HR workflow automation – Guide with examples and software

12 minutes
HR workflow automation

HR activities are made up of numerous workflows: integrating a new employee, requesting time off, managing expense accounts, organizing training, recruiting talent… These workflows, also known as processes, are simply a sequence of tasks. They can be manual or collective, linear or conditional. HR workflow automation softwares can manage these processes.

But automation doesn’t necessarily mean 100% automated processes. After all, there’s always a human element in any workflow. A Human Resources workflow is therefore a mixture of manual steps and automated tasks. With workflow software, it’s easy for SMEs to build a process that’s 100% customized to their know-how.

Types of workflow

HR workflow automation has many benefits for HR managers, teams and company executives. It eliminates the need for multiple entries in their various software applications, eliminates complex searches for information, puts an end to the use of individual Excel spreadsheets, and puts an end to inefficient approval circuits. It also frees teams from non-value-added tasks, improves workplace comfort and employee and candidate satisfaction.

What is HR workflow automation and workflow software?

We may talk about process automation, but there will always be manual and human steps in a workflow! HR workflow automation is the use of process management software to transform steps into :

  • Guided, manual and streamlined tasks and experiences. Thanks to the use of dynamic forms, efficient approval circuits and intelligent task allocation…
  • Automated tasks to eliminate multiple entries, copying and pasting, information retrieval, notifications….

In the example below, we can see how manual and automated steps can be mixed in the same process.

Workflow automation for small businesses - manual and automated tasks
Designed with Lapala workflow software

Implementing HR workflow software makes task completion and collaboration more efficient and comfortable. In addition, these tools improve data quality, facilitate decision-making and meet compliance requirements. Finally, they free teams from tedious, non-value-added tasks.

Benefits of HR workflow automation – a revolution in work organization

Today’s changing business practices call for the right tools to effectively manage human resources processes. Workflow software is transforming the approach to task processing, by homogenizing, centralizing and providing high-performance automation for teams.

Time-saving

HR workflow automation enables teams to refocus on their business expertise. By eliminating double data entry and complex information searches, these process management software significantly reduce the risk of errors, while optimizing working time and productivity.

No more Excel spreadsheets

While many companies still rely on scattered Excel files to keep track of their activities, modern management platforms offer a unified, collaborative environment. This centralization facilitates teamwork and guarantees a clear view of all operations and task progress.

No more complex data searches

By centralizing data and connecting existing company software, authorized employees can quickly access relevant information. This fluidity of data access eliminates daily frustrations and speeds up task processing.

Seamless collaboration

100% customizable workflows, with predefined input frameworks, real-time dashboards and efficient validation circuits, facilitate coordination between teams. This enhances productivity and thickens exchanges between employees.

Data traceability

HR workflow automations incorporate traceability mechanisms that automatically record relevant process data. This transparency enables effective monitoring of managers, without burdening their work processes.

Less control, more quality

By integrating procedures directly into workflow software that is easy for teams to use, these platforms naturally guarantee compliance with instructions. This reduces the need for checks and improves data quality.

Simple reporting

Managers and executives have access to intuitive monitoring dashboards and analysis tools, enabling them to quickly assess team performance and task progress. This visibility facilitates informed decision-making for the company.

Greater satisfaction

Process optimization translates directly into improved customer experience: faster processing times and enhanced service quality. These benefits have a lasting impact on the company’s reputation.

Examples of HR workflow automation

Recruitment workflow automation

Application management

The creation of an HR workflow for recruiting candidates ensures that the interview process and guide are followed to avoid recruitment errors. Approval circuits are quicker and more efficient.
Automations can also be used to automate notifications, reminders, appointment scheduling, etc.

Preparing a job offer

With workflow software, you don’t have to start from scratch every time you post a new job. You can create a process to quickly create a job description based on your expertise. Teams can then rely on consistent, centralized practices. The approval circuit is more efficient, thanks to automatic task distribution.

Time entry

Automated time recording workflows help to structure and standardize this recurring task. Managers can monitor their teams more easily, and have a more precise view of time consumption and budgets. Managers also save time thanks to a range of automated functions (notifications, alerts, calculations, reporting, etc.).

Onboarding new employees

With HR workflow software, you can create an integration process for new employees. It ensures that no administrative, training, IT, HR or business step is forgotten. Employees managing new candidates waste less time, and only have to follow the process. This HR workflow automation enhances teams’ working comfort and frees them from non-value-added tasks.

Employee departures

Employee departures can be a source of stress and unhealthy working conditions. Workflow software provides a pragmatic, no-holds-barred approach. Managing the last pay slip, disabling access, recovering equipment. This frees up time for the whole company and for HR managers.

Team training

All employees have to do is learn what adds the most value and the company’s know-how. With workflow software, tasks become guided, minimal experiences for teams. This takes the pressure off and, above all, reduces training time. A newcomer is more productive more quickly.

Employee follow-up

Workflow software makes it easier to prepare for annual appraisal interviews. You can create templates of questions to be filled in beforehand. In addition, important data is collected. During the annual review, managers are obliged to follow the guide provided by the software, thus standardizing practices.

Expense management

Automated expense management makes it easy for teams to enter expenses, for managers to check them, for HR teams to approve them, and for reimbursements to be made. Tasks are distributed efficiently thanks to approval circuits, and entries contain all supporting data every time.

Payroll management

Payroll management can be very time-consuming for a company, sometimes requiring the search for hard-to-find information and manual data entry. All this takes time, and can also be a source of errors. HR workflow automation enables you to digitalize and automate, freeing your teams from time-consuming tasks and eliminating errors. Data retrieval, expense claim approval, variable management, task distribution…

Vacation requests

Requests for time off can be a source of frustration, due to delays in getting answers, and the manager’s failure to communicate his or her choices. Automated HR workflows make the process smoother and healthier. So there’s less friction, and managers gain time and comfort. Employees enjoy a more pleasant life.

Managing administrative procedures

Any administrative request relating to human resources can be managed using workflow software. This makes processing times and task distribution more efficient. This greatly reduces the workload for teams and managers.

How do you set up an automated HR workflow?

In this section, we’ll share with you a method based on our Lapala workflow software. You are free to use a more appropriate software according to your needs.

Step 0 – Select the most important workflow with stakeholders

Digitalizing all your HR processes at once is too ambitious. It makes sense to start with one or two HR workflows. To identify the most relevant ones, we advise you to choose from among the activities you carry out most frequently, the process that is currently wasting the most time for you and your teams. For example, repetitive tasks, multiple entries, validation circuits.

If you need it, you can also carry out a process audit. An audit doesn’t have to be a time-consuming process, and there are a number of methods that can give you a clearer picture of your organization in just a few hours or days.

Step 1 – Build the HR process on Lapala workflow software

HR workflow automation
Built with Lapala workflow management software

With Lapala, in just a few clicks and without writing a line of code, you can create the structure of your HR workflow! Everything is possible and 100% customizable according to your know-how. You can define actors, create condition-dependent paths or iterative loops.

Follow these tips for greater efficiency:

  • One step = one task; if there are several tasks, then there are several steps.
  • Start by building the HR workflow in its entirety for the most frequent cases, then move on to the different scenarios.
  • Finally, select the right actors.

Step 2 – Create a guided experience at every stage of the workflow

Create guided experience
Creating a stage with Lapala

You can create a guided experience for your employees and HR automations from the editing interface for each step. In the example, for the “Qualify request” step, we can find various elements, including the automatic re-display of previously entered data.

Step 4 – Test and adjust HR workflow automation with your teams

Before definitively implementing HR workflow automation, it’s important to test what you’ve created with key contributors to the process. And workflow software like Lapala has the advantage of being easy to get to grips with, and to iterate in a few clicks if need be, without having to go through a request to the IT department. In fact, they are so-called “no-code” tools, i.e. they don’t require you to write a single line of code.

Then, in the first few months of use, don’t hesitate to set up listening and measurement systems to check that users are satisfied, and to collect requests for changes to the digital workflow.

Top 5 HR workflow automation software in 2025

Lapala HR workflow automation software

Lapala
Visual HR workflow software, easy to use and perfectly suited to SMEs

From $39/month with no user limit

Free version available

Ease of use
⭐⭐⭐⭐⭐

This ideal solution for HR workflows enables SMEs to automate their processes without any prior technical expertise. Teams benefit from an intuitive visual interface to easily create their own customized workflows. With a monthly fee of $39 for an unlimited number of users, this offer is particularly suited to small businesses.
The visual designer makes it easy to quickly set up approval circuits and automations. Data flows seamlessly through the entire process, eliminating manual re-keying. Native integration with existing ERP and CRM systems optimizes global data management.

Process Street

Process Street
Checklist-based HR workflow software with AI integration for SMEs

From $100/month for 5 users

14-day trial period

Ease of use
⭐⭐⭐⭐

Process Street rethinks process management through checklists. Basic pricing is $100/month for 5 users.
In addition, native integration with Zapier and Make considerably extends the automation possibilities for companies. Its functionalities effectively optimize the daily workflow of teams. And improve the productivity and organization of business processes.

Pipefy, process management

Pipefy
Kanban-based visual HR workflow software for tracking and completing tasks

From $24/month per user

14-day trial period

Ease of use
⭐⭐⭐⭐

Designed for SMEs, Pipefy adopts a Kanban abstraction of processes. At an affordable price of $24/month per user, the tool offers visual task tracking that simplifies HR workflows. Its linear approach adapts perfectly to processes ranging from simple to moderately complex, enabling teams to gain in productivity.

Heflo workflow app

Heflo
Workflow with BPMN-compliant modeling

From $90/month

30-day trial period

Ease of use
⭐⭐⭐⭐

This solution complies with BPMN standards for optimal process standardization. At an attractive price of $90/month, it is suitable for small and medium-sized businesses, enabling rapid transformation of workflows into functional tools. Finally, the intuitive interface guarantees rapid learning.

Kissflow HR workflow automation software

Kissflow
Complete panel of low-code solutions for small and medium-sized businesses with IT departments

From $1,500/month for 50 users

30-day trial period

Ease of use
⭐⭐⭐

Designed specifically for SMEs with IT teams, Kissflow combines low-code and no-code, offering maximum flexibility. Its price of $1,500/month for 50 users reflects its advanced capabilities, complemented by an extensive catalog of customizable templates. Flexible data hosting scrupulously respects corporate security requirements, while robust APIs facilitate native integration with existing information systems.

Process Maker HR workflow automation software

Processmaker
Hybrid BPMN approach and technical optimization for IT services

Between $1,300 and $2,300/month

No free trial

Ease of use
⭐⭐⭐

Backed by twenty years’ experience in business process automation, this solution combines simple business modeling with advanced technical optimizations for IT departments. It enables teams to collaborate effectively thanks to its hybrid no-code/low-code approach, facilitating adoption through extensive integration with desktop tools. With pricing ranging from $1300 to $2300/month, it offers cutting-edge functionalities, and its expert technical support accompanies the realization of complex projects.

FAQs on HR workflow automation

Why is HR workflow automation important?

It’s important because HR workflow automation greatly improves a company’s operation by reducing the negative impacts of transformation. Indeed, these tools are easy to use for everyone, and all employees see the benefit of eliminating chaos in the company.

How does HR workflow automation help teams?

Workflow software such as Lapala eliminates repetitive and tedious tasks. As a result, the company gains greater serenity and control over its activities. Teams work in a more comfortable climate, while managers have better monitoring and operating data.

How to choose HR workflow automation software?

The software you choose must meet your requirements and constraints. For example :

  • If you don’t have an IT department, or if your IT department is too unavailable, you should choose a no-code tool, i.e. one that can be used without writing a single line of code. In addition, choose workflow software that offers support to help you quickly build the first efficient workflow for your company.
  • Ability to connect to your existing software
  • User-friendly for your teams, who will use it on a daily basis. With little need for training.
  • 100% customizable. If the workflow software doesn’t fully adapt to your way of doing things, then it’s not the right software.
  • Pricing to suit your budget. With Lapala, we offer progressive pricing based on the number of workflows you run per month.

You know all about HR workflow automation – now it’s your turn!


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