Frequently Asked Questions

Are the HR documents provided with the HotlinkHR™ software specific to each state and industry?

All documents, forms, and processes are specific to the state and industry of the client. Additionally, custom company documents may be added.

How long does it take learn to use HotlinkHR™?

HotlinkHR™ is incredibly intuitive. Initial training typically takes less than an hour for managers and employees and one to three hours for the HR administrators. There are online tutorials for most functions in HotlinkHR™, as well as screen tips, process prompts, and “more info” icons throughout the program. If you ever need additional training, it may be scheduled with a live online trainer for no additional charge.

Can I choose to use only part of the HotlinkHR™ program?

HotlinkHR™ is a monthly subscription that allows you to use as much or as little of HotlinkHR™ as you desire. Functions that you do not wish to use can generally be turned off so they do not appear on the user screen. Many companies start by using the functions most critical to them, and increase their use of additional features over time.

Does HotlinkHR™ provide email notifications for tasks that are due?

There are optional email notifications for the Administrative Action Bulletins, New Applications, and Due/Overdue Activities. The notifications are consolidated into a single daily email for employees selected for email notifications. An email is sent only when notification is needed.

What software is needed to run HotlinkHR™?

The employment application can be submitted from essentially any computer connected to the internet. The management program requires Microsoft Internet Explorer 6 or greater, running on Microsoft Windows 95 or newer. The only other program that is required is Adobe Reader 6 or greater, in order to read Adobe PDF files. Adobe Reader is a free program that will automatically load from www.adobe.com as part of the HotlinkHR™ installation.

What happens if my computer crashes?

HotlinkHR™ is entirely web-based and runs totally on our servers. Therefore, no data will be lost from HotlinkHR™ data if your computer crashes. If your workstation is not working, you can log onto HotlinkHR™ from another computer.

How do job applicants apply online to my company using HotlinkHR™?

The online application is linked to your company’s home page. Applicants can apply from essentially any computer connected to the internet. You can also set up a designated computer at your company location and applications can apply on the site.

Is the employment application customizable?

HotlinkHR™ provides industry and state specific employment applications that are completely customizable upon request by the customer. Consultation with competent employment legal counsel is strongly recommended if a company wishes to change the employment application.

Does HotlinkHR™ provide complete applicant tracking?

HotlinkHR™ includes complete applicant tracking, including an automated requisitions for approval to fill positions, online applications, prescreening of applicant requirements by position, automatic audit of applications for red flags pertaining to applicant information, and multi-level interviews as well as automatic interview scheduling of qualified applicants. HotlinkHR™ automates the entire hiring process, including conditional offer letters, pay plans, job descriptions, authorization for screening, and completed background reports.

Can I have custom documents posted in HotlinkHR™?

Custom documents may be posted for viewing, printing, and, if desired, electronic signing. Custom documents may be posted as policies, handbooks, new hire documents, guides, or forms.

Can I customize the job descriptions?

Job descriptions follow a standard format that is highly customizable. HotlinkHR™ includes position-specific templates for most industries that can assist your development of high-value job descriptions.

Can I customize the pay plans?

The pay plans are fully customizable. Current pay plans that you have in Microsoft Word may also be easily imported.

How long is my company HR information stored in HotlinkHR™?

The data is stored indefinitely. Data is continuously mirrored and then separately backed up.

How does HotlinkHR™ restrict access to the information contained on the system?

Access to the Information and functions in HotlinkHR are controlled by an employee’s assigned role and the access level that has been assigned to them by the company’s HotlinkHR™ system administrator. Access to sensitive data should be tightly controlled by the company assigned administrator.

Is there an extra charge for technical support?

Unlike many software packages, unlimited technical support is included in the base package. You may contact technical support by email or telephone.

What are the technical support hours?

Live phone support is available during our business hours of 6 a.m. to 5 p.m. Pacific time, Monday through Friday excluding U.S. holidays. A voicemail message or email may be submitted anytime. Technical support requests submitted outside of business hours may not be answered until the next business day.

What training modules are included in HotlinkHR™?

HotlinkHR™ provides standard employee and manager training courses. Examples are: Anti-Harassment for Managers (English and Spanish), Anti-Harassment for Employees (English and Spanish), Sexual Harassment Prevention for Managers (English), Customer information Security for Managers (English and Spanish), Customer information Security for Employees (English and Spanish), How to Interview Applicants (English) , and Sexual Harassment Sensitivity (English).

Additional industry specific training includes the following courses: IRS Section 8300 (English) and Red Flag Rules. Safety training and HAZMAT Training is also available through KPA's EHS programs.

Complete online training tutorials are available on HotlinkHR™ program functions.

What happens if I need additional training for an employee or want a refresher of the HotlinkHR™ functions?

Additional training may be scheduled with a live online trainer at anytime for no additional charge. There are online tutorials for most functions in HotlinkHR™ as well as screen tips, process prompts, and “more info” icons throughout the program.

What is the additional charge for the HR Advice service?

There is no additional charge for the HR Advice function.

Are there restrictions on the use of the HR advice service?

There are no restrictions on the use of the advice service, which provides general HR guidance. Many clients consider this one of the most valuable services, saving them the cost of classes or legal counsel for general questions. This service does not provide legal representation, which requires the hiring of a law firm.

Does HotlinkHR™ provide legal advice?

HotlinkHR™ is not a provider of legal services. HotlinkHR™ is intended to be an automated tool to assist legal compliance and should not be used as a substitute for obtaining legal advice from counsel. If a company requires legal representation, it should contact labor and employment legal counsel that is licensed within their state. The law firms of Fine, Boggs & Perkins, LLP and Ford & Harrison LLP are affiliated with HotlinkHR and may be engaged to represent HotlinkHR™ clients.