People and profiles
Each person has one profile that holds everything about them. Fields are edited in place, and every change is kept with who made it and when.
- Personal, job, pay, emergency contact, documents, assets, benefits, time off, performance and training tabs on every profile
- Job, employment status and pay kept as dated history: a change is a new row from an effective date, and nothing is overwritten
- Correct a mistake in a history row with a reason, keeping the values it replaced
- Temporary pay rates that end on a date, and one-off payments such as bonuses and commissions
- Salary, hourly and commission-only pay, paid weekly, every two weeks, twice a month, monthly, quarterly, twice a year or yearly
- Education, languages, visas, dependants and other contacts, with company lists for degrees and pay change reasons
- Custom fields of every common type, required fields, sections, custom tabs and custom tables with a sort order and a summary line
- Calculated fields worked out from other fields with a safe formula language
- A people list, a directory, and an org chart you can export
- Birthdays colleagues may see as a month and day, never the year, with a choice to keep it private
- Add one person, or import many from a CSV spreadsheet, checked row by row before anything is saved
- End employment on a date, schedule it ahead, reverse it, and rehire someone with their earlier history kept
- Several legal entities, each with its own employer ids, for teams that hire in both countries
Access and security
Access levels decide what each person may see and change, down to each field. Hiding a link is never the check: the server checks every read and write.
- Full admin, Employee and Manager levels, plus custom levels such as an HR assistant or an outside accountant
- Four rights on every field: no access, view, edit with approval, and edit
- Change requests for details that need approval, such as a legal name, birth date, SSN or SIN, or bank details
- Approvals in up to three steps, by kind of request and by location, division or department
- Rights per document folder by access level
- Preview CloverHR exactly as another login sees it, read-only
- Two-step sign-in with an authenticator app, and passkeys
- Single sign-on with Microsoft Entra ID, Google Workspace, Okta or any OpenID Connect or SAML provider, with verified domains and enforcement
- Suspend a login without losing anything, send a password reset, reset two-step sign-in
- Bank and identity numbers encrypted; private values never appear in emails, logs or the audit log
- A full audit log of every change, who made it and when
Time off and holidays
Policies accrue on their own and balances are kept as a ledger, so every day earned or taken can be traced.
- Time off types counted in days or hours, with colours and payroll codes
- Policies that accrue by length of service, policies set by hand, and policy changes from a date that do not rewrite the past
- Carry-over with caps, minimums, expiry, and whether balances may go below zero
- Requests with approval, where approvers see the balance and who else is out
- HR and managers record time off for someone, approved or denied at once
- Balances worked out for a future date
- Work schedules, so requests count the right days and hours
- Opening balances and past time off imported from a spreadsheet
- Holiday lists for every state and province, aimed at locations, departments, divisions, job titles, employment statuses or named people
- Who's out by day, filtered to a team, and a calendar feed for your own calendar app
Timesheets and time tracking
A timesheet per pay period, with overtime worked out from the rules where each person works.
- Clock in and out, or enter hours by day, project and task
- Shared kiosks where people clock in with a code, without a login
- Rules per group: rounding, automatic clock-out, location, an optional photo at clock-in, and where people may clock in
- Daily and weekly overtime and double time by state and province
- Shift differentials for nights, weekends or set hours
- Projects and tasks with budgets, pay codes and rates, including a rate for one person on a project from a date
- Pay coding for hours paid differently
- Due dates and email reminders, approval one by one or several at once, and returning a timesheet for changes
- Hours imported from another system, such as a time clock, with review and undo
Scheduling and breaks
- Schedules for a location or team, with one-off and repeating shifts and shift templates
- Publishing, so people are told about their shifts
- Open shifts people can ask to take, and shift swaps between colleagues
- Clock-in thresholds, adherence against the schedule, and a printable schedule
- Meal and rest break policies, waivers, and missed, short or late breaks with premium pay where the law asks for it
Hiring
- Job openings with a description for the careers page and the questions applicants answer
- A public careers page, and job board feeds for Indeed, LinkedIn, Google for Jobs and others
- Candidate statuses you define, reasons for not hiring, and where candidates came from
- Notes and ratings shared with the hiring team, and collaborators for each opening
- Email templates, and talent pools for strong people
- Interviews scheduled by you, or booked by candidates
- Offer letters signed online, and hiring straight into People
Onboarding and offboarding
- New-hire packets completed before day one: personal details, W-4 or TD1 forms, a photo and documents to sign
- A list of every packet and where it stands
- Checklists that run when someone joins or leaves, with tasks for HR, IT and managers
- Get-to-know-you questions, a Welcome our new people card on Home, and a team welcome email
- Form I-9 tracking through Section 1, Section 2 and reverification, with deadlines and reminders
Benefits
- Plans with coverage levels, age bands, retirement matches and percent-of-pay costs, kept as drafts until ready, with new versions when prices change
- Coverage levels shared across plans, and a plan lock once people are enrolled
- Benefit groups with automatic eligibility, waiting periods, and moves between groups from a date
- Open enrolment, new hires and life events
- Deduction codes, pre-tax or post-tax treatment, and yearly limits and catch-ups for payroll
- An enrolment overview and benefit reports
Compensation
- Job levels and pay bands, with compa-ratio and range penetration
- Market benchmarks from your salary surveys, imported from a spreadsheet
- Planning cycles with eligibility, budgets, guidelines, manager worksheets and approvals
- Raises as a percent or an amount, promotions, bonuses and equity recommendations
- Pay change letters to sign, and stock options and RSUs on a profile
- Total rewards statements that add up pay, benefits and other rewards, prepared, checked and published
Performance, training and surveys
- Goals with milestones, progress updates, sharing and alignment
- Assessment templates and rounds with self and manager assessments
- Feedback asked of and given by colleagues
- Training courses assigned automatically or by hand, with due dates, completions and who is overdue
- Anonymous employee satisfaction (eNPS) surveys
Documents, signatures and assets
- Company files in folders, open or closed to employees
- Each person's own documents, in folders with rights by access level
- Documents sent to sign online, from email, the Inbox or a new-hire packet, with the signed copy kept
- Deleted documents restorable for 30 days
- Equipment issued to people and returned
Home, Inbox, news and email
- A Home page with what matters today: requests waiting, balances, news, who's out and new people
- One Inbox for approvals, tasks, documents to sign, assessments, feedback, surveys and shift offers
- Company announcements to everyone or some places, with read confirmations, reactions and comments
- Birthdays, work anniversaries and new people posted to the news feed
- Email alerts you choose, with recipients, schedules and wording, including an alert when chosen fields change
- Emails that link to the app and never hold private details
Reports
- Ready-made reports on headcount, turnover, time off, hours, benefits, compensation and more
- A report builder over every data set, with filters, grouping, totals, averages and sorting
- Reports saved, shared with colleagues, and downloaded as CSV, Excel or PDF
- Every row checked against the reader's access
- USD and CAD shown together with exchange rates
Payroll export
CloverHR does not run payroll. It keeps what payroll needs and exports it for the accounting or payroll software you use.
- An export per pay period with pay, hours, overtime, time off, holidays, differentials, deductions, bank details and tax forms
- Pay schedules and pay groups, and who is included in the export
- Payroll codes on locations, departments, statuses, time off types and projects
- An export per legal entity
API and webhooks
- A read and write API for every area, with keys that do only what you allow
- Changes since a date, chosen fields, paging, and safe retries
- An OpenAPI reference inside the app
- Webhooks for new hires, changes, time off decisions, payroll exports and more, signed with a timestamp
- Chosen and renamed fields, batching, rate limits, and JSON or form-encoded bodies
US and Canada, English and French
- Locations with a country, a state or province, and a time zone
- Holidays, overtime, meal and rest breaks, ID numbers and tax forms that follow each location
- Money kept to the cent in USD or CAD
- The app, its emails and its help pages in English and Canadian French; each person picks a language
Phones and tablets
- A real phone layout on every page, for employees and admins
- Employees who manage no one see only their own profile, My info, with no menus to learn
- Request time off, clock in, sign documents and update details from a phone
Running CloverHR
- One-click deploy on StackBlaze with Postgres, a disk for uploads, email and a generated encryption key
- A Docker image that prepares its database as it starts, for any server with Postgres 16
- A setup wizard on the first visit for your company and your account
- Migrations that upgrade a server in place, and scheduled jobs that run inside the app or from cron
- A help center inside the app for employees, managers, admins and owners
What CloverHR does not do
- It does not run payroll, file taxes or move money. It exports what your payroll software needs.
- It has no app to install from an app store. The web app works on a phone.
