Which questions does HR get most?
Questions that reach HR are often about actions rather than information: “Where do I request leave?”, “How do I see my payslip?”, “What should I attach to the expense form?”. When the answer is a setting or a form, a written step list with images is the fastest fix.
Which HR processes need a guide?
| Process | Example guides | For whom |
|---|---|---|
| Hiring | Upload personnel documents, identity and bank details form, activate system accounts | New employee |
| Day to day | Request leave, report overtime, request remote work | All employees |
| Pay and benefits | Access payslips, submit an expense form, choose benefits | All employees |
| Managers | Approve leave, complete a performance form, request an open position | Managers |
| HR team | Register a new employee, correct a leave balance, run the offboarding process | HR |
How do you set up HR guides?
- Count employee questions. Find the five questions HR received most in the last months.
- Record a guide for each. The HR specialist who does the task daily should record; if a manager writes from memory, the steps will be wrong.
- Remove employee data from screenshots. HR software is full of names, salaries, ID numbers and bank details.
- Group by audience. Make separate lists for employees, managers and the HR team.
- Publish from one place. Use the same link on the intranet page, in the onboarding list and in reply templates.
- Date policy changes. When leave and benefit rules change, update the guide.
How do you handle personal data in HR guides?
HR systems carry a lot of personal data: names, national ID numbers, salaries, bank accounts, health or leave details. These can appear in guide screenshots. Data protection law such as the GDPR and Turkey’s KVKK asks for processing that is limited to what is necessary and for appropriate security; see redacting sensitive data in screenshots.
- Use a test employee record and sample data where possible.
- Permanently redact remaining personal data before sharing.
- Share HR guides with the company workspace instead of through a public link.
- Know how long the original (raw) screenshots are kept and keep it short unless needed.
What does a leave request guide look like?
The example below shows creating a leave request in a generic HR portal. Use the screen names of your own system; every step has a screenshot beside it.
- Sign in to the HR portal.
- Open the My leave page.
- Click New request.
- Choose the leave type from the Leave type list.
- Enter the start and end dates.
- Pick a cover colleague in the Delegate field. If a delegate is not required, leave it empty.
- Click Submit and wait for the message “Request sent”.
Put a scope note at the top, such as “This guide covers annual leave; for sick leave see the separate guide”, and a tip block on step 6.
How do you build HR guides with Izly?
Most HR processes happen in the web interface of an HR system or portal. You record those steps once with Izly.
- Start the Chrome extension and perform the task on a test record. Each click becomes a step and a screenshot.
- Redact fields such as employee name, ID number and salary by hand; redaction permanently replaces the pixels.
- A workspace admin can turn off public links in the settings and set raw image retention between 0 and 30 days (0 to 7 on the Free plan).
- An admin can also block keyboard capture and forbid recording on chosen domains.
- Share guides only with workspace members; keep separate guide lists for managers and for employees.
Izly is not HR software, but screenshots in a guide can contain employee data, so use the redaction and sharing settings above. Recording is limited to Chrome and to tasks done in the browser. Pricing.
Frequently asked questions
Can HR guides be shared with a public link?
We generally advise against it. Share guides that contain employee data or show internal processes only with workspace members. An admin can also turn public links off in the settings.
Is it a problem to show the payslip screen in a guide?
Not if it uses a test account without real payslip data. Otherwise record on a test record or redact every visible value permanently.
How do HR guides relate to employee onboarding?
The HR items of the onboarding list (personnel documents, leave system, payslip access) each link to a guide. The new hire clicks the item and opens the matching guide.
What should I do when regulations change?
Identify the affected guides, update steps and text, and note the change date. For legal content get an opinion from your HR counsel.
Related pages
Sources
General information, not legal advice.
Record it once and let the guide write itself
With Izly you do the task once in the browser. Clicks and screenshots become a step-by-step guide that you edit and share by link.