Subject access pack
One export of a person's record, documents, leave and case notes, with a search log, "stop the clock" and the one-month timer.
Home Features
The UK HR core, inside Microsoft 365
Everything HRPoint does
One employee record, UK holiday and sickness worked out and explained, approvals, right to work, policies, reviews, hiring, reports and AI agents, in SharePoint and Microsoft Teams. Every feature is in every plan. Optional extras are marked, with what each one needs.
One employee record
Each person has one record across HRPoint, with effective dates: a change is a new dated entry, so the history of a contract, a working pattern or a manager is never overwritten.
- Worker types including employees, workers, apprentices, agency workers, contractors and volunteers
- Employment history, contract terms, working pattern, continuous service date, probation and notice
- Qualifications and certificates with expiry dates, such as first aid or a fire marshal course
- Self-service personal details and custom fields an administrator adds
- Import people from Microsoft Entra (with User.Read.All) or from a CSV file (no permission needed)
- A manager change moves the person's folder permissions the same day
- Each person's place of work on their record, used by report filters, Find help ("first aider in Leeds today") and certificate cover by place
Who sees what
A person sees their own record. A manager sees the people who report to them. HR sees everyone. Sensitive detail, such as a diagnosis or right to work copies, lives on the Records site that only HR can open.
This privacy comes from SharePoint permissions that setup applies to sites, lists and folders. Site owners and SharePoint administrators can read everything on a site.
Leave and holiday
HRPoint works out each balance from the rules, the person's employment and their approved requests, every time it is read, so there is no monthly job to run and nothing to fall out of step.
- Days or hours, half days, pro-rata for part-timers and part-year starters and leavers
- 5.6 weeks capped at 28 days, with separate buckets for the regulation 13 and 13A elements
- 12.07 percent accrual and rolled-up holiday pay for irregular-hours and part-year workers, in Great Britain
- Bank holidays for England and Wales, Scotland and Northern Ireland from the GOV.UK feed, pro-rata so part-timers never lose leave for a holiday on a day they do not work
- Carry-over by reason with expiry, and time off in lieu in hours
- Approval chains by leave type and department, with delegates
- Agency workers' time away is recorded so the team can plan; their holiday entitlement and holiday pay come from their agency
Explain my balance
Anyone can open their balance and see how it was worked out: entitlement, pro-rata, bank holidays, taken, booked and carry-over with its expiry date.
The team calendar
A team calendar, and "who else is off" on every request before it is sent.
Six years of holiday records
Each leave year closes into a ledger that can only be added to, with a hash chain that shows if an entry was changed, and exports six years of records.
Sickness and family leave
- Absence notification by the person or their manager, self-certification and fit note tracking
- Return-to-work forms
- Statutory Sick Pay from the first day of sickness, at the weekly rate or 80 percent of average weekly earnings, whichever is lower, with linked periods
- Maternity, paternity (from day one, with a separate pay check), adoption, shared parental, unpaid parental, Bereaved Partners' Paternity Leave in Great Britain, and bereavement including pregnancy loss
Dates for managers, detail for HR
A manager sees the dates and the category of an absence, never a diagnosis or a reason. That detail stays on the HR-only Records site.
The Bradford factor is off
It is available only if HR switches it on. Absences flagged as disability-related or pregnancy-related are left out, and the score is shown only as a prompt for a human review, never as an automatic warning.
Starters, changes and leavers on the record
- Start and leaving dates, changes of role, manager or hours, all dated on the person's record
- Holiday owed or overtaken on leaving, from the same ledger
- Probation dates with a review prompt, and service alerts at five and six months
- Statutory notice counted when working out length of service, for the six-month unfair dismissal qualifying period from 1 January 2027
- A prompt to pass on any AI agent a leaver sponsors
Journeys and checklists
HRPoint keeps the record. Task checklists for joiners, movers and leavers are what OnboardPoint does: when both are installed, HRPoint hands each starter and leaver over once and shows the journey's progress.
Right to work
- Check records with the type of check, the date and who checked
- Copies kept in a library where they cannot be edited, only replaced by a new check, ready for the retention label your organisation publishes
- Follow-up reminders before time-limited permission ends
- Deletion scheduled for two years after employment ends
- Fields for a certified digital identity provider's report, and for every worker type
Who does the check
HRPoint records and organises right to work checks. The checks themselves are done by you, or by a certified provider for digital checks.
Policies everyone reads
- A policy library with versions, each aimed at the Microsoft Entra groups it applies to
- Mandatory reads for everyone or a group, with reminders
- A new version asks again; one export shows each person's history
- Drafts and retired policies sit in a folder only HR can open
- Evidence for the duty to prevent sexual harassment: policy acknowledgements and training records
- My Documents for each person
Tied to the exact version
Each acknowledgement records the person, the policy, its version and a fingerprint of the exact file they read, in one list shared with OnboardPoint when both are installed.
Home, approvals and self-service
A personal home shows the balance, the next holiday, approvals, who is out, new starters and the policies to read. Managers get a view of their team; HR gets a dashboard of headcount by worker type, absence rate, holiday liability, probations and right to work follow-ups.
Every approval keeps a separate decision record for each step, checked again whenever the request is read. Approval emails are prepared for the approver to send from their own mail app, or sent from the person's own mailbox when an administrator approves the Messages add-on.
Quiet by default
In-app first, one prepared email at most, and nothing that cannot be switched off.
Objectives, one-to-ones and reviews
- Objectives for each half year, with up to five key results and check-ins. The person and their line manager change them; managers above can read them
- One-to-ones between a person and their line manager, with a shared agenda, actions and notes. Actions not done and topics not discussed carry forward to the next meeting
- A private note beside each meeting, in a list of its own, so the other person cannot open it
- "Schedule it in Teams" opens Teams' own new meeting form with both people invited
- Review cycles with self, manager and optional peer reviews, from templates HR can change before a cycle opens, and a calibration view for HR
No AI ratings
Nothing in a review is rated by AI. A rating is a word from the cycle's own scale, chosen by a person, with no default and nothing worked out from objectives. A cycle can have no scale at all, and peers never rate.
AI drafts
Review summaries and job adverts drafted from evidence the person may read, every point cited, labelled AI draft and used only after a person edits and confirms them. Never a rating. How AI drafts work
Learning and certificates
- Courses and certificates that HR assigns to everyone or a department. People record completions and HR checks a certificate before it counts
- My learning, a team view for line managers, and a matrix of the most used courses for HR
- Renewal reminders from 60 days before a certificate ends, on the person's Home, their manager's view and HR's renewals list
Tied to Find help
A checked first aid certificate makes its holder a first aider in Find help until its last valid day. The day after, they drop out of "first aider" results.
Flexible working requests
- Requests, from the first day of work in Great Britain, with the applications in the last 12 months counted and the decision period worked out
- Agree, agree a changed arrangement, refuse, or return an application as incomplete
- A person's own requests, their team's for a manager and those waiting for HR, through the same approvals as leave
- Rule tables for Great Britain and for Northern Ireland, which has its own process
Reasoned decisions
A refusal cannot be saved without a ground from the permitted statutory list, the day you consulted and an explanation. The decision record keeps them.
Hiring lite
- Requisitions with interview criteria, approved by an HR admin
- Structured scorecards: a four-step evidence scale and written evidence for every criterion, side by side, criterion by criterion
- Offer letters from HRPoint's UK template or your own, as a Word file
- An accepted offer creates the employee record with no retyping
- Candidate records removed 12 months after the decision, on the HR-only Records site
No AI screening
HRPoint never screens, ranks, sorts or adds up candidates. They stay in the order they applied, and your panel decides. An AI draft of a job advert comes with Equality Act word prompts and is used only after a person edits and confirms it.
Gender pay gap pack
For employers of 250 or more. Fill in HRPoint's template from payroll, and the pack works out the six measures and the pay quarters, with its workings and sources in one workbook.
- Figures come from your payroll extract, because the measures need pay actually paid. HRPoint has no payroll engine
- Snapshots and extracts stay on the HR-only Records site
Action plans
A gender equality and menopause action plan tracker for employers of 250 or more: actions, owners and review dates, exported as a plan ready to publish.
Reports and payroll export
- Absence rate, holiday liability, headcount, turnover, starters and leavers
- Excel (XLSX) and CSV exports that match the totals on screen and follow each person's permissions
- Payroll export files: starters, leavers, Statutory Sick Pay, unpaid leave and holiday pay due
People only
AI agents are never counted as people: not in people figures, calendars, payroll exports or your plan's count.
Ask a question in plain language
Managers and HR can type "sickness absence rate by department last 12 months" under Insights, and HRPoint matches the words to its own reports. There is no AI model and nothing is sent anywhere, so the same question gives the same numbers twice.
- Show the query: how each word was read, which words were not used, and the report, period, filters and split it became
- Where a phrase has two meanings, such as "last year", it asks you to choose and never guesses
- A manager's question only ever covers their own team, whatever the wording. Questions about pay, equality data, diagnoses, rankings or one person by name are refused
- A chart, the table with totals, saved questions, and Excel with a sheet that records the query
Task and skills gap report
For HR, across people and AI agents: which tasks people look for and find no route to, and which places of work lack a valid certificate.
- The most-searched Find help tasks, unmet first
- Certificate cover by place of work: no cover, all expire soon, or covered
- Each line offers "Request an agent" or "Plan training"
- Counts only: never a name and never the words typed. An HR admin can switch the search counts off
Equality monitoring
- Off until an HR admin switches it on
- Voluntary: every question has "Prefer not to say" and can be left blank, and a person can change or withdraw their answers at any time
- Age group, sex, gender identity, sexual orientation, ethnic group, religion or belief, disability and caring
- Reports are counts of groups only, for the organisation or by department, place of work or worker type
- Small groups are suppressed: any group under 10 people is hidden, with any count that would let a hidden one be worked out
Who can read the answers
Each person reads their own. Only people in the HRPoint Equality Data group can see the counts; HR admins, the HR team and managers cannot read anyone's answers, and no report shows one.
Site owners of the Workspace site can open every list on it, as with all HRPoint data: this is privacy by configuration, not encryption.
Subject access, retention, cases and health checks
Retention and legal hold
An editable schedule for each kind of record, legal holds, and deletion that HR runs and that writes a certificate.
Inspection pack
The holiday ledger, Statutory Sick Pay and leave records in one export for a Fair Work Agency inspection.
Confidential cases
Grievance, disciplinary and harassment reports, including third-party incidents, with a confidential reporting form and timelines aware of the tribunal time limit. A case opens only to its named handlers and the site owners; a reporter sees only their own report's status.
Permission health
A read-only check of who can see each HR store, alerts on broad sharing with the exact fix, whether each list stays out of search, and a Copilot readiness checklist.
An audit log for HR
HRPoint Audit records what administrators and HR do, and only they can open it. Other people's actions are evidenced by SharePoint versioning and decision records.
AI agents and Find help
Agent records with a purpose, what each agent will not do, the tasks it can help with, a sponsor, an owner and an escalation contact. "Find help for a task" searches people and AI agents together and offers "Request an agent" when nothing fits. An AI agents register page lets everyone see which agents are in use.
- Sources bring in the agents you already have, into Pending review: nothing goes live until its sponsor completes the record and an HR admin publishes it
- Monthly usage and cost snapshots, kept beyond Microsoft's 30 days, from a report file an admin gives. Totals per AI agent only
- Agent ratings with a total after five, and a staff consultation pack. Agent ratings never rate people
No scoring of people
HRPoint has no hosted AI model. It never scores, ranks or profiles people, and never uses how people use agents to judge them.
Where people already work
Four places, one app
A SharePoint web part on a page, a SharePoint full-page app, a Microsoft Teams personal app and a Microsoft Teams tab, from one package.
Themes and access
Light, dark and high-contrast themes that follow SharePoint and Teams, Fluent UI line icons, keyboard access and a target of WCAG 2.2 AA.
Help where you need it
A help panel and guided tour inside the app, and a "Law watch" card that lists UK employment law changes by date.
Viva Connections card
One HRPoint card for your Viva Connections dashboard, with five views: my balance, approvals, who is out, new starters and policies to read. It shows the same data as HRPoint's Home.
Outlook, where consented
Optional: approved leave as a calendar entry and automatic replies for the leave dates, in the person's own mailbox. It needs the Messages add-on's permissions, each part stays off until an HR admin switches it on, and Outlook updates when the person next opens HRPoint or presses Update Outlook now.
Shifts mirror
Optional, outside the package: an admin tool that shows HRPoint's away days in a team's Microsoft Teams Shifts as time off, dates only, never why. It starts as a dry run.
Optional extras, and what each one needs
HRPoint works fully without any of these. Those outside the package are not part of the HRPoint app or its Microsoft Marketplace offer: you run them, on app registrations you create and consent to. The security page says what each one reads and writes.
| Extra | What it adds | What it needs | Where it sits |
|---|---|---|---|
| Standard tier | Import and refresh people from Microsoft Entra, notice joiners and leavers, find agent users | User.Read.All, approved by a Global Administrator | In the package |
| Messages add-on | Approval emails from a person's own mailbox, Outlook calendar entries and automatic replies | Mail.Send, Calendars.ReadWrite and MailboxSettings.ReadWrite, approved by a Global Administrator, and an HR admin's switch | In the package |
| Viva Connections card | The HRPoint card on your dashboard | A Viva Connections dashboard | In the package |
| Power Automate templates | Approval cards, an approvals digest and who is out today in Teams | Power Automate on a flow owner's connections, and the outbox switch in Settings, Notifications | Outside the package |
| HRPoint Policies AI agent | Cited answers from your published HR policies in Microsoft 365 Copilot | Microsoft 365 Copilot licences, and an administrator who uploads a custom app | Outside the package |
| HRPoint Automations service | The agent's actions: my leave, who is out, prepare a leave request | The agent, your own hosting, an app registration with an administrator's consent, and an OAuth registration | Outside the package |
| People connector | Job title, department and place of work on the Microsoft 365 profile card, in people search and for Copilot. Only fields marked "everyone may see" | An app registration with an administrator's consent, run from an administrator's computer. Microsoft makes this data visible to everyone in your organisation | Outside the package |
| Shifts mirror | Away days as time off in a team's Shifts | Microsoft Teams Shifts, an app registration with an administrator's consent, run from an administrator's computer | Outside the package |
| Entra sync admin tool | Start and leaving dates, employee ID and type, department, job title and manager written to cloud-mastered Microsoft Entra accounts | An app registration with an administrator's consent, run from an administrator's computer | Outside the package |
UK rules, dated and sourced
Statutory rates and dates live in versioned rule tables, each with the date it takes effect and its source on GOV.UK or legislation.gov.uk. A change in the law is a new version, so a calculation for any day uses the rule of that day, and the tables are tested against published examples.
Covered at release: holiday entitlement and accrual, Statutory Sick Pay from day one, six-year holiday records, family leave, flexible working, the gender pay gap measures, statutory notice and the unfair dismissal qualifying period.
HRPoint follows UK law, with Northern Ireland's differences for qualifying periods, notice and family leave. Northern Ireland has no irregular-hours accrual method and no Bereaved Partners' Paternity Leave, and for its parental bereavement pay earnings window HRPoint says to work it out by hand.
Not legal advice
HRPoint works out entitlements from published rules and your settings, and shows its working. Decisions stay with you and your advisers.
What HRPoint does not do
- No payroll engine: it prepares export files for your payroll provider or software.
- No benefits administration and no HR advice service.
- No expense claims or receipt scanning.
- No time tracking, attendance clocking or timesheets.
- No general task manager, and no org chart: that is DirectoryPoint.
- No onboarding checklists or journeys inside HRPoint: that is OnboardPoint.
- No desk or room booking. Find help has a "Book a desk or room" task, which can point people to the person or AI agent you record for it.
- No AI screening or ranking of candidates, and no rating of people by AI. Agent ratings never rate people.
- No hosted AI model, and no scoring, ranking or emotion reading of people.
HRPoint at work
Screens of HRPoint 1.0.0 with the fictional Demo company.
Works on its own, and with the rest of the Point family
HRPoint needs nothing else. If you also use these products from Apps 365 Ltd, HRPoint finds them and works with them.
OnboardPoint
Joiner, mover and leaver journeys with tasks and checklists. When both are installed, HRPoint hands each starter and leaver to OnboardPoint and keeps the record; date changes from OnboardPoint wait for HR to confirm them. onboardpoint.com
DirectoryPoint
The people and AI agents directory, profiles and org chart. HRPoint and DirectoryPoint share one AI agents register and one list of tasks, so an agent is recorded once. HRPoint is 20 percent off when you buy both. directorypoint.app
Try every feature free for 14 days
Every new HRPoint set-up includes a 14-day trial of every feature. It starts by itself when the setup wizard finishes, with no key and no form. No extra Microsoft 365 permissions are needed to start.