What does privacy mean to us? With so many data breaches we try to do anything & everything to keep our data safe & that in simpler words is what GDPR helps us achieve. GDPR stands for General Data Protection Regulation, developed in the EU & now followed worldwide, this gives citizens more control over their personal data. The aim is to simplify the regulatory environment for businesses so that they can fully benefit from the digital space. It is without a doubt that we can say that our lives revolve around data. From social media companies to banks, retailers, & governments – almost every service we use involves the collection & analysis of our personal data. Now let’s understand which companies fall into the category of needing a GDPR & how can they establish it in their firm.

Which companies does the GDPR affect?

Any company that stores or processes personal information about EU citizens within EU states must comply with the GDPR, even if they do not have a business presence within the EU. 

According to an article in LexCounsel, since GDPR has extra-territorial application & applies to the processing of personal data of EU residents even by entities situated outside EU, Indian entities who are acting as either a ‘controller’ (i.e. the person who determines the purposes & means of the processing of data) or a ‘processor’ (i.e. the person who processes the personal data on behalf of the controller), of personal data of persons of EU, in relation to the offering of goods or services to such persons or monitoring their behaviour in so far as it takes place within EU, become subject to GDPR.

Specific criteria for companies required to comply are:

  • A presence in an EU country.
  • No presence in the EU, but it processes personal data of European residents.
  • More than 250 employees.
  • Fewer than 250 employees but its data-processing impacts the rights & freedoms of data, is not occasional or includes certain types of sensitive personal data.
What an HR needs to do to comply with GDPR

What an HR needs to do to comply with GDPR

The GDPR introduces a considerable number of new information & regulations, so HR departments will need to dedicate time & resources to cover each new compliance area. Some of the most important tasks HR must address are:

Privacy policies 

Not only does an HR need to uphold new rights for employees, but they must also formalize & clearly spell out these rights for employees under the GDPR’s strengthened transparency & accountability requirements. HR will have to review & update its privacy policies to communicate these rights.


As a result of the GDPR, HR will need to review & update many of their current processes. For example, HR must only gather data that is relevant. This means HR will need to rethink any process that involves requesting personal data from employees, such as onboarding & transfers.


With the stakes high for noncompliance, security must be managed. One step HR should take is to make sure the right employees have the right level of access when it comes to viewing employee data. Only those roles who truly need employee data should be able to access it.

Employee file management

The GDPR will result in new employee files that HR must have employees sign or acknowledge. On top of new documents, the GDPR places greater importance on timely document deletion since a company can be fined for holding onto data it doesn’t need. HR will need to review its current retention policies along with its process for managing document expiration dates.

Lastly, GDPR brings in various benefits that will impress your current employees & new hires as they know that the data that they provide is safe in the hands of the company. As a company, it also would help you stand out in a crowd as it would show to your customers & investors that you value them & are tech-savvy. 

HR Manager

I want to know about ZingHR’s customer service. Can you tell me about it?

Sure, Any employee can raise a ticket and also set the priority levels. You will also get a ticket number which you can track.

HR Manager

Are any tickets missed?

 I can tell you this with personal experience that no tickets are missed and service level agreements are addressed.

Also, tickets are resolved quickly, consistently and with more accuracy.

HR Manager

Is There something more I should know?

Well ZingHR provides continuous and unlimited support and we offer proactive troubleshooting.

HR Manager

Wow I am really impressed by your customer service.

Well we consider our customers the king. Click the link to know more

Covid-19 has had a negative effect not only on the economy but almost all the industries and households. Yes, there will be post Covid-19 effects but it is not something we cannot fight. With the right strategy and right state of mind, we can survive the effects and come out stronger.

ZingHR has developed resources to help you through these challenging times. Click here to know our most sought after Work From Home offerings to help you cross this hurdle.


Among all the tasks that an HR department has to look into, documentation and storage take up a major chunk of their time. This sometimes causes a setback in performing other HR activities, thus affecting the overall productivity of the organization. Keeping all the documents secure is another task that HR teams are responsible for, and it is quite a challenge especially when they have to manage files manually.

All the big organizations usually store employee records for long duration of time and thus maintaining that much of paperwork for so many years can be difficult. Managing this data digitally not only helps to reduce storage space, but also enables faster accessibility of the required documents.

Apart from reducing paper work, there are many other advantages of having an on cloud HR document management, some of them are listed below:

  1. Central Repository: Cloud based system acts as a central repository for your documents, which can be easily accessed, viewed and shared with colleagues
  2. Enhanced Security: When documents are stored manually, anyone can have access to it and if the information goes in the wrong hands, it can lead to an irreversible damage. When you have documents stored on a cloud based system, it ensures that all your data is secure and you have control over who can access sensitive files
  3. Increased Accessibility: With all the data stored online, it makes it easier to be accessed at any moment, on any device
  4. Better Organization: Documents can be stored in a systematic order in categories and subcategories, thus making it easier to organize and locate documents for future use
  5. File Sharing: With a cloud based document management software, it also becomes easier for employees to share files with colleagues, irrespective of their geographical location. It can also help keep a track of who viewed or made changes to the files
  6. Secure demolishing: When you have to get rid of certain files, you can completely destroy them without having to worry about it being accessed by someone else

On-cloud HR document management system is an affordable solution, that lets you fully access and manage your documents from any location. It also makes the tracking of work processes much simpler, allowing you to focus on other more important business aspects. It is because of this efficiency of the cloud based system, that it has become a must have for business, irrespective of their size.


Organizations realize the need to upgrade the way their HR processes are being managed regularly, this includes looking at the employee data management system too. Over a period of time, managing spreadsheets can become a drag and organizations wish to move to more dependable tools that can manage tasks with ease.

Now that the need of having a cloud based HR solution is identified, to manage the data efficiently, organizations need to ensure that the software being used is reliable and not difficult to work with.

Here are a few things to consider, to help you understand the reliability of the employee data management software:

  1. Assessing Requirements: It is essential for you to be clear about what functions you want the cloud based software to perform. Usually the most common requirements are for storage of employee data, payroll and leave management. Some businesses that have flexible working hour policies also need to use the software to make calculations easy. Thus, you need to identify your requirements and make sure that the software that you have or the one that you are going to invest in, can efficiently perform those functions
  2. User Efficiency: The software interface should be easy to navigate and accessible to employees, allowing them to enter information and update the details, without having to rely on the HR Department
  3. Integration with other software: While it may not be the requirement right now, it may be a requirement in the future. Consider a scenario, where in you integrate the HR software with an accounting software, it becomes easier to manage the payroll system and the task can be carried out with more efficiency, as both teams would have the same data to work with
  4. Long-term viability: It is not feasible to change software every few years as it’ll involve transferring the entire data, teaching everyone the basics of the software and it’ll take time to get used to new interface of the software. Thus, your software should be flexible and scalable, to grow with your business, while also keeping up with technological advancements and other developments
  5. Vendor Stability: With the number of cloud based software now available to choose from, the cost of developing it has reduced, which has led to the rise of new software development companies in the industry. Thus, it has become necessary to do a background check of the company to understand their credibility and to make sure you are investing your time and money in the correct software
  6. Cost efficiency: It is obvious that everyone first looks at the cost involved while investing in an online HR solution, especially small businesses as they have a limited budget. Even though cost is important, it not necessary that the price of the software defines the actual value. It is crucial to evaluate which software is most beneficial and best suited to your needs and at the same time is cost efficient for your business

Now-a-days employees are spending more and more time at the office, however an increase in number of work hours doesn’t always equate to an equal increase in work efficiency. An online HR solution is not only useful for making tasks easier for the HR department but is beneficial for other business operations too, which in turn help to improve employee efficiency.

– Organizational alignment: With an online solution, it is easier to categorize your employees based on their skills thus helping form better work teams. This enables workforce engagement in line with better decision-making. The overall productivity can be significantly improved by delegating relevant tasks and responsibilities. This also makes the process of performance rating simple

– Transparency: cloud based HR software gives all the employees access to their files helping keep things transparent. From self-evaluation to rewards and recognition, all the relevant data is made accessible for the employee within minutes. Transparency ensures that the employees are constantly self-motivated to improve their performance

– Appreciation: Appreciating an employee for their work not only boosts their morale but helps to maintain a positive work environment. Although regular appreciation is good, but constructive feedback always encourages everyone to perform even better. An online HR system allows you to personally appreciate the efforts of your co-worker. It also allows managers and HR to easily send their appreciation to the employee

– Regular Feedback: Online HR solution makes it easier to gather inputs from multiple end points at a single moment. Getting such comprehensive reviews and feedback encourages the employees to work on their performance gaps and improve, as well as helping them gain insights on their development needs

– Training Management: When you have all the employee data stored online, it helps you to compare the skill sets and performance reports of all the employees in a single view. This gives you an opportunity to map competency voids and identify areas of improvement. Based on this information you can arrange the right training programs for your employees. This will not only hone the skills of your employees but also encourage them to perform better

– Flexibility: Everyone wants their employees to deliver exceptional results all the time, but this can be only achieved when employees have some flexibility and are not bound completely. Allowing employees to manage and handle their attendance and working hours keeps them in charge of delivering excellence at all times

Employee performance can be boosted by these activities. It is necessary to analyze your current HR system and upgrade it accordingly.


In today’s time, we see that almost all the professional and personal work are done with the help of the technology and it becomes next to impossible for all the organizations to work in an efficient manner without using technology. Employee Management Software is one of the most used software and it proves very helpful in increasing the productivity and security of an organization. This software basically helps in increasing the productivity and security of your office.

This software also has the potential of reducing the cost of the payroll and the management cost as well. This is the first and foremost reason why this software has become so popular among the companies. This kind of software also has the ability for completely eliminating any of the paper trails of employees such as time keeping. The main work of this software is to assemble, organize and manage all the data of the employees who are part of any particular company.  One of the main features of this software is to track the time of all the employees.

As an Employee Database Software is a kind of must to use thing for your office, thus it is very necessary to remember some important points related to it:

Prioritize all your task: As this software is helpful in increasing the productivity of a company, thus in many of the cases most of the companies think that everything will happen automatically, however it is very necessary for all the organizations to prioritize all their tasks so that the software can also work with ease and an efficient manner as well.

It is simple to use: There are many business owners who assume that using this software is a tedious task, however, it is very easy to use this software and by using it correctly you can also ensure that the productivity of your organization increases.

For small and large businesses: There are many small companies which don’t use this software as they think that this software is only beneficial for large businesses, however, this is not true at all. This software if used in an efficient manner, it is useful for both small and the big companies.

Buy it from a good company: To make sure that this software works in a good and efficient manner for your company, it is very necessary that you buy it from the right company. This will ensure that your software will prove helpful in your company’s progress.

Understand it fully: To make this system work for you with ease, it is very important that you understand to use it in a complete manner, by doing this you can easily ensure that you don’t miss any chance to make it efficient for your use.

These are some of the points which can help you to use this software in a better way. You can also get in touch with ZingHR as it is a known name when it comes to Employee Database Management software.


Leave is an integral part of the welfare of the workforce of any company. It helps to improve the morale of the employees by giving them time to enjoy a nice vacation or spend quality time with family or take part in a religious ceremony or tend to the sick in the family. One of the important aspects that impact any company’s productivity and the attrition rate is the welfare of the employees. By not sanctioning leave or vacation, morale is affected. The human resources department of any firm is constantly trying to bring in measures to strike the right balance between satisfaction levels of the employees and the company’s business objectives by use of employee attendance software. A captain is only as good as his team, so is a company only as good as its employees. Disgruntled or inefficient employees will not make a successful company. An efficient system of managing the leave requirements of the workforce is key to operational and administrative success.

Flexible Policies – Balanced To Optimize Productivity

Different types of organizations have different leave policies. However, a flexible policy that cannot be exploited or flouted is very often the best policy. By keeping in mind the workflow requirements and the leave and/or vacation requirements of employees in a particular region while drawing up the policy, companies attempt to optimize work efficiency and loyalty. Use of an employee leave management system to manage the leave requirements of the employees in a company will ensure:

  • That leave is applied for and granted through a centralized system, keeping key personnel in the loop
  • That leave will be granted in such a way that departments will be manned at all times with minimum required manpower
  • That leave will be granted for exigencies at the shortest possible time by invoking and using a special feature
  • That vacations will be planned in advance and leaves managed efficiently by advance intimation and effective follow-up
  • That acquittance roll/payroll software is integrated with employee attendance software
  • That reports for all necessary and relevant queries are made available to higher hierarchy
  • That the data is secure

Cutting Attrition

Accommodating the leave requests within the ambit of company’s policy and the laws governing the issue pose a major challenge. A company’s leave policy is often a reason for attrition of employees who choose to look for greener pasture. Employee leave management system factors in all the requirements in the algorithms.

The Five Tips – Bull’s Eye

The five tips on leave management for HR teams are a mix of a humane overview of leave requests, by ensuring that morale of all employees is high while also improving the company’s business and productivity.

  1. Patterns of leave requests of employees found to be taking undue advantage of leave policy are to be identified and discussed with the employee in person, counseled and acted upon appropriately.
  2. All leave requests are to be considered in a manner that does not negatively impact on the employee – management relationship. The language used while denying leave should be soft and always mitigate. This is quite different from an adverse remark or reprimand, for administrative purposes.
  3. In factories working on shifts and schedules, employees filling in for others on vacation, need to be adequately compensated, either monetarily or by compensatory offs, subject to suitability. Similarly, leave accrual is to be calculated.
  4. Vacation calendar is to be planned well in advance taking into consideration the academic sessions of wards of employees.
  5. Mandatory leave/vacation is to be given to employees to improve morale. A chance to recharge, refresh and rejoin work schedules with increased loyalty and enthusiasm is to be accorded to all employees.

The employees of a company make for one of the most basic and the most important pillars of the foundation of a company. This means that it is because of the employees that a company may be able to survive and thrive. This means that such an important and integral part of a business needs to be known closely in order to be enhanced, so that the business is advantaged in the process.

Whether a business is a big one or a small one, it is not always feasible to keep a manual track of all the employees that join and their background, this leads to the need for employee database management software. The software is a system that electronically manages information about the joining of an employee and also has provisions to put in extra details about the staff. In order to be able to understand the importance of the system for an organization, it is essential to understand the functions that it carries out.

The system is a one stop solution for all the details of all the employees that work for an organization. Details such as the name, contact information, family details, medical information and emergency contact details help in case when there is a medical emergency with the employee, it ensures that time is not lost in getting medical help to the person. Information about educational qualifications, achievements, abilities and skills and the work in which an employee excels, helps in easing out appraisal and promotion functions in a business, because the HR of a company always seeks to hire from within the company before looking outside. In unfortunate cases when employees go absconding from work, it becomes necessary to know about the temporary and permanent addresses of the employees, making it possible for the employers to find the absconders.

With the list of functions that the employee database management software proves to be helpful in one may safely infer that the software system is an extremely important one if a business aspires to work in an organized manner and with complete harmony.


For the successful running of a business, it is essential that the people who help in running the initiative, are chosen with care and responsibility. The reason for this is that if the people are right, then the chances of the business going right, are much higher. Once the right people are chosen for working in an organization, it is very important that their information and a few points about their background are fed and stored in a single place.

This sort of an exercise is helpful in a number of ways. The assimilation of information about the employees or the people of a company may be done with the help of an employee database software. This is a program that performs multiple functions and proves helpful in a lot of ways for the human resource development team of a company or the owners of a business.

When a business is set up, a number of people are chosen as employees and they are awarded a set of duties according to their qualifications and capabilities. When the organization is young and not too many people are there on the employee rolls, it is simple to remember details about each employee. However, when the business and the organization grows, the process becomes complicated and the chances are high that the capabilities of some of the employees may go underutilized. In such cases the employee database software comes in handy.

The software not only helps in storing personal information about the employees, which is compulsory under rule of law, but also helps in feeding in the qualifications and the specialties of the employees, which means that when the need arises for the HR department to search for fresh names for a particular job, they may simply refer to the software and find the right match, without having to look outside the organization.

Apart from storing data, the software also ensures that the distribution of responsibilities and the carrying out of duties is done according to the set rules of the company. This implies that not only does the software help the company grow but it also makes it easier to uphold the policies and rules of a company, by means of keeping sufficient track of the employees and their tasks. The program acts as a one stop shop for all the information related to an employee.