Codeaza Technologies

HR Portal Automation — Phase 2 Scope

Internal — Confidential 2026-07-01 Founder-facing scope
1

Context / Why

The HR Portal backend is live: employees, leave, payroll, offboarding, and the HR Copilot are all in production. The system of record exists — the data is in one place.

What is not automated is the operator layer sitting on top of it. Payroll prep, recruitment coordination, onboarding steps, and the endless follow-up reminders still run through people and spreadsheets. Every payroll cycle, every hiring round, every new joiner requires a human to manually pull, compute, schedule, chase, and confirm.

That human is the bottleneck. It does not scale, it is error-prone, and it consumes the exact hours that should go to judgment work.

Phase 2 goal: Remove the human operator from repeatable HR ops. Anything that follows a rule should run without a person driving it — end to end.
2

Automation Workstreams

Each workstream captures the current manual process, the automation that replaces it, the systems it draws from, and a rough effort estimate (S / M / L).

Payroll & Reimbursement Automation

HIGHL
Today (manual)Every cycle is hand-built in Excel — salary sheet, tax sheet, bank transfer sheet, and reimbursement sheets are assembled and reconciled by a person.
AutomationPull directly from the HR Portal DB → compute payroll, tax, and reimbursements against rules → auto-generate the bank sheet and individual payslips → route for one-click approval. Kill the spreadsheets entirely.
Sources: HR Portal DB (employees, salary structure, reimbursement claims), tax rules engine, bank sheet template.

Recruitment Pipeline

L
Today (manual)CVs (~200 applicants per round) are screened by hand, interviews scheduled manually over email, and documentation written up per candidate one at a time.
AutomationApplicant intake + auto-screen and filter against criteria (e.g. CS background) → auto-schedule interviews → auto-generate a branded Interview Performa per candidate → live shortlist dashboard. The human keeps only the live interview and the final decision.
Sources: Application inbox / form intake, screening criteria config, calendar API, Performa template, HR Portal candidate store.

Offer Letters & Contracts

S
Today (manual)Offers and contracts are drafted, filled, sent, and filed manually after a hire is approved.
AutomationLeverage the existing auto-letter generation → templated offer / contract produced on approval → e-sign flow → auto-store against the employee record. Zero manual drafting.
Sources: Existing letter-generation engine, contract templates, e-sign integration, HR Portal document store.

Onboarding / Offboarding Provisioning

M
Today (manual)A joiner or leaver triggers a checklist run by hand — account creation, standup setup, title assignment on the way in; settlement, exit interview, and access cleanup on the way out.
AutomationOne-click workflows. Onboarding: create employee, provision accounts (Slack / Zoho / tracker), set standups, assign job title. Offboarding: final settlement, exit interview scheduling, and access revocation — clean and complete.
Sources: HR Portal DB, Slack / Zoho / tracker admin APIs, standup config, settlement rules.

Follow-up & Digest Engine (wazir)

M
Today (manual)A person is the reminder-and-relay layer — chasing owners, re-pinging on open items, and surfacing status to the founder in real time.
Automationwazir auto-nudges owners, closes loops (e.g. salary / reimbursement tickets), and sends the founder a single daily HR digest instead of a stream of live pings.
Sources: Thread tracker, follow-up engine, HR ticket state, Slack.

Better Error / Validation UX

S
Recently shippedForms now surface exactly which field failed validation, rather than a generic error.
Why it mattersA concrete example of the Phase 2 principle: cutting manual support load. Users self-correct instead of routing a support request to a human.
Sources: HR Portal form layer — already in production.
3

Sequencing / Roadmap

Phased by impact and dependency. Payroll first — it is the heaviest recurring manual load and highest risk if wrong.

1

Payroll & Reimbursement Automation

Highest-frequency, highest-risk manual work. Eliminates the spreadsheet cycle end to end.

Effort: L
2

Recruitment Pipeline

Auto-screen, schedule, and document — collapse ~200-applicant rounds to interview + decision only. Includes offer/contract auto-gen.

Effort: L
3

Onboarding / Offboarding Provisioning

One-click joiner and leaver workflows across all systems.

Effort: M
4

Follow-up / Digest Engine (wazir)

Ties it together — removes the reminder-and-relay human layer, founder gets a daily digest.

Effort: M

Expected Outcome — What Changes

  • Manual HR-ops hours → near zeroPayroll prep, screening, scheduling, provisioning, and chasing all run without a person driving them.
  • HR role shifts to judgment-onlyPeople focus on live interviews, final calls, and sensitive people moments — not spreadsheets and reminders.
  • Founder gets a digest, not a firehoseOne daily HR summary replaces live pings and status-chasing.
  • Scales without adding operatorsMore hires and more cycles no longer mean more manual work.