HR software that checks before it schedules
A worker with an expired document is not a reporting problem. They are on site tomorrow, and the spreadsheet that was supposed to catch it was last opened in March.
What separates HR software that works
5 things that decide this
- 01Compliance only holds when it gates an action. Shift Link checks documents, expiry dates and right to work before a shift is offered, and manual compliance verification fell 70%.
- 02A document check has an expiry date, so the record ages. Software that validates on day one and never looks again is a filing cabinet with a login screen.
- 03Recognition stops working the moment it depends on someone remembering. ExtraaJe reads shift data from Planwork and scores points automatically, so nobody tracks overtime by hand.
- 04Where your people work decides your architecture. A shift worker clocking in from a site needs a phone, and a head of HR needs a dashboard on a laptop.
- 05Employee data is the most sensitive data most companies hold. ExtraaJe uses row-level security in Supabase so each person's records stay isolated, with GDPR-aligned handling across a European workforce.
The spreadsheet is not the problem. The gap is
Ask an HR team where the risk sits and they rarely say the records. They say the distance between the records and the rota. Compliance lives in one system, and the decision to put someone on a shift happens in another.
A consultant under pressure fills a gap on Friday afternoon. The check happens on Monday, if it happens. Most of the time nothing goes wrong, which is exactly why the habit survives.
Close the gap and the risk goes with it. On Shift Link an ineligible worker never appears in the list of people you can book, so there is no decision left to get wrong. That is the whole trick, and it is why manual verification dropped by 70%.
- 01Make eligibility a filter on the roster, not a report someone runs afterwards.
- 02Alert on the document expiring in three weeks. The one that expired yesterday is already a problem.
- 03Every override needs a name against it. Someone will always need to break the rule at 6pm.
Relevant work
70%
less manual compliance verification, reported by Shift Link
22
production systems behind the firm
2
languages shipped on ExtraaJe, for a European workforce
- OnboardDocuments captured once, not chased.
- ValidateRight to work, licences, expiry dates.
- GateIneligible workers leave the roster.
- Clock inGPS and face, at the real time.
- PayHours, rates and margin from one record.
Most HR systems own steps one and five and let a spreadsheet handle the middle. The middle is where the fines live.
What we build for HR teams
Compliance that blocks, not reports
Automated document validation with expiry tracking, right-to-work checks through the UK Government API, and real-time dashboards with alerts. Shipped on Shift Link for consultants managing hundreds of active workers.
Clock-in you can defend
GPS and facial recognition at clock-in and clock-out on React Native, tied to the shift record. It answers who was there and where, which a badge swipe never has.
Engagement wired to real data
ExtraaJe pulls shift activity from the Planwork API, scores it against rules HR sets, and posts points to each employee. Staff spend them in a reward marketplace from their phone.
Training people actually complete
WAIQ holds SOPs under version control, walks staff through each task, and verifies readiness with quizzes. Leaders see completion by site, department and role.
A right-to-work check protects you only if you did it properly
UK employers must check that someone can legally work for them before employing them. A correct check is what stands between you and a civil penalty. Software can carry that process. It cannot carry the judgement.
Two details catch teams out. British and Irish citizens cannot produce an online share code, so their check runs on original documents instead. And where someone's permission is time-limited, the guidance says to check again as it nears expiry.
So a build that only handles share codes will quietly fail on half your workforce. Shift Link models both routes and tracks the expiry dates. The re-check then arrives as an alert, rather than as a finding in an audit.
- Store the evidence of the check, not merely its result.
- Diarise the re-check when you record the expiry date, in the same transaction.
- We build to the published guidance. Your employment lawyer signs off the process, and should.
Workforce systems running in production
“Their attention to detail, quality of employees, and work ethic were outstanding.”
Nicolas de Quesada · CEO, Lexpair
The usual HR build against ours
| Criterion | The usual approach | How we build it |
|---|---|---|
| When compliance is checked | After the roster is set, by someone running a report. | Before the shift is offered. An ineligible worker is not in the list. |
| Expiring documents | Noticed when a document has already lapsed. | Tracked with dates, alerting while there is still time to fix it. |
| Proof of attendance | A time entered later, from memory or a paper sheet. | GPS and facial recognition at the moment of clock-in, tied to the shift. |
| Recognition and rewards | Handed out manually, so it is slow and uneven. | Scored automatically from shift data, with HR setting the rules. |
| Employee data | One big table and a hope that permissions hold. | Row-level isolation per person, with role-based access over the top. |
The stack behind these builds
Built with
Integrations we have shipped
Handling people data
Questions HR leaders ask first
01How does software actually reduce compliance risk?
By refusing to offer work to someone who is not cleared for it. A dashboard tells you about a problem, while a gate prevents one, and only the gate changes what happens on a Friday afternoon. Shift Link validates documents, expiry dates and right to work before a shift reaches the roster, and manual verification dropped 70%.
02Can you automate UK right-to-work checks completely?
No, and be careful with anyone who says yes. British and Irish citizens cannot get an online share code, so their check runs against original documents. Time-limited permission also needs a follow-up check before it expires. Software should carry the workflow, store the evidence and diarise the re-check. Your employment lawyer still owns the policy.
03Our managers already ignore the HR system. What changes?
Put the software where the decision happens rather than beside it. Managers skip HR tools that ask them to go somewhere else and re-enter what they already know. If eligibility filters the roster they are already using, compliance costs them nothing and they stop working around it.
04How do you handle employee data under GDPR?
Isolate at the row, rather than only at the screen. ExtraaJe runs on Supabase with row-level security, so an employee's records are unreachable by another account even if a query goes wrong. We also keep the data set small on purpose. The safest field is the one you never collected.
05Do you replace our HRIS or connect to it?
Connect, in almost every case. Your HRIS stays the employee record and wins any conflict about a name, a start date or a salary. New software handles the operational layer it was never built for. ExtraaJe works this way with Planwork, reading shift data rather than becoming a second version of it.
06Can rewards and recognition run without someone administering them?
Yes, if the points come from data you already trust. ExtraaJe reads real shift and overtime activity from Planwork, scores it against rules HR configures, and posts points to each profile automatically. Employees see how their work converted, which is the part manual schemes always lose.
07How do we start a workforce project with you?
Bring the one check that keeps you awake, and a scoping call to talk it through costs nothing. Where the answer needs us inside an existing system you own, a paid two-week diagnostic ends in a fixed price. We map every place a person leaves the software first, because that map is usually the first release.
Go deeper
- Business process automation →The handoffs between HR, payroll and scheduling.
- Mobile app development →Clock-in and employee apps for people away from a desk.
- Supabase →Why we use row-level security for people data.
- AI meeting-to-action automation →The transcript was never the problem. The follow-up was.
- HR and workforce work →Compliance is a scheduling problem, not a filing problem.
- AI workforce compliance →A compliance dashboard tells you. A gate stops you.
