Staff records and leave that follow the BCEA
One file per person, holding the job, the pay, the documents, the reporting line and the probation and contract dates. Leave balances are calculated from the statutory entitlements and the South African public-holiday calendar, so nobody has to maintain the formulas in a spreadsheet.
Everything hangs off the employee file
Contracts, warnings, leave, training, assets, claims and checklists all file against the person, so the record you open in a hearing or a CCMA con-arb is complete without anyone hunting through email.
- Reporting lines draw the org chart automatically
- Probation end and fixed-term end dates surface on the dashboard before they pass
- A document vault per employee for the ID copy, work permit and certificates, with a reminder 30 days before anything expires
- Terminated staff stay on file and drop out of your headcount band
Balances counted the way the Act counts them
Annual leave at 15 working days per 12-month cycle. Sick leave at 30 days per 36-month cycle. Three days' family responsibility leave. Parental and maternity leave recorded. Cycles run from each person's start date, and working days exclude weekends and every South African public holiday.
- Approval chains per request type: line manager then HR, or HR alone
- Half days on the first or last day of a request, on every leave type
- A calendar invite is emailed on approval, and a cancellation follows if the leave is withdrawn
- Leave approved but never taken is reversed as a dated event rather than an edit, so the history holds up
- Accrued leave liability, which is what you would owe under s40 today, sits on the compliance snapshot
Who is out, without publishing why
A month view of approved leave, public holidays, birthdays and work anniversaries that every employee can open. HR sees the leave type. Everyone else sees only that a colleague is away. Telling the whole company that somebody is on sick leave would publish health information, which POPIA treats as special personal information, so the calendar does not do it.
Task lists that name the duty behind each step
LetterUp comes with a South African onboarding list and an offboarding list. Each item names the obligation it satisfies, from written particulars and the OHS induction to the UI-19, the notice period, the final pay and leave payout, and the certificate of service. Each is assigned to HR, the line manager or the employee, and dated off the start day or the last day. Edit the lists to match how you work, and a checklist that is already running keeps the steps it started with.
Who is leaving, and what is still outstanding
Anyone with a last day coming up, and what is still open for them: accrued leave owed, company assets not returned, approved claims not yet paid, the offboarding checklist and unsigned documents. It also catches the list nobody makes on purpose, which is people whose last day has already passed while their record is still active, quietly inflating your headcount and your leave liability.
Add five employees and watch the balances appear
That is the first ten minutes of the trial. No card, no phone call, and no import template to fill in before you can start.