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HR Hotlink is a human resources management system designed specifically for auto dealerships in California. It contains everything you need to manage your workforce, from hiring to termination. The first complete HR compliance solution for California auto dealers that automates HR processes and protects against employment litigation!”

HR Hotlink Features

  • Get answers to your HR questions. While you may have some limited access to help through a trade association, HR Hotlink provides the benefit of a FREE HR advice initiated by telephone or through the HR Hotlink system, through a retainer established between you and the law firm of Fine, Boggs & Perkins LLP, allowing you to obtain telephone HR advice when you need it. You will get answers directly from attorneys who are experienced in labor and employment law specifics

  • Automatically files personnel documents, policies and performance management created in the system into an electronic file cabinet for quick access
  • Allows for other personnel and company documents to be scanned and stored in the file cabinet
  • Allows for documents to be viewed by employee or company

  • Assures and forces the correct hiring steps
  • Automatic application auditor identifies and flags areas of concern that require further investigation
  • Speed loader for easy processing of high volume applications
  • Records how many openings of each position posted and tracks status automatically
  • Interview Guidelines including the Do’s and Don’ts of a Good Interview
  • Electronic Signature authorization for drug and background screening and applicant agreements including customized At-Will and Arbitration agreements
  • Automatically populates and generates authorizations for drug screenings and conditional offer
  • Electronically submits E-Verify and background checks, automatically displays results and follow-up procedures

  • Posted and updated by Fine, Boggs and Perkins LLP to keep company HR and management informed about developments in California employment law

  • Live Technical Support is always free
  • Training is provided through live online web sessions where you work directly with an experienced trainer to make sure that your training needs are met
  • How-to Video Tutorials and Quick Tips are included with the system
  • Recorded training sessions available

  • HR Hotlink Compliance Management System utilizes an on-demand structure (SAAS model) for security and reliability. All information is securely hosted on HR Hotlink's RAID-6, load-balanced servers. Employee information and records are transmitted using a cryptographic system through Secure Sockets Layers (SSL). The data is continually mirrored and backed up in duplicate, then stored off-site at a secured data repository. HR Hotlink is SOC 2 compliant for SSAE-1 certification which is the "gold standard" for data security

  • Collects and consolidates all email bulletins into one daily email for company employees
  • Sends upcoming Due and Overdue notifications for training, handbooks, policies, job descriptions, pay plans, etc.
  • Includes the ability to automatically send email notifications to external contacts

  • Automates HR paper-based processes, improving efficiency and saving time and money
  • Management can access, review and print employee information and documents whenever needed
  • Helps protect the environment as it simplifies your document retrieval

  • Effective January 2017, Cities of Los Angeles and San Francisco have enacted the Fair Chance Initiative Ordinance, a "Ban the Box" law that significantly restricts employers when conducting a criminal background check or taking adverse employment action merely because of an applicant's criminal history
  • HR Hotlink provides the correct steps and follow-up procedures for background screenings while ensuring all rules and regulations are executed correctly for the new ordinance
  • Automates non-criminal background reports and then electively submits for criminal background reports
  • Automates audits when denying an applicant based on criminal background reports
  • Communicates automatically with applicants for all rejection and offer letters

  • Convenient links are placed on dealership's web page allowing applicants to apply for job positions over the internet from anywhere
  • Lawyer recommended California dealership application is provided.
  • Application is customizable when needed
  • Application is available in English and Spanish
  • Position specific questions may be added by dealership
  • Automatic pass and fail levels may be set for job-related and general questions
  • Provides position specific control for attaching resumes
  • Allows applicant search by position, dealership, location or keyword
  • Automatic application auditor identifies and flags areas of concern that require further investigation
  • Speed loader allows for easy processing of high volume applications
  • Records how many are available of each position posted and tracks status automatically

  • Automatically notifies managers by email when an applicant applies for a position in their workgroup
  • Provides an Automatic Interview Scheduler for qualified applicants that interfaces to your Outlook calendars

  • Automatically prepares New Hire documents that can be wet-signed or electronically signed, then automatically stores into the electronic file cabinet
  • Creates New Hire documents for any company job position
  • Includes all Federal and State New Hire forms in English and Spanish where required
  • Auto-populates the entire New Hire Packet
  • Allows addition of customized company documents
  • Allows new employee to review and electronically sign acknowledgement of associated policies
  • Automatically updates federal and state regulatory New Hire documents

  • Automates non-criminal background reports and then electively submits for criminal background reports
  • Tracks the ten-day waiting period for sending the final rejection letter if applicant is denied employment because of the background check

  • FREE unlimited use of HR Hotlink's fully automated E-Verify interface process
  • Compares the employee's I-9 data to the U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility to work in the United States
  • Archives the entire E-Verify process for each employment eligibility verification
  • Provides case results within 3-5 seconds

  • Builds and publishes employee handbooks with customizable legally prudent policies
  • Automatically builds a table of contents with hyperlinks
  • Builds Dealership handbooks and training manuals
  • Includes the ability to upload current PDF Handbooks
  • Tracks signing of handbooks by employees

  • Symptom Checker for workplace entry easily done via smartphone, tablet, or computer
  • Requires completion of symptom survey each workday
  • At the end of each symptom survey, employees receive clear instructions on how to proceed
  • Results of the surveys are recorded and can be displayed within app
  • Provides compliance reports for easy reference
  • Employees may take Required COVID-19 Training in Symptom Checker app 
  • Employees may review and acknowledge COVID-19 Prevention and Response Plan in Symptom Checker app

  • Symptom Checker for workplace entry
  • COVID-19 Training and Education specifically for managers and employees
  • Dealership COVID-19 Prevention and Response Plan
  • Automated Furlough, Layoff, and Termination Processes
  • Simplified Recall and Reinstatement Process without having to re-do New Hire paperwork/training
  • Toolkit includes necessary documents provided by Fine, Boggs, and Perkins LLP
  • Mandatory audits, reports, symptom survey results automatically recorded

  • Separate Manager and Employee Training is assigned and completion documented
  • COVID-19 Training may be taken in Symptom Checker app or by logging into HR Hotlink system
  • Customized reports may be created to show completed and overdue training

  • Prevention and Response Plan template included
  • Guidelines for setting up a COVID-19 response team
  • Personal hygiene in the workplace
  • Personal Protection Equipment (PPE), safety protocols and
    suggestions for the workplace
  • Cleaning and disinfection procedures
  • Social distancing strategies
  • Protocols for isolating employees who become ill at work
  • Employees may review and acknowledge COVID-19 Prevention and Response Plan in Symptom Checker app or by logging into full HR Hotlink system

  • Allows for uploading and publishing of company policies
  • Builds dealership policies for managers and employees with tracking by individual and by workgroup

  • Automatically routes requisition submission and approvals
  • Records the number of each company’s posted positions and tracks their status automatically
  • Easily creates a new position or refills an existing position
  • Allows HR to easily manage all aspects of the company job requisition process from each department
  • Upon final approval the hiring department manager receives a confirmation of the open requisition and posting

  • Creates and organizes company Job Descriptions for any position
  • Includes an extensive library of Dealership Job Description templates for most automotive industry positions
  • Current Dealership job descriptions are easily converted or can be attached as PDFs
  • Job descriptions may be posted with company position openings
  • Tracks employee review of assigned Job Descriptions

  • Presents interactive training in streaming videos
  • Provides mandatory training modules including Anti-Harassment for Employees (both English and Spanish) and Sexual Harassment Prevention for Managers (AB 1825 Compliant)
  • Provides Interview Training, I-9 Compliance and Customer Information Security training
  • Included training modules test employee’s training, reviews incorrect answers and collects electronic signatures on associated policies

  • Allows company to upload own custom trainings as PDFs converted from PowerPoint Presentations
  • Tests employee’s training, reviews incorrect answers and collects electronic signatures on associated policies
  • Tracks completion of all trainings, including company training completed outside of the HR Hotlink system, and electronically notifies employees when mandatory trainings are due

  • Includes examples and guides for company specific pay plans
  • Creates, stores and assigns pay plans with e-signatures
  • Builds individualized manager and employee pay plans through a builder/wizard

  • Saves your dealership money by determining the most advantageous and legally correct method of wage calculation with automated calculators
  • Records calculations for retrieval anytime
  • Provides easy-to-understand guides for determining overtime for Commission Salespersons and Flat Rate Employees

  • Automated Performance Evaluations guide managers step-by-step through the process to complete proper performance evaluations
  • Provides option for self-evaluations as part of the Employee Evaluation
  • Provides immediate access to Job Description, past evaluations and disciplinary actions
  • Displays valuable metrics to improve rating reliability and to discourage rating inflation including last behavior score, last self-evaluation score, behavior average and evaluator average for each of thirty-five behaviors
  • Automatically notifies employee and manager of upcoming evaluations
  • Option to require HR review of performance evaluations before discussing review with the employee

  • Automated disciplinary actions assure that managers follow the legally prudent process in applying corrective action for performance deficiencies and rule violations
  • Provides easy access to company Employee Handbook, Job Description and past disciplinary actions during disciplinary actions
  • Automatic audit of intended disciplinary action identifies when additional consultation with company designated resources is advised before proceeding with the disciplinary action
  • Option to require HR review of disciplinary actions before any action or discussion with the employee
  • Electronically records and prints the associated policies and certificates

  • Assures the proper termination steps are followed by Management and HR, then electronically records and prints the needed documents
  • Terminations can be initiated by managers, if desired, then approved by Human Resources
  • Records rehire status
  • Automatically populates and electronically records into electronic file cabinet and prints all termination documents including discipline and voluntary termination

  • Employee complaints can be submitted confidentially or anonymously
  • Employees are required to provide complete information to resolve the issue and to establish details of early incident record
  • Responses to complaints are easily communicated and managed by company Hotline Coordinator
  • Provides electronic notification when a new report is made or needs attention

  • Calendars and tracks the accrual of leave, leave taken and leave remaining through an easy-to-use interactive interface
  • Selects, routes, stores, and prints the appropriate documentation for the entire leave process
  • Tracks all types of absences including tardiness and failure to show for work
  • Integrates excused and unexcused absences together with employee evaluations and discipline actions

  • Builds audits for any dealership process and includes setup for references and standards
  • Provides for easy administration across multiple company operations
  • Creates initial assessments and on-going audits
  • Provides automated audit reports for company’s senior management

  • Allows for self-identification by the employees in accordance with EEOC guidelines
  • Automatically prepares EEO-1 reports for individual properties or as combined reports
  • Notifies company when EEO-1 report is due
  • Automatically prepares California Pay Data Reporting for individual properties or as combined reports

  • The system automatically updates for easy reporting
  • Creates company and department organization employee lists
  • Creates custom reports with “open queries” of primary employee demographic information for: Workgroup, Position, Evaluator, Start Date, Status Full/Part-time, SSN, DL, D of B, All Employee Personal Information, Pay Rate, Pay History, Hours Worked, Pay Periods, Change Amounts, etc.

  • Provides comprehensive easy-to-understand guides and policies for implementing a thorough on-going customer information security program with CIS Audit Template included
  • Meets the standards of the Gramm-Leach-Bliley Act
  • Automates Initial Assessment and ongoing Safeguard Audits
  • Provides automated audit reports for senior management

  • Tracks all types of employee, state, manufacturer and company licenses and certificates
  • Electronically notifies employees and managers of upcoming renewal requirements
  • Notifications can be emailed or printed to be mailed to employees and managers
  • Automatically pulls license and certificate information from employment applications and stores in the electronic filing system

    • Hiring Steps Status
    • Hotline Reports
    • EEO-1 Reporting
    • Need to Sign Documents
    • Performance Management
    • Customer Information Security
    • Company’s Audits
    • Discipline Reports
    • HR Admin reviews
    • Leave Requests
    • Returning from Leave
    • Trainings Activity
    • Handbook Reviews
    • New Applicants
    • New Hires
    • New Terminations
    • etc.

  • Provides quick access to common company guides, forms and reports such as Interview Guidelines, Investigating a Loss of Money, Investigating a Complaint of Harassment, Employee Action Report, and Employee Counseling Report

  • Automatically notifies managers and payroll when a new employee is hired
  • Includes CSV export/import file tool for exporting information to your payroll system or, optionally, may be integrated through the use of web services

FAQs

Contact Sales at 866-439-8728
Business Hours: Monday to Friday, 9am to 5pm Pacific Time

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