Exciting Enhancements to HRM4Baltics
Source: Äri-IT Spring 2025
Author: Triinu Pommer, BCS Itera HRM Product Manager
HRM4Baltics, our human resources management and payroll software, is designed to meet the constantly evolving needs of today’s work environment.
In 2024, we introduced 493 updates to the software – that’s 107 more than the previous year! These developments include 103 new solutions and 386 major or minor improvements, changes, and fixes.
A comprehensive summary of HRM4Baltics version updates is available on the product’s homepage at www.hrm4baltics.com.
Below, we highlight the most significant enhancements that will bring added value to many of our clients.
Reporting
Data-Driven Reporting to Statistics Estonia
The latest X-Road interface in HRM4Baltics ensures seamless data exchange with Statistics Estonia. This eliminates the need for users to manually fill out payroll and workforce-related data forms. Our data-driven reporting allows for the submission of more detailed information, complete with necessary classifications, instead of the aggregated data previously sent. This enables the creation of required reports with greater accuracy. Once configured, data can be transmitted with a single click via the interface. An X-Road security server is required to use this solution.
Human Resources Management
Automatic Health Check Card Creation Based on Job Position
When creating a new employee card, you can now automatically generate a health check card. This is configurable by job position – if a relevant marker is added to a position, health check cards for employees in that role will no longer need to be created manually.
Shortcuts for Adding Absences or Payroll Entries
The employee card now includes shortcuts for quickly entering absences and payroll entries.
New Payslip Design
In addition to the standard HRM4Baltics payslip, the solution now offers a new design where all earnings are presented in a single column, eliminating the distinction between accrued and withheld amounts. Color options are also available.
New Notification Letter Templates
The updated version of the solution features visually clearer and better-structured notification letter templates. Previously, notification letter content could only be described in a single line within the settings; now, various letter templates can be used. Variables are also supported.
CV Online Integration
Several enhancements have been made to HRM4Baltics’ recruitment solution. The most significant is the integration with the CV Online portal, which allows for direct retrieval of candidate CVs from CV Online into the HRM4Baltics recruitment solution.
Address Field Helper
To make filling out the address field on the employee card more convenient, an address field helper can be enabled. As you type in the address field, possible address variations are automatically suggested. Selecting one of these options will automatically populate other related address fields. Since this solution relies on the RTE package’s address field search functionality, the RTE package must be present to use it.
Payroll Accounting
Contract Groups
The contract group functionality allows for pre-configuration of contract groups, which can then be selected on an employee’s contract line. Different salary types and dimensions can be linked to a contract group. When a contract group is added, the corresponding salary types linked to that group are automatically added to the employee’s contract line. This functionality also allows for automatic updates to all employee salaries when contract group fees are changed.
Time Management
Timesheet Rules and Conflicts
The timesheet conflict view has been enhanced and now also checks for employee inactivity and employment validity information. If an employee’s working time is entered for a period when they are inactive or have left employment, a conflict will be displayed in the timesheet.
A new feature allows you to set rules for planning overtime and undertime in the timesheet. You can also define the allowed percentage of overtime or undertime. If an employee has more overtime or undertime than permitted by the conditions when planning their working hours, the manager will not be able to approve the work schedule.
Displaying Multiple Shifts
This functionality allows the timesheet to display working hours and shifts already planned for an employee in other timesheets. Shifts from other timesheets are shown in smaller font below the line, so they don’t interfere with the user entering time into the current timesheet.
Navigation with Arrow Keys
A long-awaited enhancement has been added, allowing convenient navigation in all directions within the new visual timesheet using keyboard arrow keys.
Entering Days Off
Entering requests for days off in the timesheet has also become more convenient. You no longer need to do this from a separate menu button; desired days can be marked directly in the timesheet using the “X” symbol.
Recording Working Hours Spanning Month End
In companies with shift-based work, it’s common for a shift on the last day of the month to span partially into the next month. Previously, these hours were always recorded in the month the work began. Now, you can choose whether these hours are recorded in the start month or the end month.
Self-Service
Resignation Application in Self-Service
A new type has been added to the mass applications functionality, allowing employees to submit resignation applications through the self-service portal.
Salary Analysis Request
The salary analysis request feature allows for sending configured salary analysis views from HRM4Baltics to the self-service portal for approval. If it’s standard practice for managers in a company to review and approve all payments before salary disbursement, sending the consolidated payslip analysis for approval provides a convenient way to do so. Since users can configure salary analyses, any desired view can be sent for approval.
Mass Applications Get a Signature Box
In companies where not all employees have access to the self-service portal and where managers handle self-service portal activities and application submissions on behalf of employees, the signature box provides an excellent way to add employee confirmation. The signature box can be added to mass applications based on type, and a control can be set to ensure that the application always includes a signature. This solution gives managers a convenient way to obtain written confirmation from their employees when forwarding an application.
Leave Application Approval Workflow Based on Absence Type
It is now possible to create a unique approval workflow for each type of absence.
Notification Letter Dependent on Approver’s Role
Different email templates with varying content can be set up for approvers in the approval workflow. This is useful, for example, when the instructions conveyed to a manager and an employee in an approval email are not the same.
Reducing Duplicate Approvals
The approval workflow solution has received enhancements that make the process faster and more convenient, reducing duplicate approvals.
If the same person fills two roles in a leave application approval workflow (e.g., the substitute is also the manager), a setting can be added to approve both lines with a single approval.
Similar enhancements have been made to the events and expense report solutions, where a person is no longer required to provide approval if the same person submitting the application is also designated as the approver.
Assets
Asset Transfer and Receipt
In 2024, HRM4Baltics‘ asset management underwent a comprehensive update. The transfer and receipt of assets are now fully digitized, and transfer documents no longer require paper signatures. Asset issuance can be initiated from both the Business Central fixed asset module and from HRM4Baltics’ small asset section. When a responsible employee is selected, the asset is routed to that employee in the self-service portal for approval, where the employee can either confirm receipt of the asset or, if necessary, reject it.
Asset Acquisition and Transfer
In addition to confirming asset transfers, the asset manager can manage the entire asset-related process. This includes initiating acquisition, issuing to an employee, and transferring from one employee to another. Assets can also be sent for maintenance. The asset’s status changes according to the action. Approval workflows can be configured for all these activities.
Asset Inventory and Asset Write-Off
The asset manager can initiate asset inventory directly from the solution. To do this, select the assets to be inventoried and start the process. During inventory, a request is sent via the self-service portal to all individuals designated as responsible for certain assets. The employee can confirm through self-service whether the asset is in their possession, or if it is lost or broken. Obsolete, lost, or broken assets can be written off if desired.