Structured employee data
- without giving up flexibility
In many HR functions, the contract process still starts in a Word template, with HR manually inserting information and customizing the content case by case. This maintains flexibility, but also means that data ends up inside the documents and not in a system where it can be reused, reported or sent to the payroll or other HR systems.
The platform does just that – without changing HR’s familiar way of working. The templates are managed centrally, employee data is registered as structured fields, and through integration with Microsoft Word, the system automatically inserts the correct information in the right places in the document. HR continues to work in Word, but all metadata becomes part of a manageable data foundation.
Each employee gets their own page with contracts, attachments, history, variable terms, issued equipment and other information – all together, searchable and ready for use in HR reporting and integrations. The document remains flexible, but the data moves out of Word and into a model where HR can manage it.
- HR document management
- Digital contract generation
- Integrated HR data management
Cross-functional insight and control over documentation and terms
When employee data no longer “disappears” into documents but is recorded as structured fields, HR gains a whole new level of insight and control. Information about terms, master data, rates and history becomes searchable across employees, teams, departments and locations. This provides a unified and operational overview of each employee’s contractual basis, without HR having to open documents or review attachments one at a time – and without the need to manually compare content across multiple employees.
Access rights follow the company’s organizational structure, so only the relevant roles have access to sensitive information. This creates a secure governance foundation where data is both accessible and controlled.
When a contract needs to be signed, it is sent directly for digital signature using the method that best suits the parties – web signature, MitID, e-Boks or other supported solutions. The entire process is documented and the signed version is automatically archived in the right place. HR, payroll and managers always work based on the current agreement.
This way, contract management becomes not a task dependent on individual memory or local file management, but a data-driven process with relevant and intuitive system support.
- HR compliance management
- Employee data overview
- HR contract administration
Simplified process to ensure deadlines are met
HR processes are filled with deadlines that cannot be missed – probationary periods, certificates, contract extensions, expiration of temporary allowances, maternity-related dates, anniversaries, salary adjustments and much more. In many organizations, these are handled in Excel, Outlook or via individual memory, making processes vulnerable and inconsistent.
When all relevant information is stored as structured data, the system can automatically alert HR and the responsible managers in good time before a deadline approaches. Notifications are linked directly to the employee and the specific agreement, so follow-up is accurate, timely and documentable – without manual lists or self-invented workflows.
This means HR no longer spends time chasing dates or double-checking personnel files. Deadlines are systematically met, processes become more predictable and the risk of errors is significantly reduced. HR can focus on strategic work, while the system ensures that the basic administrative foundation is always in place.
- HR automation
- Reminders for HR deadlines
- HR process optimization
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Overall, COMAsystem has provided us with an overview of all contracts and agreements. We are absolutely satisfied
Annette Duelund Nielsen
HR Consultant at 3×34
