Online onboarding packs
Personal details, bank, super choice and TFN declarations, contracts and policies completed on any phone before day one.
HR consultant software: onboarding, policies & client portals
HR consultants: every new starter signed off before day one. Policies acknowledged, records kept.
Onboarding packs go out as six email attachments, policies come back signed on paper (or don't come back at all) and employee records are spread across your inbox, the client's shared drive and a filing cabinet in their back office. We build onboarding, policy, casework and client portal systems for HR consultants, then we host them and look after them.
Looking for employee onboarding and policy software built for HR consultancies?
An HR consultancy is really a dozen HR departments run from one desk. Every client has its own award, its own contracts, its own policy manual and its own idea of what an induction looks like. Most HR software is built for one employer managing its own staff, so consultants end up juggling a different login per client, Word templates with last year's name still in them and a spreadsheet tracking who has signed what.
Wollopit builds custom HR consultancy software around how you actually work across clients. Each client business gets its own portal with its own policies, packs and branding. New starters complete everything online and sign before day one. Policy updates go out for re-acknowledgement and chase themselves. Case notes, retainer hours and records live in one secure place you control. We connect the tools you already like, like Employment Hero, Xero and DocuSign, then host and look after the lot.
01The problems
What we hear from HR consultants
Does your HR consultancy have these problems? Here's how we'd fix them.
Most HR consultants we talk to are brilliant with people and run their practice on email, Word templates and memory. It holds up fine until a client calls about an unfair dismissal claim and asks for the signed policy.
- The problemOnboarding packs sent as attachmentsSix PDFs go out by email, half come back unsigned and the tax file number form arrives as a blurry phone photo.How we fix itOnline onboarding packs new starters complete on their phone, with every form validated before they can hit submit.
- The problemPolicy sign-offs on paperSigned acknowledgements live in a manila folder at the client's office. When you need one, nobody can find it.How we fix itDigital acknowledgements with a time stamp, the exact policy version and a record you can pull up in seconds.
- The problemEvery client wants something differentDifferent awards, different contracts, different logos. One generic system means constant workarounds.How we fix itA separate portal per client business with its own policies, packs, branding and contacts.
- The problemEmployee records everywhereContracts in your inbox, licences in the client's drive and performance notes in a notebook.How we fix itOne secure employee record per person, with documents, history and notes visible only to the right people.
- The problemPolicy updates nobody re-signsYou rewrite the bullying and harassment policy, email it out and have no idea who actually read it.How we fix itPublish the new version and it goes out for re-acknowledgement automatically, with reminders until everyone has signed.
- The problemInductions done differently every timeOne site manager runs a full WHS induction, another hands over a hi-vis vest and says good luck.How we fix itInduction checklists per role and site so every starter gets the same induction and the sign-off proves it.
- The problemMandatory statements forgottenThe Fair Work Information Statement or Casual Employment Information Statement didn't get sent and nobody noticed.How we fix itRequired statements built into each pack by employment type so they're always issued and recorded.
- The problemContracts from old Word templatesCopy last client's contract, find and replace the name and hope the award and pay rate got changed too.How we fix itContract templates with merge fields per client and role, so the right award, rate and clauses go in every time.
- The problemProbation and review dates slipProbation ends quietly, reviews get missed and a client ends up with a problem they can't easily fix.How we fix itAutomatic reminders for probation ends, reviews, contract renewals and expiring licences or checks.
- The problemCasework buried in email threadsA grievance or investigation lives across forty emails, two phone notes and a Teams chat.How we fix itA confidential case file per matter with timeline, interview notes, documents and outcome letters in one place.
- The problemRetainer hours tracked on a hunchClients on monthly retainers ask how many hours are left and you dig through your calendar to work it out.How we fix itRetainer and time tracking per client with live balances and invoices that flow straight into Xero or MYOB.
- The problemClient requests by phone and textRequests to draft a warning letter or check an award arrive at all hours with no record of who asked for what.How we fix itA request form in each client portal that logs, prioritises and tracks every job through to done.
02What we build
Solutions
What we build for HR consultants. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Policy library & acknowledgements
Version-controlled policies per client with tracked sign-offs, re-acknowledgement campaigns and reminders.
Client portals
A branded portal for each client business with its own staff, documents, requests and reports.
Employee records
Secure records per employee with contracts, licences, checks, history and confidential notes.
Contract & letter templates
Employment contracts, offer letters, warnings and termination letters generated from merge fields per client.
Induction checklists
Role and site based inductions with WHS sign-offs, training records and manager confirmation.
Compliance reminders
Probation ends, reviews, visa conditions, licence expiries and police or working with children checks flagged early.
Casework & investigations
Confidential files for grievances, investigations and performance matters with timelines and outcome letters.
Performance reviews
Review templates, self-assessments, manager notes and goals tracked through the year.
Offboarding
Resignation and termination checklists, return of property, exit surveys and final sign-offs.
Retainers & time tracking
Hours per client against retainer, live balances and invoices sent straight to Xero or MYOB.
Client request inbox
Every client request logged, assigned and tracked so nothing gets lost in your phone.
Reporting for clients
Headcount, turnover, outstanding sign-offs and compliance gaps in a monthly report that builds itself.
A website that wins work
Hand-built, quick on mobile, with booking and enquiry forms, built to rank for 'HR consultant' and your region.
03The systems
The big ones
Your whole practice, on one system.
These are the systems HR consultants ask us about most. Each one works on its own and they get properly useful when they're joined up.
Employee onboarding
New starters sorted before they walk in the door.
Set up a starter in a minute and they get a link to their onboarding pack. Personal details, bank and super, contract, policies and required statements all completed and signed on their phone. You and the client see exactly what's done and what's outstanding.
- Packs built per client and role
- Mobile-friendly forms with validation
- Contracts signed online
- Fair Work statements by employment type
- Super choice and TFN declaration steps
- ID, licence and certificate uploads
- Automatic reminders for unfinished packs
- Manager induction checklist
- Pushes to Employment Hero or Xero Payroll
- Complete record filed on submit
Policies & sign-offs
Every policy acknowledged. Every version on record.
Keep each client's policy manual in one place with proper version control. Publish an update and the right staff are asked to read and acknowledge it, with reminders until they do. When a dispute lands you can show who signed which version and when.
- Policy library per client
- Version history with change notes
- Assign policies by role or site
- Read and acknowledge on any device
- Time-stamped sign-off records
- Automatic chasers for stragglers
- Re-acknowledgement on update
- Master templates you reuse across clients
- Outstanding sign-off reports
- Export a signed record in seconds
Client portals
A branded HR department for every client.
Each client business logs in to its own portal with its own branding, staff list, policies and documents. Owners and managers can lodge requests, check sign-off status and grab what they need without ringing you. You see every client from one dashboard.
- Separate portal per client business
- Client logo and colours
- Owner, manager and staff logins
- Staff list and employee records
- Request form for new jobs
- Document library and templates
- Sign-off and compliance status
- Monthly report on demand
- One dashboard across all clients
- Access controls on confidential files
Casework & compliance
Investigations and reminders, off your inbox.
Every grievance, investigation or performance matter gets a confidential file with a timeline, interview notes, evidence and outcome letters. Alongside it, compliance reminders flag probation ends, reviews and expiring checks before they become a client's problem.
- Confidential case files per matter
- Timeline of every step
- Interview notes and evidence uploads
- Outcome and warning letter templates
- Restricted access by person
- Probation end reminders
- Review and contract renewal dates
- Licence and check expiry alerts
- Visa condition reminders
- Client-ready case summaries
Retainers & billing
Know every hour. Bill without the digging.
Log time against each client and matter as you go, from your phone or desk. Retainer clients see their balance in their portal and invoices land in Xero or MYOB at month end without retyping a thing.
- Time logging per client and matter
- Retainer balances in real time
- Over-retainer alerts
- Fixed-fee and hourly jobs
- Client-visible hour balances
- Invoices to Xero or MYOB
- Card payments through Stripe
- Month-end billing in one click
- Work in progress reports
- Profitability per client
04How it changes
Before and after
A new starter, wolloped.
Here's how onboarding a client's new hire could change. Every practice is different, so we map yours first.
Before
- Client texts that someone starts Monday
- Copy an old contract and find and replace the name
- Email six attachments and hope they come back
- Chase the missing TFN form on Friday afternoon
- Policies signed on paper and left at the client's office
- Nobody can find the signed copy six months later
After
- Client adds the starter in their portal
- The contract builds itself with the right award and rate
- The starter completes their pack on their phone
- Reminders chase anything unfinished automatically
- Policies acknowledged and time-stamped online
- The full record is on file the moment they submit
05Services
Everything under one roof
Software, websites and systems for HR consultants.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for HR consultants
Built around how your HR consultancy actually runs: online onboarding packs, policy library & acknowledgements and the admin in between, in one system you own.
Websites for HR consultants
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
HR consultancy system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for HR consultants
Client portals and employee records: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Employment Hero, Xero and Xero Payroll so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your HR consultancy, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you and your clients rely on, work alongside HR platforms you're happy with or replace the ones holding you back.
- Employment Hero
- Xero
- Xero Payroll
- MYOB
- Microsoft 365
- Microsoft Teams
- SharePoint
- Google Workspace
- DocuSign
- Adobe Acrobat Sign
- Calendly
- Zoom
- Stripe
- HubSpot
- Mailchimp
- Deputy
- Tanda
- Dropbox
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your HR consultancy: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with you and a client or two, follow a new starter and a policy update end to end, then work out what's really eating your week.
- 02
Archi-tech
We plan it before writing code: your clients, packs, policies, records, privacy and access rules, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually onboarding packs or sign-offs first, so you get a win with your next new starter.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things HR consultants ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can each client business have its own policies and branding?
Yes. Each client portal has its own policies, packs, documents, logo and colours. You can also keep master templates and roll them out to as many clients as you like.
Can we prove who signed which version of a policy?
Yes. Every acknowledgement records the person, the exact policy version and the date and time. You can pull up or export the record in seconds.
Is employee information kept secure?
Yes. Access is locked down by client and by role, confidential files like investigations are restricted to named people and everything is hosted on our own managed servers. We'll talk through your privacy obligations in the planning stage.
Do we have to switch from Employment Hero or our current tools?
No. If Employment Hero, Xero Payroll or DocuSign is doing its job, we build around it and connect to it. If something is holding you back, we'll show you what replacing it would involve before anything changes.
Can our clients log in themselves?
Yes. Owners and managers get their own logins to add starters, lodge requests, check sign-offs and view reports. Staff only see their own pack and policies.
How much does an HR consultancy system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online onboarding packs or a policy sign-off tool can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most HR consultants we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a HR consultancy problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.