HR | base: Frequently asked questions

They clock in and out for arrival, break and departure on the web, in the app or at the terminal. Time-entry profiles specify per company, location, department or person which channels are permitted; five ready-made templates are available. You assign time to a project or a building site and, if you wish, check the location by geofence.

Target-time models also cover annual working time. The app shows notices under the Labour Act (ArG), for example about missing breaks or rest periods; this does not replace legal advice. Line managers approve the month, and HR closes it.

Yes, with the team terminal in the browser: you set up a tablet in kiosk mode and pair it with a code that HR generates; HR blocks a lost device immediately. Employees sign in with an NFC badge, QR badge, name list or employee number, usually with a PIN.

If the network fails, the terminal keeps recording and sends the entries later; anything unclear ends up with HR as a case to be clarified. The terminal software is included; tablets and wall mounts are not.

Employees request absences on the web or in the app: whole days, half days or by the hour, with a substitute and a remark. When a request comes in, line managers see the remaining holiday, colleagues in the department who are absent at the same time and any assignments affected, and approve with one click.

The holiday account shows entitlement, carry-over, holiday taken, planned and remaining; you control carry-over and expiry through rules. Public holidays follow the canton in the time model, and approved absences are credited to the time account. In the team calendar, colleagues see only “Absent”.

Yes, with its own payroll runs: payroll master data valid from a cut-off date, monthly and hourly pay with holiday and public holiday compensation, 13th and 14th month salary, AHV/IV/EO, ALV, UVG, KTG, BVG, family allowances and withholding tax. A payroll run goes from calculated through checked to approved by a second person.

You receive payslips as PDF, the salary certificate (form 11), a pain.001 payment file and the posting package for Finance | base. You download reports under ELM 6.0 as XML; direct transmission to authorities is currently not part of the function. The payroll accounting is not yet Swissdec-certified.

Yes. HR | base offers a connection to SwissSalary: you allocate pay types, absences and cost centres once, specify for each field which system leads, and transfer joiners, changes, leavers as well as approved hours and absences without double entry.

For other payroll programs and your fiduciary, you export hours, absences and expenses as CSV or Excel with freely selectable columns, per entry or as a monthly total. Every transfer appears in the transfer log. We are happy to discuss which solution suits you in a conversation.

Yes. You choose interim reference, final reference or employment confirmation; name, start date, leaving date, job title and duties are pre-filled. Text blocks in Swiss reference-letter language are available for each criterion and grade level, and the grades are proposed from the most recent confirmed performance review.

A reference goes through draft, review and approval; by default only a person other than the last editor may approve it. It is exported as PDF or Word, also in French, Italian and English.

Under Art. 330a of the Code of Obligations (CO, OR), the employee can request a reference at any time. You are responsible for the content.

You create and publish vacancies with a preview and design the careers page for each company with its own branding. Applicants send their documents without a login, in German, French, Italian or English. The documents are read locally, and multiple applications are detected.

Applications run through your stages as a pipeline; your team scores them, schedules interviews and sends emails from templates. Rejections go out with a delay by default and can be cancelled until then. Completed applications are deleted or anonymised after your retention period, and the talent pool exists only with consent. The AI summarises applications without ranking them.

When you record a joiner or leaver, the checklist is created automatically. You start with a Swiss SME standard template with around 90 ready-made items and adapt it in the template editor; ticks such as construction, driver or withholding tax show or hide the matching items. Each item has a role and a calculated due date and can be delegated by email.

Before the first day, the new person enters personal details and documents through a time-limited link in pre-boarding and confirms the contract. HR reviews everything and transfers it, encrypted, into the personnel file.

Under Art. 25 of the Federal Act on Data Protection (DSG, also called the nDSG), any person can ask whether personal data about them is being processed; access is in principle free of charge and is usually provided within 30 days.

In HR | base you download all of a person’s personal data, or the whole file, as a ZIP with one click, with sensitive parts only with the appropriate permission; the retrieval is logged. The same applies to applications. You set retention periods yourself, and a daily run deletes anything that has expired. This does not replace legal advice.

Roles and permissions control access. In addition to administration, HR, line managers and employees, you create your own roles, for example “HR assistant”. You assign sensitive fields such as salary, AHV number, bank details or health data separately. Line managers see only their team.

The section “Personnel management & procedures”, with discussions, warnings and termination procedures, has additional protection: its own permission, encrypted content, every view in the log. Access and changes are logged, including read access, with IP address and channel.

As an aid, HR | base shows the notice period by year of service, an earliest leaving date, the end of the probation period and protection periods under Art. 336c of the Code of Obligations (CO, OR). For termination by the employer, the app warns about protection periods; there is no automatic check.

HR | base does not calculate extensions under Art. 335c, para. 3 and Art. 336c, para. 3 CO, nor protection periods for military service or pregnancy. The contract generator warns against the LMV minimum wages that you have entered. For companies without staff regulations, the contractual basis and holiday follow the CO. The calculation bases show the rules with examples; the statutory text remains decisive.