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- info@thinker-tool.com
- Hong Kong
We provide a monthly HRMS subscription for Hong Kong SMEs, start-ups, retail and restaurant chains, and companies without an in-house HR team. The pattern is usually the same: attendance is logged on paper or in a chat message, leave balances live in a spreadsheet, employee details sit in several files, and the monthly report has to be copied together by hand — as headcount grows, the errors and the chasing grow with it. We put employee records, attendance, leave, payroll and MPF data into one system, let staff enter and check their own information, and give management live reports. System setup, account management, employee questions and the monthly reports are handled by a dedicated person; you confirm the company rules and the final reports.
The HRMS Subscription is billed monthly rather than bought outright, so there is no large upfront licence fee and no need to build an internal IT team to maintain the platform.
Many start-ups and small and medium-sized enterprises do not have a lot of budgets to invest in human resources management system (HRMS). Moreover, it is only justifiable to invest in the HRMS if they have a sufficient number of employees and workload.
In fact, manpower and time are limited for SME enterprises. It is crucial for them to gain the benefit of work efficiency inherent in the system. Using the system to automatically handle tedious and time-consuming tasks such as attendance records, employee vacation planning, MPF management, approval processes, etc., can allow employers to focus more on business development.
These are the eight situations we see most often across Hong Kong SMEs, start-ups and multi-site retail or restaurant operators. If two or more apply to you, your current process has probably outgrown your headcount.
Attendance on paper or in chat messages
With several sites or field staff, buddy punching and missing punches are hard to spot, and usually surface only at month-end when payroll is due.
Leave balances in a spreadsheet
Every “how many days do I have left” question means a manual lookup, and managers and staff end up working from different versions.
Shifts and overtime calculated by hand
Rosters, overtime, rest days and statutory holidays all have to be right — an error flows straight into wages and Employment Ordinance obligations.
Employee details scattered across files
Onboarding, transfers and leavers are not in sync, so producing a reference or calculating years of service means hunting through old versions.
Monthly reports assembled by copy and paste
Attendance, leave and MPF reports get stitched together manually; one wrong cell and the whole reconciliation starts again.
Approvals with no audit trail
Leave and claims are requested in person or by message, so there is no record to refer to when a dispute arises later.
No clear permission levels
Who can see payroll data and who can only see their own record is undefined, which puts employee personal data at risk.
A bought-out system does not add up
A one-off licence plus IT maintenance is a heavy, slow-to-pay-back cost for a 10–50 person company.
We provide subscription services for the HRMS at a reasonable price which includes:
The four functional modules below are summarised from our own article All-in-One cloud HR system (published in Chinese); open the original to check each item.
A single database holds basic employee information and position changes so every department can look up and update the same record. Staff enter their own details, check payslips, leave balances and submit claims, so HR can shift its focus to culture and team building.
Mobile clock-in with location capture, automated shift scheduling and automatic calculation of overtime hours and related costs reduce manual error and make front-line and office attendance visible in one place.
Staff check annual leave balances, approval status and attendance records at any time. Workflows can be defined to match the organisation, with automated reminders and emails that save managers time tracking down responses.
Wage calculation, MPF management and reports are handled together, with generated reports supporting management analysis. We provide the required reports every month, and real-time attendance and leave reports when required.
Wage and attendance record requirements are published by the Labour Department; MPF contribution rules are set out by the MPFA.
Mobile accessibility has transformed modern HR departments, putting information and task management at the fingertips of employees and managers. HRMS has helped to effectively break down bureaucracy and “flatten” many organizations.
An HRMS can help organizations and small startups increase their rate of growth and productivity. Below are some additional benefits that an organization can see using an HRMS platform.
Employees can handle certain clerical tasks with the input of their personal information, which will be more real-time. Employees can also check their information about annual leave balance, leave approval status, and attendance records. The automation of repetitive and time-consuming tasks associated with human resources management frees up human resources professionals and allows the focus to shift to culture, retention, and other highly impactful areas.
HRMS comes with built-in security, including authentication measures that restrict access to authorized users and protect company data.
Most HRMS platforms allow users to customize their workflow to the needs of their organization and get the best user experience.
Organizational heads can schedule automated reminders and emails through an HRMS, which will facilitate acknowledgment of the message to save managers time tracking down responses.
Because the system holds employee personal data, permission levels and access records need to be set explicitly. Hong Kong data protection principles are published by the Office of the Privacy Commissioner for Personal Data; employer reporting requirements are set out by the Inland Revenue Department.
The usual failure is not a missing feature but a setup that does not match company rules. We agree your leave, overtime and approval practice first, then configure the system and reconcile one pilot month against your existing records.
We look at your industry, headcount, sites or shift patterns, and how attendance and leave are handled now, then walk through the system live.
We set out your leave policy, overtime calculation, approval layers and payroll / MPF practice, check each against current requirements, and agree the configuration.
Workflows, approval routes and permission levels are built to match your rules, with a clear statement of who can see which data.
Employee records and leave balances are imported, then run for one team or one month in parallel with your existing spreadsheet so the numbers can be reconciled.
Staff start clocking in, checking leave and submitting requests themselves. We provide user guidance and answer the employees’ questions directly.
We provide the required reports every month, plus real-time attendance and leave reports when required, and adjust the setup whenever your rules or headcount change.
Timing depends on headcount, number of sites, how complete your existing data is and how complex the rules are. Before we start we set out the configuration items, the pilot arrangement and the delivery timetable in writing.
These are the situations that benefit most. If yours is not listed, WhatsApp or call us — if it is not a fit, we will say so directly.
There is no fixed price list, because “10 staff in one office, attendance only” and “200 staff across sites, with payroll and MPF” are very different jobs. Quotations depend on seven factors:
We do not publish a fixed price list. We look at your headcount, number of sites, modules and existing data, then quote individually. The quotation sets out the modules included, the monthly report items, the scope of dedicated support and the start date, with no hidden charges. The first consultation and a system demo are both free. To discuss now, WhatsApp +852 6364 6395 or call +852 3998 1080.
The three questions SMEs ask most often before moving to a system, answered directly — including how it works in practice.
A spreadsheet is fine until it is not. The turning point is usually a second site, the first roster, or the first time someone asks exactly how much leave they have left — suddenly there are two versions of the same number.
We do not push the full module set. Companies with 10–20 staff normally start with attendance, leave and employee records, then add payroll and reporting once the basics are running smoothly; the subscription scope can change in stages.
The employee side is usually just clocking in, checking a leave balance and submitting a request, all from a phone. The configuration sits on the management side, and that is handled by our dedicated personnel.
At go-live we provide user guidance and answer the employees’ questions ourselves, so the business owner does not have to become the help desk.
Day-to-day entries — clock-ins, personal detail updates, leave requests — are made by employees themselves. The company side only supplies joiners, leavers and rule changes.
We provide the required reports every month, and real-time attendance and leave reports when required. Setup, account care and employee questions are all handled for you rather than left to you.
These are the scenarios we most often meet when serving SMEs — not invented performance figures. Functional descriptions come from our own published articles, and both registration numbers can be checked against public registers.
Multi-site retail or restaurants
Staff clock in on a phone with location capture across different outlets, and head office sees attendance by site immediately — no collecting paper sheets or chasing missing punches at month-end.
Shift-based teams with overtime
Automated rostering with automatic overtime calculation; staff check their own leave balance and approval status, and managers schedule automated reminders and emails instead of tracking down replies.
10–200 staff with no dedicated HR
Employee records, position changes, payroll and MPF data sit in one database; monthly reports come from a dedicated person, and management sees overall attendance and labour cost at a glance.
Our own article sets out four functions: mobile clock-in with GPS, automated rostering with automatic overtime calculation, an employee self-service platform, and an owner dashboard. It also states the system suits companies from 10 to several hundred staff. The four modules on this page are drawn from that article — open the original to check each item.
Original article and case references published in Chinese.
Two published cases — a Hong Kong restaurant chain payroll outsourcing story and a listed company payroll system optimisation case — record the real attendance, payroll and reporting problems clients brought to us. They are payroll engagements, but the data consolidation and monthly reconciliation in them are exactly what an HRMS addresses.
Original article and case references published in Chinese.
→ Original functional article: All-in-One cloud HR system; the two case write-ups are the restaurant chain payroll story and the listed company payroll optimisation case. Both numbers can be checked against the public registers of the issuing bodies; see also About Us.
The system brings together employee records and position changes, attendance and shift scheduling, leave balances and approvals, wage calculation, MPF management and reports. Our subscription service also assigns dedicated personnel to take care of each client’s account, answers the employees’ questions, provides the required reports every month, and provides real-time attendance and leave reports when required.
No. We provide subscription services for the HRMS on a monthly basis, so there is no large upfront licence fee and no need to build an internal IT team to maintain it. The scope can be adjusted as headcount and requirements change.
Yes, and you can start small. Once there is a second site, a roster, or staff asking how much leave they have left, one shared database is safer than several spreadsheets. We recommend which modules to enable based on your actual headcount.
The employee side is mostly mobile clock-in, checking leave and attendance records, and submitting requests. Configuration sits on the management side and is handled by our dedicated personnel, who also provide user guidance and answer the employees’ questions.
Employees enter their own day-to-day data; the company side only supplies joiners, leavers, position changes and rule updates. We provide the required reports every month, and real-time attendance and leave reports when required.
HRMS comes with built-in security, including authentication measures that restrict access to authorized users and protect company data. We agree permission levels before go-live so it is clear who can see which records; Hong Kong data protection principles are published by the Office of the Privacy Commissioner for Personal Data.
There is no fixed price list. It depends on headcount and job levels, number of sites, the modules to enable, the state of your existing data, the complexity of your rules, reporting frequency and format, and whether it joins up with payroll outsourcing or HR outsourcing. We quote individually after understanding the situation; the first consultation and a system demo are both free.
Yes. The HRMS holds the data and daily workflows, payroll outsourcing handles wages, MPF and filing, and HR outsourcing handles contracts, handbooks and HR administration. One team can run all three, so the same data does not have to be reconciled across several providers.
The articles above are published in Chinese on our blog. Official references: the Labour Department, the MPFA, the Inland Revenue Department and the Privacy Commissioner.
Tell us your industry, headcount, number of sites and how you track attendance now. We will demo the relevant flow, then set out the modules, the monthly report items and the fee. The first consultation and a system demo are both free.
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