfigured services and automated processes. You reduce the time spent on administrative HR tasks and employees receive their solution more quickly – the keyword is employee experience.!

Comprehensive reporting

All HR services are organized in an HR service catalog and can be evaluated in a structured manner. SLA processes and monitoring can also be clearly displayed in dashboards – valuable insights for HR immediately.

Quickly implemented & customizable

The HR Service Manager is implemented in just a few days, can be individually adapted and extended at any time thanks to no/low coding – both in the frontend for employees and managers and in the backend for HR.

Human Resources in Transition: Why HR must go digital

Administrative tasks rob HR staff of up to 80 percent of their time every day. Recurring and monotonous tasks need to be automated through targeted HR digitalization, so that HR professionals can free up time for value-adding tasks.

Goals of HR digitalization

The goal of HR transformation is to simplify and simultaneously improve workflows and processes through digital technologies. Ideally, these can be fully or partially automated, so that human intervention is only necessary to a limited extent. At the same time, HR automation offers the opportunity to reduce the susceptibility to errors and increase compliance. In this way, the digitization of HR processes can not only make a decisive contribution to the success of a company, but also increase employee satisfaction in the long term.

Documents are the biggest lever of HR digitalization

Processes that involve the creation of one or even multiple documents provide the greatest leverage for increasing efficiency. Whether using a good template or even a blank sheet of paper, creating a document is still one of the most time-consuming and manual processes. About 80 percent of HR services result in a contract, a reference, a certificate, or cover letter. That’s why digital HR service management with integrated document templates and suitable workflows is worthwhile.

Modern workflows based on an HR ticket system

With a comprehensive HR workflow management or HR ticket system, you can organize all tasks within or across teams and process them in a structured manner. All HR tasks are structured in an HR service catalog and (partially) automated in modeled processes. The work for HR employees is reduced to a few check steps and approvals.

From pure personnel management to strategic partner

Only when the operative HR tasks run automatically and smoothly can you actively shape the HR strategy. Set the course now for your long-term business success.

Digitalization in Human Resources: HR study provides insights

The study on the topic of “Digital HR” provides information on the degree of digitalization and attitudes within German HR departments. Despite the great potential in the administrative area of activity, HR often lags behind when it comes to its own digital transformation – especially in comparison to other specialist departments. The fears and challenges of HR digitalization are obvious: automated processes are impersonal, employees become superfluous. These are the fears that are firmly anchored in many HR minds and thus act as a brake.

However, the opportunities that the digitalization of HR processes brings with it are often ignored. More time for employee interviews and development, for recruiting new talent and for strategic tasks. There is also an increasing focus on developing an attractive employer brand. All of this is made possible by well-implemented HR service management.

According to the study, none of the HR departments surveyed describes itself as “fully digitized” and not even half of all HR professionals surveyed are satisfied with their own progress in digitization (45.4%). Incidentally, HR rated itself the worst of all areas. One obstacle repeatedly cited is a lack of IT expertise and collaboration with IT.

Find out more in our detailed article:

What the study reveals about digitalization in HR and how HR can equip itself well for the future

Download study for free

Get the whole study with all results, figures and analyses here.

* The results of the study and the entire study brochure are only available in German.

All fields marked with * are mandatory.

How HR is starting the transition to
digital service management

Companies that want to digitalize their HR processes often look for comprehensive HR software. However, this is not enough. While acquiring one provides the necessary technical tools, if the HR processes themselves are not clearly defined, the benefits of digitalization will not materialize. HR departments must be aware that they need to know, streamline, and optimize their internal processes before they turn to the technological aspect of digitalization.

If you want to digitally transform your business processes, the first step is to define what services the HR department provides and how these are process related. Without this knowledge, further digitalization efforts will not be able to develop their full effect. The larger the range of services, the greater the effort required to analyze the services and design the processes.

Faster with ESCRIBA

We have used our many years of experience in HR digitalization to undertake the analysis of the most common HR processes for our customers. The result is our HR performance and service catalog, which includes more than 300 services in 14 service categories.

The services are already equipped with predefined workflows, the appropriate document templates including digital signature and SLA processes as well as predefined reports. You simply select from our HR service catalog which services your HR department offers and you can use the ready-made processes and provide them to your employees via HR Service Portal.

Which is the right HR automation technology?

What is the right digitalization strategy so that HR departments can save time and put the resource “people” back in the foreground?

In our e-book HR: Get Digitalization Done, you will learn how to tackle the challenges of a digital transformation in HR and why no- and low-coding is an essential tool for automating HR processes. You can also read about the successes that result from the interaction of agile software and agile management.

Free download E-Book

After sending your contact details, you will receive the link to download the e-book free of charge. (Only in German)

All fields marked with * are mandatory.

25 years of experience in HR digitalization, over 300 projects, more than 3 million documents per year. HR software from Germany.
Convince yourself!

What do HRIS, HCM, HRMS mean and what are the differences?

Anyone working in the HR environment will sooner or later encounter the abbreviations HRIS, HCM and HRMS. All three deal with digital approaches to managing human resources. The terms have developed at different times of digital progress and although they are often used as synonyms, there are some differences.

HRIS – Human Resource Information System

HRIS is a personnel information system and represents an interface between human resources and information technology through HR software. With an HRIS, personnel data, activities and processes can be handled electronically. In most cases, HRIS is used to process administrative HR tasks in a standardized manner. In addition, HRIS offer an integrated monitoring of the data and evaluations based on it, which facilitate a detailed HR reporting. HRIS was one of the first terms to become established when personnel data moved from the filing cabinet to electronic databases.

HCM – Human Capital Management

In human capital management, the focus is even more on the knowledge, skills, and experience of employees – in other words, everything that falls under the term human capital in the sense of an intangible asset. Basically, HCM does not mean a software solution at all, but the processes for personnel management are often mapped and supported by software. Therefore, HCM is a broader term than HRIS because it is also used to manage strategic HR tasks such as performance and talent management or compensation and succession planning.

HRMS – Human Resources Management System

There is disagreement as to whether HCM or HRMS describes the most comprehensive type of HR software platform. The fact is that both extend the functions of HRIS within one software. HRMS often refers to more comprehensive software suites that can, at best, manage all aspects of a modern workforce. This includes, for example, employee data administration, time and attendance, payroll, recruiting and onboarding, additional benefits, training, talent management, etc. HRMS have their origins in classic on-premises systems, but vendors with native cloud applications also often refer to their solutions as HR management systems.

Technological progress offers companies and HR departments more and more options for processing, using and interpreting their data. This is also constantly attracting new providers who are developing new, innovative solutions for HR management. A concrete classification into the existing terminology plays a subordinate role or even no role at all. For this reason, the terms and what providers and users understand by them are becoming increasingly blurred. It is much more a question of which problems and challenges a company wants to solve and which provider offers the most suitable solution.

Christian Keller
Business Development

Haben Sie Fragen zu ESCRIBA und unseren Software-Lösungen?

Dann vereinbaren Sie gern direkt einen Termin mit mir. Im persönlichen GesprÀch stimmen wir gemeinsam Ihre Anforderung und mögliche Lösungen auf Basis der ESCRIBA ECAP NLC-Plattform ab. Ich freue mich auf Ihre Anfrage.

Klicken Sie auf den unteren Button, um den Inhalt von outlook.office365.com zu laden.

Inhalt laden