Blog - openHR

Employee Advances

A Guide for Employers and How openHR Can Help in Januworry The holiday season in South Africa brings joy and celebration, but it also brings financial challenges for many employees. With the long gap between payday in December and payday in January, it's no surprise that the demand for employee loans, also known as employee advances, spikes dramatically in January. While these advances can provide crucial support for employees, they also pose risks and administrative burdens for employers. Fortunately, openHR, South Africa's free payroll and HR software, offers a streamlined solution to manag... read more

January 8, 2025

Best Free Payroll & HR Software

Why openHR is the Best Free Payroll and HR Software in South Africa openHR is proud to be a South African product with humble beginnings. When you use our software with ease, we want you to feel like you are eating your most favourite South African rusks that gives you that warm feeling of being in your ouma's kitchen. We want you to experience that comforting feeling when using our software. You can also use our software on your phone in your ouma's kitchen while eating rusks. In today's fast-paced business environment, efficiency and accuracy are key to managing payroll and human resources... read more

January 2, 2025

Free Payroll Software South Africa

Discover the ultimate HR and payroll solution with openHR, the proudly South African web app designed to revolutionise how you manage your business. openHR offers a comprehensive suite of free features that streamline and simplify your HR processes, ensuring you stay compliant and efficient. With unlimited users, you can add as many team members as you need to manage your HR processes, all from a single platform. Create and manage unlimited companies, allowing you to handle multiple business entities effortlessly without any restrictions. Enjoy the flexibility of unlimited employees, ensu... read more

December 26, 2024

Demographics Report

Introducing the New Demographics Report in openHR We are excited to announce a powerful new feature available on openHR, our comprehensive HR management web app. Designed exclusively for South African businesses, openHR is now equipped with a dynamic Demographics Report, aimed at providing invaluable insights and aiding compliance with Department of Labour filings. Track Employee Demographics with Ease The new Demographics Report offers a detailed view of employee demographic shifts over time, showcasing changes in race and gender through an easy-to-understand line chart. This year-to-yea... read more

December 21, 2024

AI is coming

We are thrilled to announce an exciting new feature that will revolutionise the way you manage organisational structures within your company. On December 14, 2024, openHR will be launching AI-assisted organograms, designed to simplify, and enhance the creation of organisational charts with a single click. Effortless Organisation With the power of AI, creating an organogram has never been easier. Our AI-assisted feature allows users to generate comprehensive and accurate organisational charts with just one click. This innovative tool leverages artificial intelligence to automatically design ... read more

December 5, 2024

Employee Information Sheets

Streamlining Employee Onboarding with openHR Efficient onboarding is crucial for setting new employees up for success. At openHR, we understand the importance of a smooth and comprehensive onboarding process, which is why we've introduced standard employee information forms that simplify the process for both HR departments and new hires. Simplified Onboarding Process Our standard employee information forms are designed to gather all the necessary details in one place. These forms are printable for free, allowing new employees to complete them at their convenience. This not only saves time but a... read more

November 26, 2024

Tracking Company Assets

Simplified with openHR In any organisation, keeping track of company assets used by employees is crucial for maintaining accountability, ensuring efficient operations, and preventing losses. Whether it's laptops, smartphones, vehicles, or specialised equipment, knowing who has what, where it is, and its condition can save businesses time and money. Why Asset Tracking Matters 1. Accountability: When employees know that assets are being tracked, they are more likely to take better care of them. This reduces the risk of damage or loss. 2. Efficiency: Quick access to asset information helps i... read more

November 21, 2024

Automatic Contract Generator

This year, Christmas came before Black Friday at openHR! We are thrilled to announce our latest feature that promises to revolutionise your HR processes: the Automatic Employee Contract Generator. This innovative tool is designed to streamline the creation of employee contracts, making it easier and faster than ever before. What Makes This Feature Special? Our Automatic Employee Contract Generator is not just any ordinary tool. It includes the automatic replacement of 80 employee and company variables, such as names, appointment dates, job titles, and much more. This means you can generate ... read more

November 20, 2024

Automated Birthday Emails

In the hustle and bustle of daily operations, it's easy to overlook the small gestures that can make a big difference in the workplace. One such gesture is remembering and celebrating employee birthdays. While it might seem like a minor detail, acknowledging birthdays can have a significant impact on employee morale and overall workplace culture. Why Employee Birthdays Matter 1. Boosts Morale: Recognising an employee's birthday shows that you value them as an individual, not just as a worker. This simple act can boost their morale and make them feel appreciated. 2. Strengthens Relationships... read more

November 19, 2024

Silly Season

As the year draws to a close, the “silly season” is upon us. This time of year, encompassing Black Friday, Christmas, and the end of the year, is marked by a whirlwind of activity both professionally and personally. At openHR.co.za, we understand the unique challenges this period presents, and we’re here to offer guidance on how to support your employees during this hectic time. The Impact of Silly Season on Employees The holiday season often brings increased workload, tight deadlines, and heightened stress. Employees are juggling end-of-year tasks, holiday preparations, and personal commit... read more

November 5, 2024

Dogfooding

How South African Companies Can Learn from Home Depot’s Strategy In the competitive retail landscape, companies must continuously innovate to stay relevant and profitable. One effective strategy that has proven successful for Home Depot in the United States is requiring all employees, including executives, to work at least eight hours in a store every quarter. This hands-on approach can be a game-changer for South African companies like Pick n Pay, which are currently facing challenges. Employee and Customer Challenges By having executives and other employees spend time on the shop floor,... read more

October 21, 2024

Nurturing Mental Health

Mental Health in the Workplace: Simple Steps to Stay Mentally Healthy In honor of World Mental Health Day, it’s crucial to reflect on how we can support our own mental well-being and that of our colleagues. In the hustle and bustle of the corporate world, it’s easy to neglect our mental health. Let’s explore some practical tips to maintain mental well-being. 1. Embrace Physical Activity Exercise isn’t just about physical health; it’s a powerful tool for boosting mental well-being. Regular physical activity releases endorphins, which help improve mood, reduce stress, and enhance overall mental... read more

October 10, 2024

Print, Sign, Stamp

The Importance of Proper Documentation in HR: How openHR Simplifies Compliance In the fast-paced world of human resources, maintaining accurate and comprehensive employee records is crucial. Whether it’s leave applications, salary advances, or any other HR-related documentation, having everything on paper is not just a best practice—it’s a legal necessity. This is where openHR, your trusted and 100% free South African payroll and HR web application, comes into play, ensuring that all your HR processes are streamlined and compliant from the start. [Approval stamp] Why Proper Documentation Matte... read more

October 2, 2024

EMP501 Recons

Understanding EMP501/IRP5 Reconciliation As an employer in South Africa, you are required to submit an EMP501 reconciliation twice a year to the South African Revenue Service (SARS). This process involves reconciling the PAYE (Pay-As-You-Earn), SDL (Skills Development Levy), and UIF (Unemployment Insurance Fund) contributions deducted from your employees’ salaries with the payments made to SARS. The EMP501 reconciliation ensures that the amounts deducted and paid over to SARS are accurate and complete. Why is EMP501/IRP5 Reconciliation Important? 1. Compliance with Tax Obligations: Submitting a... read more

September 25, 2024

Embracing Innovation

openHR's Journey Over the Past Year Greetings, Payroll and HR professionals! At openHR, we are committed to revolutionising the payroll and HR landscape with cutting-edge solutions tailored to meet the dynamic needs of businesses. Over the past 12 months, we've introduced a suite of powerful features designed to streamline operations, enhance compliance, and empower your workforce. Let's take a closer look at these innovations and imagine the exciting possibilities for the year ahead. 1. Tax Directives Navigating the complexities of tax directives issued by SARS for special income and large ... read more

September 13, 2024

Detailed Employee Reports

[Detailed Employee Reports] We've added one more free feature. You can now get detailed employee information reports by going to Reports and selecting Employees. You can select every employee ever loaded and you can also select which fields you want to display - multiple selections allowed by holding in the ctrl key and clicking the selections. Easily copy everything (click anywhere on the page then press ctrl + A on your keyboard) and paste it into Excel to easily work with your data. Top Tip: To paste just the data and not the website formatting into Excel, you can right click on any cell a... read more

August 21, 2024

openHR PLUS

[openHR+ paid features] Introducing openHR+. A set of premium features available now. These new features include asset management, asset checkouts and attachments everywhere. Keep track of all assets assigned to employees with ease and precision and as always, super-fast. You can also add attachments everywhere whether it be employee CVs to the employee’s profile, an invoice to an asset, or a signed loan form to an employee advance. Your supporting documentation is only a click away. Our free features will remain free, and we remain committed to keeping them free. These include multipl... read more

August 11, 2024

You up?

[Still up for June and July!]In early June we posted about our 100% uptime for May 2024 and since then we have maintained a 100% uptime. We are still immensely proud about the fact that we can provide a free payroll and HRMS system that is there for you. Always. You can do your employee payslips, loans, leave, employee warnings, permits, reviews, training, and surveys when it suits you. For free. Dit kos jou mos niks om nice te wees nie. We also constantly monitor our system for any errors which users may receive either in the front end or in the back end. Along with high availability of yo... read more

August 4, 2024

Cloud = Best

[The chaos caused by Crowdstrike]Benefits of cloud-based HR and payroll applications like openHR, especially in light of real-world incidents like the Crowdstrike Windows outage. Crowdstrike brought many companies and government departments to its knees. Standalone computer software isn't the answer anymore. Here's why the cloud is better. Anywhere Access and Flexibility: Cloud HR and payroll software allows you and your team to manage employee data and payslips from anywhere, whether you’re on a Mac, PC, tablet, or even a smart TV. This flexibility is crucial during unexpected outages or d... read more

July 22, 2024

Ultimate Payroll and HR

[Unleashing the Power of openHR] openHR is more than just software—it’s a game-changer for businesses in South Africa. Whether you’re a small startup or a large enterprise, openHR empowers you to streamline your HR processes, enhance compliance, and boost employee satisfaction. Let’s explore its remarkable features: Unlimited Users and Permissions Assign different permissions to various functions effortlessly. Manage your entire team with ease. Company Portfolio Management Manage multiple companies seamlessly. Switch between portfolios quickly. Rich Employee Profiles Capture demog... read more

June 24, 2024

Free is Good

Small businesses have increasingly turned to free software to streamline operations, enhance productivity, and drive growth. Let us explore examples of how free software has benefited small businesses: 1. Customer Relationship Management (CRM) Software: EngageBay: This free CRM software allows businesses to manage up to 250 unique leads. It offers sales, marketing, chat, and customer service features. 2. Email Marketing: Gmail: Google's free email service is widely used by small businesses for communication, collaboration, and document sharing. 3. Website Building: Wix: Leveraging A... read more

June 20, 2024

More free features

We have more new features just for you. Free. Our first new feature is Payslip Messages which you can find under Settings and then Payslip Message. This is a universal message feature that will print at the bottom of all payslips for the selected company. Our second major new feature is Employee Reviews. You can easily create new review templates under Settings; one default was already added for you. You can create an employee review with a few simple clicks from Services and then Reviews; and invite multiple other employees to do the review. Those with email addresses saved in their empl... read more

June 13, 2024

Sick Leave

[Keeping Track of Sick Leave During Flu Season]As winter sets in here in South Africa, the flu season is upon us. It's a time when many employees may need to take sick leave. Keeping track of this leave is crucial for both employees and employers. The Importance of Sick Leave Records Maintaining good records of sick leave taken is important for several reasons. It ensures that employees are not exceeding their allocated sick leave and helps employers to manage staffing levels during periods of illness. It also provides a clear record should any disputes arise regarding taken leave. Under... read more

June 12, 2024

100% Uptime

[100% uptime for openHR for May]We are immensely proud to announce that openHR had a 100% uptime for the month of May 2024. Although we have never been down, we have only recently started to measure our uptime. We also constantly monitor our system for any errors which users may receive either in the front end or in the back end. Along with high availability of your best free payroll and HR system, you also have all day error detection by an actual human. We also have multiple support channels with our easiest being WhatsApp.... read more

June 4, 2024

Benefits of Handling Payroll & HR Internally

Cost Savings: Outsourcing HR and payroll can be expensive. By handling these tasks internally, companies can often save money in the long run. Control: Internal management of HR and payroll gives businesses more control over these critical functions. Customisation: Every business is unique. Handling HR and payroll in-house allows for customisation that fits the specific needs and culture of the business. Confidentiality: HR and payroll involve sensitive information. Managing these functions internally can provide better security and confidentiality. Having external contractors deal with e... read more

May 27, 2024

Lazy Labour Lawyers

[A Misinterpretation of South African Labour Laws]When it comes to labour law, accuracy and precision are paramount. However, there are instances where even professionals can misinterpret the law. A recent example involves a popular South African labour lawyer on TikTok who claimed that an employee is entitled to 1.25 days of annual leave every month. This statement is not only incorrect but misleading on several levels. The Misconception of Monthly Leave Accrual The lawyer's claim suggests that annual leave accrues at a fixed rate every month, irrespective of the number of days worked. Thi... read more

April 18, 2024

What Sets openHR Apart

Free and Unlimited Unlike many other providers, openHR offers its software completely free of charge. This includes unlimited users, company profiles, and employees. But it doesn’t stop there. openHR also provides free support, ensuring that users have all the help they need to make the most of the platform. We Use Our Own Software At openHR, we don’t just develop the software – we use it too. This means we’re constantly maintaining and improving the platform. Comprehensive Features openHR boasts a multitude of features designed to streamline HR and payroll processes. These include: • Detailed ... read more

April 10, 2024

New: employee surveys & training registers

[Instantly create a survey from the services menu] We bring you a fast and easy way to find out if employees want to have a braai for year-end or go ten pin bowling. Introducing surveys. Simply give it a title, description, select the employees, add some questions and send. Want a more detailed survey with labour related work satisfaction questions? Create what your business and HR department requires. Free. Also added at no cost to you: an easy way to keep track of all employee training. External or on the job. Simplifying your skills development levy claims. Happy to cut the red tape for y... read more

April 3, 2024

Small but big updates

Lightning Fast Although we wanted to give small businesses a free HR and payroll platform to use, we have been excited to see larger businesses join us. This have caused loading issues for them specifically with the employee index page and the payslip index page as those are limited to thirty and trying to load more took some time. Without the need to acquire additional infrastructure and with minor cosmetic changes, we were able to reduce loading speeds at least 20 times. Some other updates: - We corrected the time of the audit trail from GMT to GMT +2 - Large company logos caused em... read more

March 10, 2024

Free permits and much more goodness

We have exciting news! We now offer free permit management on openHR.co.za! Never have a driver with an expired driver’s license be in the middle of an insurance dispute with your company vehicle. Never have the Department of Labour pitch up asking for work permits and having to look for that one small piece of paper. Create and store a scanned copy safely on openHR. What is more, we will notify you and the employee one month prior to expiration via email so you do not have to worry about anything. You can add everything from passports to forklift licenses, first aid certificates to PDP’s. ... read more

March 4, 2024

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