For HR and personnel

Clean processes for the external workforce. From onboarding to offboarding.

Pactos makes the headcount of external workers visible, keeps qualifications and records audit-proof and reports deadlines before they expire.

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Everyday reality The modules What changes Frequently asked questions

Companies that run their external workforce with Pactos

Vaillantunique PersonalserviceVolvoKNUTH WerkzeugmaschinenNoerpel GruppeHive TechnologiesManpowerSCS Supply Chain StaffingBürgerTalent Spring Expertum
Everyday reality

Five points where HR loses its grip

  1. Headcount unclear
  2. Process chaos
  3. Equal Pay
  4. records missing
  5. Co-determination
Without Pactos

The headcount of external workers is not fully known

External workers are requested by the department and sent by the provider. A complete list with person, provider, site and assignment duration exists nowhere.

With Pactos

A headcount that is right

For every assignment you see directly who is working, through which provider, at which site and for what period. Arrivals and departures are in the system too and do not have to be hunted for in old emails.

Without Pactos

Requesting and extending works differently in every area

Requesting, briefing, extending and ending run differently in every area. HR sets standards that only partly land, and notices deviations only case by case.

With Pactos

One sequence for every area

Templates fit the respective role, approvals follow clear stages, and extensions or terminations are documented directly. That way the standard becomes the easiest route and not the exception.

Without Pactos

Equal Pay only surfaces with the back payment

After nine months the entitlement to equal pay applies. Anyone who has to keep the date per person and per hirer in their head will eventually miss it, and the back payment comes later.

With Pactos

The deadline runs along in the system

Equal Pay and the maximum assignment period are tracked automatically for every person and every hirer. When a deadline is coming up you are told in good time, not at the next audit.

Without Pactos

Records sit with the provider

Temporary staffing licenses, clearance certificates, qualifications and safety instructions arrive on request, by email, in different formats. In an audit, though, it is the complete history that counts.

With Pactos

Records come from the source

Pactos obtains clearance certificates directly from health insurances and professional associations, and the temporary staffing license is checked to the day. Filed with versioning, available at any time.

Without Pactos

Information for the works council is compiled by hand

Number of external workers, assignment duration, sites, providers: questions from co-determination require an analysis that is put together by hand every time.

With Pactos

The analysis is a query

Headcount, duration and distribution per site and provider at the push of a button. The same basis for the monthly report and for the conversation with the body.

Your area of responsibility

Four tasks that end up with HR

With an external workforce, HR carries many obligations even though the demand arises elsewhere. For that to work you need a clear overview of every assignment and one consistent process.

Onboarding and offboarding

RequirementBriefingAccessTermination

A clear process for joining and leaving, including access, badges and returns.

What matters

That access ends on the last day, and that there is a documented step for it.

Deadlines and entitlements

Equal Paymaximum assignment periodExtensionInterruption

The statutory clocks per person and per hirer, with interruptions and resumptions.

What matters

A warning with lead time, per person, and a history that evidences the sequence.

Qualification and suitability

Professional certificateCriminal record certificateSafety instructionHealth screening

Records that must be in place before the first assignment, differing by role.

What matters

Define the requirements once and then have them requested automatically, instead of asking case by case.

Co-determination and reporting

Works councilMonthly reportHeadcountAssignment duration

Being able to answer to bodies, management and auditors.

What matters

That the figures come from one source and are not recreated every time.

The modules HR works with

Every module is part of the standard. These six affect HR most directly. Each one leads to the full description.

Compliance check Temporary staffing license to the day, clearance certificates straight from health funds and professional associations. Timesheets Captured times per person and assignment: the basis for deadlines, entitlements and reports. Requests and guided buying Request, approval stages and extension as a documented sequence instead of an email chain. Analytics Analyze headcount, assignment duration and distribution per site and provider. Shift planning See where external workers are scheduled before the assignment begins. Billing and invoice verification Trace what was billed per person and period.
The view from the Pactos platform for the highlighted module.
The view from the Pactos platform for the module highlighted at the time.

The decision does not rest on you alone

The external workforce touches several areas at once. Each has a different view of the process and different day-to-day requirements.

Procurement

Overview and cost control

An overview of every provider, solid costs and a process that runs the same way across every site.

 Operations

Shifts and times

Fill open shifts faster, capture hours digitally, check records before the gate.

 Finance

Invoices and costs

Check consolidated invoices against order and record, analyze costs per cost center.

Four things that run differently after the rollout

The headcount is known

Who works through which provider at which site sits in one place. The question of how many external workers there are is a query, not a research project.

Deadlines are reported

Equal Pay and the maximum assignment period are tracked automatically for every person. Before a deadline is reached, the responsible person is informed in good time.

Records are requested automatically

Requirements are defined once; after that the system requests and checks them. Chasing by email disappears.

Able to answer without special effort

For the works council, management and auditors the report comes from the same data basis. No gathering exercise and no argument about versions.

What customers achieve with Pactos

70 % less administrative work in the processes around the external workforce.
25 % less effort in candidate management thanks to pre-selection, duplicate checking and scheduling.
> 5.000 staffing providers in the network, for when a role cannot be filled through your regular vendor.
FAQ

The questions from HR

Does the rollout need the works council's agreement?
A system that allows performance or behavior to be monitored is subject to co-determination (§ 87 (1) no. 6 BetrVG, German Works Constitution Act). We involve the body early and provide the documents for it.
How does Pactos handle employee data?
What is processed is what is needed to run the assignment, under § 26 BDSG and the GDPR, with a role and permission concept, a deletion concept and a data processing agreement. Hosting in the EU, ISO 27001. To data protection →
Does Pactos replace our HR system?
No. Pactos runs the external workforce; your HR system stays responsible for permanent staff. A connection through an open interface is possible.
Who maintains the records, us or the provider?
Normally neither: Pactos obtains clearance certificates directly from the health insurances and professional associations, and the temporary staffing license is checked daily. The provider consents once; after that their ongoing effort is small.
Do we see Equal Pay correctly when there are interruptions?
The clock runs per person and per hirer and accounts for interruptions. The sequence is documented so the calculation is traceable in a dispute.
What happens to data after the assignment?
It is subject to the agreed deletion concept, with retention periods for the items you have to evidence. Access ends with the assignment, documented.

What HR works with at Pactos

Vendor Intelligence

The VMS for the external workforce: staffing requests, providers, assignments, times and billing.

Compliance Intelligence

Retrieve and check your providers' documents and certificates automatically.

Tender Intelligence

Run a tender and compare when a site needs new providers.

Workforce Intelligence

Ask questions about assignments, records and costs in plain language.

Keen to make your HR processes more efficient?

In a joint call we go through onboarding, deadlines and records on a real case.

Book a call