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Small company

People, document and process management system “PDVS”

The core of people processes – without Excel sheets and e-mail chains

Employee register, schedules, leave, requests, approvals, business trips, employment documents, internal messages and an AI assistant in one place. Up to 10 employees – the MICRO plan with all MINI and MIDI functions, priced by active users; for a larger team – MINI.

The PDVS sign-in screen

One place for requests and approvals

Leave and other requests are submitted in self-service, the deputy and the manager approve in a chain, and the balance is updated on approval.

Employment documents from templates

Contracts, amendments and termination documents are prepared from DOCX templates, pass the approvals and stay in the employee record.

MINI

Start with the core

MINI goes live first and is the foundation of every other plan – you add modules when you need them.

The approval centre in PDVS

How the system works

Employees and structure

Employees, departments and positions are loaded – permissions and approval chains follow from them.

1step

Requests and schedules

Employees submit requests in self-service, managers approve in one centre, schedules and balances are updated.

2step

Employment documents

Contracts and amendments are prepared from templates, signed and kept in the document history.

3step

Modules in the MINI plan

Functionality

Each tab is one function: on the left what it does and why it helps, on the right a system screen with demo data.

F-01Module M-01 · People managementIncluded from plan MINI

Employee information

Every employee has one record that holds the whole personnel file: personal and contact data, position, department and manager, contract terms, documents, assets, leave balances and action history. Data can be imported from Excel, and inactive employees stay in the archive with their full history.

  • Personal and contact dataName, payroll number, date of birth, identity document, declared and actual address, work and personal contacts, emergency contact, children.
  • Work information and contract termsPosition, department, direct manager and substitute, status (working, probation, dismissed), hire and probation-end dates, FTE, working hours and work location – on site, hybrid or remote.
  • Everything about the employee, in tabsOverview, employment, documents, assets, leave, remote work, requests, schedules, attendance, tasks, consents and history – no searching in other modules.
  • Sensitive data protectedPersonal ID, address, bank account and salary are stored encrypted and shown only to those with permission – others see “Access restricted” instead of the value.
Why it helps
  • Data is entered once – requests, contracts, schedules and reports all use it.
  • Expiring documents (health check, certificates) are colour-flagged and HR receives a daily digest.
  • Employees see their own data in self-service (“My information”) and can submit a request to change it.
More about the module: People management →
System view · demo data

F-02Module M-01 · People managementIncluded from plan MINI

Organisational structure

Departments, positions and reporting lines are described once – from them the system derives every employee's manager, the approval route and the substitutes. The structure is shown as a tree that can be filtered by department, zoomed and printed in A3.

  • Departments and positionsA department hierarchy with groups (shifts, teams); positions reporting to a higher position; position descriptions with versions, manager and director approval and employee acknowledgement.
  • The manager is derived automaticallyAn employee's manager follows from the position hierarchy; if the manager's position is vacant, the nearest occupied one above takes over. When positions or people change, managers are recalculated automatically.
  • Substitution and delegationEach position lists who may substitute for it. When a manager's leave is approved, approval rights pass to the substitute temporarily – automatically, for the stated period.
  • The structure treeEmployee search, department filter, expand and collapse, zoom, a card with contacts and hire date. The “AI organisation tree” suggests reporting links that an administrator reviews and saves.
Why it helps
  • Approvals follow positions, not surnames – when people change, processes need no rewriting.
  • When a manager goes on leave, requests do not stall – the substitute approves them.
  • New employees and managers see the structure immediately and know whom to contact.
More about the module: People management →
System view · demo data

F-03Module M-03 · Employee self-serviceIncluded from plan MINI

Leave requests

The employee picks the leave type, enters the dates and the substitute – the system counts the days, shows the balance after the leave and sends the request for approval. Once approved, the balance is updated, the days are written into the schedule and the absence is passed to payroll.

  • Leave types by company rulesAnnual, unpaid, parent days, paternity and childcare leave, free time – for each type HR sets whether the balance is deducted, whether a substitute is required, whether a day can be split, the quarterly limit and whether an attachment is needed.
  • A form that does the countingStart and end date, substitute, holiday-pay timing (before the leave or with the salary), reason and attachments. The sidebar shows working and calendar days, the balance after the leave and the manager who will approve.
  • The approval sequenceFirst the substitute confirms, then the manager approves, rejects or returns the request with a comment the employee can reply to. Requests still unapproved by their start date are cancelled automatically.
  • What happens on approvalThe balance is deducted, the substitution is activated, the document is registered, the days go into the work schedule, the absence is passed to Vikarina and a signed PDF is generated. On cancellation the balance is restored.
Why it helps
  • No e-mails and no spreadsheets – the status is visible to the employee, the manager and HR.
  • Balances are always right: they change only when leave is approved, cancelled or shortened.
  • An annual leave schedule with Excel import and export and PDF; paper requests are entered by HR as already approved.
More about the module: Employee self-service →
System view · demo data

F-04Module M-03 · Employee self-serviceIncluded from plan MINI

Other requests

Remote work, business trip, certificate, overtime, training, advance, equipment, personal-data change – every request has its own form and approval route. HR switches on the standard requests or builds its own templates with fields and a DOCX document – no programming.

  • Standard requestsSchedule change, overtime, training, leave cancellation, personal-data change, contract termination, tax allowance, birth notification, certificate, advance, tools and equipment, employee ID – HR switches each one on or off.
  • Your own templates in four stepsName and description; form fields (text, date, number, choice, checkbox – reordered by dragging); a DOCX template with {{fields}} from which a PDF is generated; visibility by department, position or employee.
  • An approval route per typeManager only, HR only, manager and director, manager and HR, or HR and manager. A business trip is approved by the manager and the director, remote work by the manager – and it goes straight into the schedule.
  • One approval centreEvery decision – requests, documents, purchases, assets – in one queue for the manager: approve, reject or return for correction. The employee sees the status and the action history; accounting marks what has been entered into other systems.
Why it helps
  • Some requests do the work themselves: overtime goes into the schedule, a data change updates the record, a child is added to the file.
  • Certificates, advances and tax allowance no longer travel by e-mail – they have a status, an owner and a history.
  • A new request type is an HR job, not an IT ticket.
More about the module: Employee self-service →
System view · demo data

F-05Module M-04 · Employment documentsIncluded from plan MINI

Employment contracts and amendments

A contract is prepared from the company template with variables, numbered automatically (e.g. DS-2026-0012), passes approval and is signed with the internal e-signature or by uploading the signed file. The terms are copied to the employee record and amendments take effect on their date.

  • Contract, amendment, terminationContract kinds under Labour Code art. 66, start, end, probation, position, workplace, pay (fixed, hourly, piece-rate), FTE. An amendment shows what changes, before and after; a termination records the grounds, notice, compensation and final settlement.
  • Templates with variablesText from the company template (HTML or Word) or the system template; variables such as contract number, employee, salary in words and the probation clause. After the first signature the PDF is locked and its checksum stored.
  • Approval and signingDraft → list of approvers → employee signature → manager signature → in force. Signing with the internal e-signature (password, time, IP, browser) or by uploading a signed PDF, ADoc or ASiC-E; a qualified e-signature service (Dokobit) connection is in development.
  • Onboarding documentsWork rules, confidentiality undertaking and other mandatory documents are signed in the system with time, IP and browser evidence; until every one is signed the employee is not let into the system.
Why it helps
  • Contract terms are no longer retyped – they are copied to the record and amendments apply automatically on their effective date.
  • The signed document is registered and a copy is e-mailed to the employee.
  • A reminder goes out before a fixed-term contract expires.
More about the module: Employment documents →
System view · demo data

F-06Module M-09 · Working time and attendanceIncluded from plan MINI

Work schedule and timesheet

The schedule is built from shift codes and repeating cycles (e.g. 3+3), approved in versions and becomes the timesheet, approved by the manager, HR and the director. Approved leave, remote work, overtime and sick leave are written into it automatically.

  • Shift codes and cyclesEach code has times, lunch break, hours, a monthly limit and a Vikarina code. The schedule is filled by codes or by the cycle assigned to the employee; a right-click marks overtime or a shortened day.
  • Versions, groups and approvalSchedule versions (V1, V2…), personal schedule groups, filters by department, year, month and version, normal or timesheet view. The timesheet is approved manager → HR → director and then imported into Vikarina.
  • Actual attendancePast days show “on time”, “late”, “left early” and “absent” marks from BioStar 2 door events or Worksober sobriety tests; a “compare with actual” PDF for managers. Sick-leave certificates are imported from XML.
  • The employee sees their scheduleThe department schedule in self-service, the weekly schedule and clock-in / clock-out at the shop-floor kiosk, schedule and attendance tabs on the employee record. Public holidays are managed centrally.
Why it helps
  • One schedule for everyone: the same source for the manager, HR, accounting and the employee.
  • The timesheet is not entered twice – the approved schedule goes straight to payroll.
  • Absences and late arrivals are visible at once, not at month end.
More about the module: Working time and attendance →
System view · demo data

F-07Module M-10 · Business tripsIncluded from plan MINI

Business trips

A four-step request to travel, per diems by country and date for every traveller, approval manager → director, an automatic order with DMS registration and a “K” mark in the schedule, advances for accounting, expenses with receipts and the expense report.

  • Request and per diemsRoute lines with countries, the organiser-paid share, short days at 20 %, a multi-employee request for the manager.
  • Approval and orderManager, director, consent to travel when required; order, DMS, schedule and payroll – automatically.
  • PaymentsAdvance and per diems in “Finance → Payments” with a “Pay by” deadline, the employee's account and a tax-threshold warning.
  • Expenses and expense reportAI receipt reading, ECB rates, manager approval, closing by accounting, a PDF with receipts into the DMS.
Why it helps
  • The system applies the per-diem rules, not the employee.
  • No order to write – it appears on approval.
  • Receipts and the expense report in one file with checksums.
More about the module: Business trips →
System view · demo data

F-08Module M-14 · MessagesIncluded from plan MINI

Messages

Internal messaging where the requests already are: one conversation per pair, broadcasts to everyone or to subordinates with read statistics, photo and PDF attachments, an unread badge on every page.

  • ConversationsAn employee writes to the manager and HR, a manager and HR write to any active employee.
  • BroadcastsA separate thread for every recipient, “read X of Y”, private replies.
  • AttachmentsPhotos and PDF up to 10 MB, up to 5 files per message, pasting from the clipboard.
  • PrivacyOnly participants see a thread and its attachments; another person's thread returns 404 even to the administrator.
Why it helps
  • Reaches employees without e-mail.
  • You see who has read the broadcast.
  • No separate address books – the structure comes from PDVS.
More about the module: Messages →
System view · demo data

F-09Module M-15 · AI assistantIncluded from plan MINI

AI assistant

An in-system chat from the company knowledge base with live settings; when asked it tells the user their own balance, schedule and request statuses, drafts a training course, reads CVs and receipts. The provider is Azure OpenAI, OpenAI or a local company model.

  • Knowledge baseThirty topics on requests, approvals, training, business trips – with company values and menu paths based on permissions.
  • Own dataBalance, schedule, requests – only when asked and only the user's own; no data about other employees.
  • Documents and draftsCVs, receipts, an RFQ e-mail, a training course draft by a strict schema.
  • GovernanceProvider, limits, budget, retention period, token report, connection test.
Why it helps
  • Answers from your rules, not from the internet.
  • The model can run on your own server.
  • Cost and limits are visible in a report.
More about the module: AI assistant →
System view · demo data

Why PDVS

because the first processes must be simple.

For a small team what matters most is that a leave request, a certificate or a contract amendment never has to be hunted down in e-mail. PDVS starts with the few processes that repeat every month.

  • Implementation starts from the organisational structure
  • Self-service for employees from day one
  • Approvals by position, not by surname
  • As you grow – the same data in the MIDI and MAXI plans
MINI 199.00 EURper month, excl. VAT Implementation from 1,500.00 EUR Up to 10 employees – MICRO from 64.90 EUR per month (base plus one active user)
Plans and pricing
  • Requests, approvals and balances in one chain
  • Employment documents with history and signing
  • Schedules and the timesheet without Excel

Next step

From features – to your real process.

The best next step is a short demo built around a process and roles you choose. That way we show not theoretical features but the concrete flow between an employee, a manager and the responsible department.

Book a demo All solutions → Remote · with your own process · no commitment