Help Center

Answers, guides, and everything you need to get the most out of Sira HRM.

Can't find what you're looking for? Contact us.

Getting Started

Sira HRM is a cloud-based human resource management platform built for professional services and healthcare teams. It handles your entire employee lifecycle — from sending an onboarding invitation to tracking document expiry, collecting reference questionnaires, and managing orientation acknowledgements. Everything is in one place so your HR team spends less time chasing and more time on actual people management.

You have two options. You can create an employee manually by clicking Create Employee on the Employee List page and filling out the 6-step form yourself. Alternatively, click Invite Employee to send an email invitation — the employee receives a secure link and fills in their own details. The invite method is faster and reduces data entry on your end.

Yes, set up your Disciplines first. Disciplines are your job categories or departments (e.g., "Registered Nurse", "Home Health Aide", "Administration"). Every employee must be assigned to a Discipline. Go to the Dashboard and use the welcome setup flow, or navigate directly to add Disciplines before creating your first employee.

Onboarding & Invitations

The employee receives an email with a secure, one-time-use link. They click it and fill out their personal details, education, work history, skills, references, and upload documents — all from their own device. Once submitted, their record appears in your system with a status of Pending. You can then review and update their status to Employed, which automatically triggers their orientation email.

No. Each invite link is single-use. Once the employee submits their form, the link is marked as used and any subsequent attempt to open it shows an "Already Submitted" message. If you need the employee to update their information after submission, you can edit their record directly from the admin side.

Orientation is triggered automatically when you set an employee's status to Employed and save their record. The system sends the employee an email with a link to the orientation form. If they miss the email, go to the Orientations Completion Status page and use the Resend button to send it again.

Documents

Go to the Documents section from your navigation menu. When creating or editing a document type, toggle the Has Expiry option on. Any document of that type uploaded for an employee will then require an expiry date. You can see expiry status on the employee's profile and in reports.

Documents of type SSN are treated as sensitive and are protected by default. To view them you need the FullControl role, and you must click the Reveal button and enter your account password to confirm your identity. Every reveal is logged in the audit trail. If you don't see the Reveal button, your role does not have the required permission — contact your administrator.

References

Open the employee's record and go to the References tab. Ensure the employee has at least one reference added with a valid email address. Click Send Questionnaire — the system emails each reference a secure link to a questionnaire tailored to their relationship type (e.g., Previous Employer, Supervisor, Colleague). You can track who has responded from the Reference Response Status page.

Go to Reference Response Status, find the questionnaire in question, and use the Resend button. Also ask the referee to check their spam or junk folder — automated emails sometimes land there. Verify the email address on the reference record is correct before resending.

Roles & Access

FullControlFull access — create, edit, delete employees, manage users and roles, view sensitive data (SSN), and access all features.
ModifyCan edit existing records (disciplines, documents, lists) but cannot create or delete them. No access to sensitive data.
ReadView-only access to employees, orientations, and references. Cannot make changes.
RestrictedCan only see employees that have been explicitly assigned to them. Useful for field supervisors who should only manage their own team members.

Assign the user the Restricted role, then go to User Management and assign the specific employees to that user. They will only see those employees when they log in — all other employee records are hidden from their view.

Only users with the FullControl role can reveal an SSN. Even then, they must click the View button and enter their account password each time. SSNs are stored encrypted — they are never exposed in plain text anywhere in the system. Every reveal is recorded in an audit log with the user's name, IP address, and timestamp.

Reports

Navigate to Reports from the top menu. Select the employee from the dropdown, and the report will generate automatically. It includes their background information, education, work history, skills, documents with expiry status, references, and orientation status. You can download it as a PDF or print it directly.

Yes. On the Employee List page you'll see PDF and Excel export icons in the top right of the table. The Excel export downloads the current filtered view. Similarly, Disciplines, Documents, Orientations, and Reference lists all have their own export buttons.

Step-by-step guides for every major workflow in Sira HRM.

Onboarding a New Employee

  1. 1Ensure you have at least one Discipline set up (e.g., "Registered Nurse"). Create one in the Disciplines section if needed.
  2. 2Click Invite Employee on the Employee List and enter their email and discipline. They receive a secure link to complete their own profile.
  3. 3Once they submit, their status shows as Pending. Review their details, then set their status to Employed to trigger their orientation email.
  4. 4Send reference questionnaires from their profile. Track response status on the Reference Response Status page.
  5. 5Monitor orientation completion. Use Resend if the employee hasn't completed their orientation form yet.

Setting Up Document Types

  1. 1Go to the Documents section. You'll see a list of existing document types your organization supports.
  2. 2Click Create Document and enter a name (e.g., "Nursing License") and description.
  3. 3Enable Has Expiry if this document type should track expiry dates (recommended for licenses and certifications).
  4. 4The document type is now available when adding or editing employee profiles under Step 6 (Documents).
  5. 5Note: The Work Permit and SSN document types are system defaults and cannot be deleted.

Managing Reference Questionnaires

  1. 1Ensure the employee has references added to their profile. Each reference needs a name, email, and relationship type.
  2. 2Open the employee's record and click Send Questionnaire. All references receive an email with their unique questionnaire link.
  3. 3Track responses from Reference Response Status in the top navigation. You'll see each questionnaire, who responded, and when.
  4. 4Use the Resend button next to any unanswered questionnaire to send a reminder to that referee.

Managing Users & Roles

  1. 1Go to User Management → Users. Click Create User and fill in their name, email, and assign a role.
  2. 2For field supervisors who should only see their own team, assign the Restricted role, then use the employee assignment feature to map specific employees to that user.
  3. 3To change a user's password, click Send Password Email from the Users list — they'll receive a new password by email.
  4. 4To customize what a role can do, go to User Management → Roles and use the permissions grid to toggle individual abilities per resource.

Configuring Company Settings

  1. 1From the Dashboard, click the welcome setup flow to configure your company. Or go directly to Settings.
  2. 2Upload your company logo (appears in outgoing emails) and favicon.
  3. 3Upload orientation documents (PDFs) that will be attached to orientation emails. If none are uploaded, the system uses the default HTML orientation template.
  4. 4Set your company email — this is CC'd on all outgoing orientation emails so your team gets a copy.

Generating & Exporting Reports

  1. 1Navigate to Reports from the top navigation menu.
  2. 2Select an employee from the dropdown. Their full report generates instantly: background info, education, work history, skills, documents, references, and orientation status.
  3. 3Use Download PDF to save the report, or Print to send to a printer directly.
  4. 4For list exports (employees, disciplines, orientations), use the PDF or Excel icons at the top right of each table.

Still need help?

Our team is available to assist with any questions about using Sira HRM.

Contact Support