Business & Enterprise
Human Resource Management System
An HR system for employee records, recruitment, contracts, attendance, leave and performance reviews, with self-service so staff and managers handle requests without paperwork.
- Web-based
- Android
- iOS
Overview
Human Resource Management System (HRM)
HR departments often manage personnel files in cabinets, leave on paper forms and contract renewals in someone’s memory. Records go missing, leave balances are disputed, and probation or contract end dates pass without action. A Human Resource Management System brings the complete employee lifecycle into one secure, searchable record.
Extrion Tech builds the HRM around your organisation’s structure and HR policies: departments, grades, contract types, leave entitlements and approval lines. Recruitment, onboarding, attendance, leave, disciplinary cases, training and appraisals are handled as connected processes, and alerts warn HR before contracts, probation periods or permits expire. Employee self-service lets staff apply for leave, update details and download letters, while line managers approve requests from their own dashboard.
Attendance can be linked to biometric or card devices where the device offers an integration interface, and the system can feed confirmed attendance and leave into a payroll system. Organisations across Zanzibar and the rest of Tanzania can configure leave types and HR rules to reflect their own policies and the employment requirements established with them for the relevant jurisdiction. Sensitive files such as medical notes and disciplinary records are visible only to authorised HR roles.
Business problems it addresses
- Personnel files are on paper, incomplete and difficult to search or audit.
- Leave balances are calculated manually and frequently disputed by staff.
- Contract, probation and permit expiry dates are missed without automatic alerts.
- Attendance records are kept in registers that are slow to compile and easy to alter.
- Appraisals are inconsistent, with no history to support promotion or training decisions.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From recruitment to exit
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1
Vacancy and recruitment
An approved vacancy is advertised, applications are shortlisted and interview scores recorded.
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2
Offer and onboarding
The selected candidate receives an offer, submits documents and is assigned a department and grade.
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3
Contract and probation
Contract terms are captured, with alerts set for probation review and contract end.
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4
Attendance and shifts
Daily attendance is recorded from rosters, registers or connected devices.
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5
Leave management
Staff apply for leave, managers approve, and balances update automatically.
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6
Performance and training
Objectives, appraisals and training records build a history for each employee.
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7
Payroll handover
Confirmed attendance, leave and changes are passed to payroll for the period.
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8
Exit and clearance
Resignations or terminations follow a clearance checklist and the record is archived.
Functions covered
Modules and what they do
01 Core HR
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Employee records
Holds personal details, job history, qualifications and scanned documents.
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Organisation structure
Defines departments, positions, grades and reporting lines.
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Contracts
Tracks contract types, terms, renewals and expiry alerts.
02 Time and leave
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Leave management
Applies leave policies, accruals and approval routes per leave type.
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Attendance and rosters
Records shifts, lateness, overtime and absences per employee.
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Biometric device link
Optional / subject to scope
Imports clock-in data from devices that provide an integration interface.
03 Talent
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Recruitment
Manages vacancies, applicants, shortlists and interview evaluations.
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Performance appraisal
Runs appraisal cycles with objectives, ratings and manager comments.
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Training records
Logs courses attended, certificates and training needs.
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Disciplinary cases
Optional / subject to scope
Records warnings, hearings and outcomes with restricted access.
04 Self-service
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Employee portal
Lets staff request leave, update details and download letters.
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Mobile app
Optional / subject to scope
Gives staff and managers leave and approval access from a phone.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Employee files contain personal, medical and disciplinary information, so field-level access is restricted to authorised HR roles. Privacy safeguards and record retention periods are agreed with the client for the relevant jurisdiction.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Encryption at rest
Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Data export controls
Exports limited to authorised roles and recorded.
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Data retention and deletion policies
Retention periods and deletion rules agreed with you.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Single sign-on Sign in with your organisation’s identity provider where supported.
- Disaster recovery planning A documented plan to restore service after a major failure.
- Secure API access Authenticated, rate-limited access for integrations.
Data integrity
Leave balances are calculated from posted transactions rather than edited directly, so every adjustment has a reason and an approver. Changes to salary grade, position or contract are effective-dated and kept in history, allowing HR records to be reconciled with payroll for any period.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Leave types, accrual rules and public holiday calendars
- Approval lines per department or grade
- Appraisal forms, rating scales and cycles
- HR letter templates with organisation branding
- Integration with attendance devices and payroll
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Business & Enterprise
Related systems
Enterprise Resource Planning System An integrated ERP that links procurement, inventory, sales, finance and HR in one database, giving management one consistent view of operations across every branch.
Customer Relationship Management System A CRM that tracks leads, contacts, deals, follow-ups and customer history in one place, helping sales and service teams convert more enquiries and keep accounts active.
Payroll Management System A payroll system that calculates earnings, allowances and deductions from configurable rules, routes each run for approval and produces payslips, bank files and summaries.
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