See the whole employee record
Keep personal, employment, document and job information together around one person.
See how approved work reaches payroll in Workmax. Book a Workflow Demo
HR SOFTWARE FOR UK CARE PROVIDERS
One care-worker record from onboarding to payroll
Bring employee details, employment history, documents, organisation structure and approved people changes into one connected HR workflow for care providers.
Built for UK care teams · Connected to rota and payroll · £25/month platform + £3 per active HR user
Organise the workforce clearly
Connect employees to departments, managers, roles and locations.
Move approved changes forward
Keep starter, leaver and pay-affecting information closer to Workmax Payroll.
THE EMPLOYEE-RECORD GAP
Stop rebuilding the same employee story across forms, folders and payroll messages.
Care-workforce information becomes difficult to trust when personal details, employment history, documents and manager relationships live in different places.
The full worker record is hard to see
Managers open several systems to understand the person, their role, their history and the records attached to them.
Organisation structure lives in a spreadsheet
Departments, managers, locations and reporting relationships drift away from the employee directory.
Every starter creates another chase
Personal details, documents, references and internal actions arrive through separate forms and conversations.
Employee changes are entered again
Starter, leaver, job and pay information is retyped when the workforce record and payroll process are disconnected.
ONE EMPLOYEE LIFECYCLE
Build the record once, then keep it useful through every people change.
Workmax keeps employee information and approved changes connected. Your organisation remains responsible for employment, right-to-work and deployment decisions.
1 Add or import the employee
Create an individual record or prepare employee data in bulk, then assign the person to the right role, team and manager.
2 Complete the employee story
Collect personal details, emergency contacts, documents, references and employment information through one controlled workflow.
3 Keep lifecycle changes connected
Retain approved job, pay, leave, termination and rehire information around the same person and connected payroll workflow.
EMPLOYEE 360
Give managers one workforce record instead of a collection of HR files.
See the employee, their organisational context and their supporting history without reducing HR to document expiry reminders.
Understand the person and their employment
Keep the information managers need to understand an employee around one searchable record.
- Personal and emergency details
- Address, education and employment histories
- References, documents and recorded expiry dates
- Job, pay and working-schedule information
Understand the workforce around them
Connect each employee to the structure, access and workflows that shape their working relationship.
- Employee directory and search
- Departments, managers and locations
- Organisation chart and reporting relationships
- Skills and certification records
Also available: performance records.
THE EMPLOYEE RECORD
See the person, their role and their history in one place
Build a record that remains useful after onboarding: personal details, emergency contacts, employment information, documents, job details and connected payroll context.
Find the right worker record without navigating separate spreadsheets or folders.
Keep relevant historic information attached to the employee.
Maintain the core information authorised managers need to access.
Keep role, manager, working schedule and payroll information closer together.
ONBOARDING AND LIFECYCLE
Move from new starter to active employee without rebuilding the record
Collect employee information, documents and references through a controlled journey, then preserve that record through later employment changes.
Use structured employee data to reduce repetitive manual setup.
Separate employee steps from the internal actions managers need to complete.
Keep collected evidence with the employee rather than in an inbox.
Preserve the employee history when their working relationship changes.
DOCUMENT CONTROL
Keep workforce documents organised around the employee
Store documents with folders, permissions and recorded expiry dates so authorised users can find the supporting record without searching shared drives.
Keep contracts, evidence and supporting files with the person.
Organise records in a structure that managers can navigate.
Control who can access and maintain sensitive information.
Make time-limited records visible for authorised follow-up.
EMPLOYEE SELF-SERVICE
Give employees access without giving up manager control
Let employees use their own account for relevant personal information, documents, payslips and workforce requests while managers retain approval responsibilities.
Give employees a clearer route to view or update relevant details.
Make appropriate workforce documents available from the employee account.
Keep employee access connected to the same platform as payroll.
Give employees a consistent place to submit and follow routine requests.
ONE EMPLOYEE JOURNEY
A new starter without the admin scavenger hunt
A care worker is added to the employee directory, assigned to a department and manager, completes their information and provides supporting documents. The manager reviews what was submitted, keeps the employee history attached to the same record and passes approved job and pay information into the connected payroll workflow.
Employee
Uses one account for information, documents and relevant requests.
Manager
Reviews the person, their history and outstanding actions in context.
Payroll
Receives approved employee and pay information without a separate re-entry exercise.
Owner
Sees a clearer workforce structure and fewer disconnected employee files.
PRODUCT PROOF
Follow the employee record through Workmax
Each screen supports a distinct part of the employee lifecycle rather than presenting HR as a document store alone.
Employee record
Core workforce and employment information around one person.
Onboarding
Employee and manager actions visible through one workflow.
Documents
Supporting files organised around the employee record.
Right to work
Evidence and follow-up information available for authorised review.
Self-service
Relevant information and actions available from the employee account.
HR-gated employee records
Employee-management views are tied to the Workmax HR module.
Role-based access
Admin, manager and employee roles receive different routes and actions.
Connected payroll context
Job and pay information remains close to the employee record and Workmax Payroll.
UK care workflow focus
The story connects workforce administration to the care-provider operating model.
SETUP AND MIGRATION
Move the employee structure before asking people to fill the gaps.
Workmax support can help prepare employee data and configure a staged move without implying that every historic record is automatically complete or verified.
Prepare people and structure
Agree active workers, roles, departments, managers, locations and the histories that need to move.
Configure access and workflows
Set permissions, onboarding actions, document ownership and employee self-service around your HR process.
Review representative records
Validate imported employees and organisational relationships before inviting the wider team.
WHY WORKMAX HR
A broader employee record without vague compliance promises.
Workmax connects people information, organisational structure, documents and payroll context while authorised users retain employment and compliance decisions.
Employee 360 context
Bring the person, their history, documents, role and payroll context into one workforce record.
Organisation visibility
Use departments, managers, reporting relationships and locations to explain how the workforce fits together.
Controlled employee access
Give administrators, managers and employees access appropriate to their role and responsibilities.
Support-assisted migration
Prepare and import agreed employee data, then review representative records before wider rollout.
Simple HR pricing
£25 per workspace per month + £3 per active user.
Pay a £25 monthly platform fee, then £3 for each active user with HR enabled. Prices exclude VAT.
A person whose Workmax account remains active and has the relevant module enabled during the billing month. Additions are prorated from activation; deactivated users stop billing from the next billing period.
10 HR users
£55/month + VAT
£25 platform fee + £30 user charges
25 HR users
£100/month + VAT
£25 platform fee + £75 user charges
Included with Workmax HR
✓Employee 360 records
✓Bulk employee setup
✓Organisation structure
✓Onboarding and lifecycle workflows
✓Document and right-to-work records
✓Employee self-service
30-day standard trial · No setup fee · Monthly billing · Month-to-month with 30 days' notice
Other Workmax modules are optional and priced separately.
Related guidance
Plan the process around the product
Practical guidance for the hr workflows care providers need to get right.
Onboarding workflow
Automate onboarding paperwork without losing the checks
Separate employee actions from internal review and make missing items visible before day one.
Read the guideRight to work
Build a clearer right-to-work evidence workflow
Organise collection, review, storage and time-limited follow-up without cutting corners.
Read the guideLeave workflow
Stop holiday requests drifting across spreadsheets
Connect the request, approval, balance and payroll handoff in one process.
Read the guideRECORDS, RESPONSIBILITY AND SETUP
HR software questions from care providers
Practical answers for UK care providers reviewing HR software.
Workmax HR includes employee records, employee self-service, right-to-work tracking, document storage and organisation-chart functionality. The wider platform can connect those records with payroll, time tracking, scheduling and other Workmax modules.
Workmax provides a structured bulk employee setup workflow. The migration plan should still confirm which fields and historic records are supported by the available source data.
Yes. Employee records can be connected to departments, job titles, managers, reporting relationships and company locations, with an organisation-chart view for the workforce structure.
The product supports personal and emergency details, address, education and employment histories, references, documents, skills, job information and connected pay context. Access depends on the user role and enabled Workmax modules.
No. Workmax can show whether the records and checks configured by your organisation are complete, current or missing. Your organisation remains responsible for deciding whether a worker is suitable and ready to undertake a visit.
Yes. You can keep evidence and follow-up dates with the employee record. An authorised person must still complete the correct check and follow current GOV.UK guidance.
Workmax can make recorded expiry and follow-up dates visible and issue reminders. Managers must decide what action is required and verify the underlying record.
Workmax support can help prepare and import agreed employee data. Your team reviews the migrated records and decides what historic evidence should be retained.
Yes. Employee, starter, leaver and leave information can stay in the same platform as payroll, reducing separate handoffs while payroll owners retain final control.
Care-workforce demo
See one employee record from onboarding to payroll.
In your demo, we’ll show the employee directory, organisation structure, personal and employment information, documents, onboarding actions and connected payroll context.