Name: HR Automation That Fits — From 5 to 5,000 Employees
Uploaded: 2025-08-28T20:53:25.345Z
Duration: 30 min 8 s
Description: HR Automation That Fits — From 5 to 5,000 Employees

Transcript for "HR Automation That Fits — From 5 to 5,000 Employees": Hello, everyone. We're gonna give it just a moment or two to allow everyone to join and get settled in. But while we wait, it looks like a few of you have done so already. I'd love to hear, from those of you who have joined. Where are you calling in from? Drop it in the chat. I'd love to see how dispersed we all are. We've got Chicago, Phoenix, Los Angeles, Florida, Denver. Pretty dispersed. Coast to coast. Kansas City. I'm also calling in from Kansas City. Salt Lake, Boston, Indiana. Oh, this is so fun. Got great attendance. San Fran, New York. So exciting. Alright. Let's go over, some housekeeping just before we get started. Please, feel free to keep utilizing that chat feature to post comments and connect with other attendees. Please submit your questions, throughout the presentation via the q and a module in the bottom right. Just so you know, this webinar will be recorded and shared with you tomorrow. And if you do have any, any questions after the webinar, please feel free to reach out to webinars@rippling.com. And with that, welcome, everyone. Thank you for joining us for Manual to Magical, a Rippling live demo. This is our new biweekly series where we show you exactly how rippling works. No sales call required. Today's session is focused on how rippling automates some of the most manual time consuming parts of managing your workforce through our unified platform of HR, IT, and finance applications. As we jump in, I'll quickly introduce myself. I'm KP. I am a solutions consultant here at Rippling. I'll be walking you through the session today, giving you a behind the scenes look at some of Rippling's key products. Before we dive into any sort of demo, itself, I want to set the stage with a bit of context on what Rippling is and what makes it different because that's really the foundation for everything that we're going to show you today. So Rippling is an all in one system for managing people, spend, and IT across a worldwide workforce. Unlike traditional payroll first tools, we start with the employee profile. So every update automatically flows to the right places. That means that everything from payroll to benefits, onboarding, app provisioning, expenses, and more is connected to a single source of truth for each person. So when something changes like a promotion or location update, Rippling automatically knows what to do across every system. We call this the ripple effect. Update one field and Rippling handles everything from tax documents to benefit changes, device setup, expense policies across every department. So let's use an example. Let's say that Sarah gets promoted to director and relocates to New York. In most systems, someone in HR or IT would need to distribute new tax documentation for her to fill out, potentially adjust her benefits depending on her new eligibility. Let's say update the master headcount plan to ensure that we backfill for her role. Maybe we need to update her devices and then change her expense policy to reflect director level limits. With Rippling, all of that happens automatically. So once Sarah's role and location are updated on her employee profile, Rippling instantly applies the right changes across HR, IT, and finance without anyone having to manually log in to multiple systems. The same would be true if instead of moving to New York, let's say Sarah moves to Toronto. Rippling would automatically send a compliant Canadian employment agreement and how to enroll in Canadian benefits instead of her existing health plan for The United States. And she's automatically going to start being included in her company's Canadian pay runs. So all of those downstream changes will happen automatically because they're all managed in rippling. That's really the power of a unified system. No handoffs, no double work, just one seamless experience that saves you hours and keeps your organization in sync. Now that you have that background, let's see how all of this comes together. So today, you're going to be seeing demos for onboarding, how a process that usually takes hours turns into minutes with the help of rippling, payroll, where all of your data flows in real time so that you can run payroll with confidence, compliance, how Rippling flags risks and enforces policies automatically so that you stay audit ready without the need for manual tracking, and then a live demo. So each of those demos are going to be prerecorded. Just so that we can keep things sharp and focused, We'll wrap with the live demo showcasing a real use case of Rippling's automation in action, and then we'll finish up with a q and a. Feel free to drop those questions in the chat as we go. We'll definitely cover those all at the end. So let's go ahead and start. See Rippling in action, starting with onboarding. Let's walk through the process of onboarding a new hire into Rippling system. Before we get started, I'll share a little secret. Rippling is famous for its ability to onboard new employees in ninety seconds. When onboarding someone into the system, you can either hire one individual, you can hire a large number of people at once, and even run a background check directly within Rippling. You have the ability to add someone directly into the system, or if you're using our recruiting module, you can pull them directly in from the applicant tracking system like I've done here. By doing so, many of the fields throughout this flow are going to be automatically prepopulated. But either way, Rippling is going to take me through the onboarding checklist where we will be collecting all of the relevant information needed for this employee profile or employee record. Quick call out here. If your company uses our headcount plan module and you've set a budget for the year, this is where you can actually hire this person against that plan. Rippling will automatically update the overall plan and budget in real time in the headcount planning module. Here's where we will really start to localize the onboarding process. Since you can operate as a global company within Rippling, you'll be able to choose the specific location, office, and country when you're onboarding this new hire. You can even hire remote employees in the system and will use their home address for taxation purposes. A key benefit of our system is that depending on the country that you choose, the questions in the onboarding flow will automatically change or adapt to ensure compliance. For example, if we were to hire a new employee in India, Rippling would guide us to be locally compliant by asking the right country specific questions. This would include ensuring the employee's annual salary complies with India specific minimum wage laws as well as any statutory holiday requirements. It's worth noting that Rippling can also support and pay your ten ninety nine contractors, whether they are in The US or abroad and whether they are salaried, hourly, or temporary. If your company has multiple entities, you will be able to choose which entity you're hiring into. Following our previous example, you'd be able to select either The US or Indian entity. And if you don't have an entity in a specific country, you can still hire into that country using Rippling's employer of record service, which we support in over 75 other countries. From here, we can continue to build out the employee profile by adding key data points like their start date, who their manager is, what's their title, department, job family level. These attributes are what drive an individual's permissions within the system. This is how Rippling knows what to do with this new hire, what level of acts that they should have, what modules they should be added to, whether they're eligible for benefits or not. All of the things that you might be managing across different systems are automated because of all of Rippling's apps are built on top of a single employee record that we're setting up now. The system will then prompt you to fill out any compensation details. You can assign more than just base pay here. You can also include things like equity, relocation bonus, signing bonuses. Additionally, if you're using our compensation bands module, which stores all of your pay data, the system will tell you the recommended comp band for this position. If you decide to hire above the comp band, the system's actually going to alert you and may even require an additional approval process if you so choose, giving you a clear audit trail. If I've selected assigning bonus, I can not only specify the amount, also when to assign this bonus into payroll, as soon as they sign their offer letter, within their first paycheck, or after a specific number of days. You have the ability to build in custom questions that you wanna ask during onboarding. Do you collect any information that's outside of the usual employee fields, like favorite ice cream flavor, dietary restrictions? You can even require the employee to fill it out themselves. As a full document management solution, Rippling can store all of your employee documents, and you'll be able to select the appropriate documents here for the employee to see and sign. You'll notice that some of these documents are preselected. This is based off of rules that you can build into the system so you don't have to remember which documents need to be sent every single time you onboard someone. Rippling can even help with device management. We offer three options for getting devices to your employees. Option one is that Rippling is actually a reseller. You tell us what to send, and we will handle the rest. Option two, we also offer inventory management, which means you can keep your current inventory, but we store it at a Rippling warehouse. We'll then ship it to the employee upon onboarding and retrieve it upon termination. We can lock and wipe the device as well. With option three being that, you keep your inventory at your office and simply tell the system where it is. And because we've assigned the device to this person and the Rippling agent is downloaded on it, we can also determine what other apps the individual is going to need, like Google, Chrome, Outlook, and even assign their access level within those apps. Rippling has a full password manager that allows you to securely share any saved passwords. We'll also provide the email address during this flow. You can customize what that is or let the employee select it themselves. Next, we'll simply review the offer letter. All of the information such as start date, job title, manager, compensation is prepopulated. But just know that if you need to, you can still make any edits here on the fly before submitting this new hire. And all that's left is to verify that everything looks correct. I'm going to get a really nice summary screen where Rippling is going to show me everything it's going to do on my behalf. So I can see the specific documents I'm sending, including the appropriate tax forms that the system inherently knows to send based off of the employee's employment type, work location, and any other rules I've set up on the front end. I can also view the information that we're going to collect from the individual, such as Social Security or any country specific required bank account information. The system will prompt the employees to enroll them in health insurance only if eligible and send all of those details to your broker. So now once this hire is approved, the system is going to send the candidate with an email and a link for them to first sign the offer letter, which will then allow them to self onboard and complete all of the necessary steps either on a desktop or a mobile device. And since Ring now knows who this person is, where they work, what department they're in, who their manager is, we will automatically assign them the appropriate we'll automatically get them set up in payroll. We'll even prorate their first paycheck depending on their start date. So all of this is happening in the back end, not requiring any manual setup across systems. And thus, the ripple effect has taken place, and they are ready to go for their first day. Let's take a look at Rippling's payroll solution. Rippling has everything you need to manage and pay your employees and contractors both domestically and internationally, all within one unified system. The best part about a single system is how effortlessly payroll comes together. As we jump into a pay run, we're going to see how data from benefits, time and attendance, and expenses are all automatically synced into pay run, which helps reduce error and saves you time on the vital yet routine process. Rippling's payroll is highly customizable, and we can support all of your different employment types as well as your different entities and countries all within one place. Ripley is going to batch out your employees here by employment type and clearly identify what country or entity you are paying them in. For example, when you run payroll for your entity in India, let's say, all India specific taxes and deductions or your statutory benefits are automatically built into the payroll engine. You don't have to worry of looking up which deductions to include for India versus The United States. Your payroll is already configured to be compliant, accurate, and localized to whichever location is tied to the employee profile. So rest assured payroll is seamless and automated for any country where you need to process it. So for my salary folks that I'm viewing here, I can see everyone's salary data flowing seamlessly in from our employee profile. This means for an employee you hire in the middle of the pay period, Ripley knows to automatically calculate or prorate their salary based off of the start date. So no manual interventions needed. If I tap over to deductions, here's where I will see that by using Ripley's benefits administration model, all of your medical, dental, and vision deduction as well as four zero one k and other deductions are automatically synced into your pay run, saving you time and reducing errors. As I move forward with you, my hourly employees, here's where I will see all their hours flowing seamlessly in from the time and attendance module. Since payroll and time attendance are interconnected, I actually have the ability to not only view my employees' time cards, but I can fix any time related issues like missed clock outs, unapproved hours, all without having to leave the payroll. Any issues that I fix here or changes that I make are automatically reflected in time and attendance as well, thus allowing you to process payroll without delay. When I get to the final summary screen of this pay run, Rippling is gonna show me a really nice receipt of this pay run, including the amount that it's going to debit and the bank account or multiple bank accounts that it might be pulling from. One of my favorite features is our payroll comparison report here that allows me to compare this run eve to either the previous run or the run before us so that I can quickly see where changes have taken place across my employee population. This provides such a time savings for payroll administrators doing any sort of reconciliation outside of the system. We'll go ahead and batch out the employees that have not experienced a change. So, again, you don't have to go line by line identifying any major issues. And that's it. That's all it takes to process payroll in Rippling. I'm ready to hit submit. If you want additional eyes on the pay run, you can actually customize or set up an approval path for this to go through after hitting the submit button. But once the pay run is approved, Rippling can even automatically update your general ledger in your accounting system. We provide a number of different direct integrations with various accounting systems, so updating the general ledger is yet another thing Rippling can take off your plate. With Rippling payroll, you can rest assured that all of your employees across entities and countries are put accurately and on time every single day run. Rippling's compliance three sixty solution will function as your compliance safety net that automatically and proactively keeps you compliant with local laws across all 50 states as well as more than 85 countries around the world. Rippling will provide you with this really nice dashboard that monitors all of your employees for any compliance issues they may be run into. These issues could include overtime violations, minimum wage violations, rest meal break violations. In the event of one of these, Rippling will not only call out the specific violation, but will also provide a recommended solution and give you one click access to make the change, thus taking guesswork out of what to do next. From an audit perspective, we are tracking any, all of your historical issues so that you have easy and ongoing access to pull this data whenever you need to. Rest assured that as employees move around your organization, whether state to state or across countries, Rippling will be view compliant. Alright. I hope you all enjoyed those demos. We're now gonna go straight into our live demo. So give me one moment to quickly share my screen. Okay. Today, I will be demonstrating one of the many benefits of consolidating HR and payroll modules into a single platform through what we call a cross module workflow. So let's take the use case or the scenario that your organization pays out a referral bonus to your internal employees whenever you hire a referred candidate. A process that starts out in HR, specifically recruiting, and crosses over into payroll. Navigating to Rippling's recruiting module or our applicant tracking system, I can see that employees will have access to the my referrals tab. We provide two options for an employee to add a referral into the system. They can either add the candidate directly if they have their resume and all of their contact information, or they can share a unique link that's generated by the system so that the candidate can use this to apply. This is automatically going to connect the candidate with your internal referral, allowing the system to keep track of who referred each candidate. Let's take this a step further. We can actually automate the payout of the referral bonus by creating a workflow in our workflow studio. So looking at my referral bonus here that I've created, this workflow is going to automatically make a payment in payroll, which I've called referral bonus in the amount that I've specified, $3,000. And this is going to trigger or happen at a hundred and twenty one days or a hundred and twenty days after this new hire's start date. Both the bonus amount and the milestone of a hundred and twenty days are customizable to fit your existing process. So let's see how easy it is to build a workflow or to edit this existing workflow. In addition to automating a payout, for example, this workflow can be customized to trigger any additional tasks or possibly send emails, notifications, several different actions that are available here that you can very easily and quickly pull in or drag into the workflow. So let's say there's another task that you want to generate as part of this referral, bonus payout to HR. Or let's say we want to trigger an email to that employee giving them a heads up, letting them know that they should see this bonus on their upcoming paycheck. So no more keeping track of multiple start dates and manually assigning tasks to payroll for different bonus payouts. This is truly a one time set it and forget it, and rest assured, Rippling will take care of this cross module, cross functional process on your behalf, making sure that your employees get paid out on these bonuses. Okay. That concludes the live demo session. Let's take a look at what questions that we have. As we head into the q and a portion, I do have one question for the group. Would you like to see a custom demo? You've just seen what we're planning can do. Now we'd love to show you how it can work for your company's unique needs. So feel free to respond to the poll as I answer some questions. Okay. So we have a question from Angela. What happens if an employee leaves? How does Rippling handle offboarding access? So access in terms of the Rippling platform, when you go to terminate an employee or you offboard an employee, we're gonna take you through what we call an offboarding checklist or a series of tasks. Think of these tasks as onboarding in reverse. And so you'll be able to specify what the, termination date is, and then you'll also be able to specify a different date for turning off Rippling access. So that can be on the same day as termination. It can be scheduled in advance. It can be taken effective immediately. You can get super granular or specific in terms of what date and time you want to turn off access to the Rippling, platform for those terminated employees. Kevin asks, how does Rippling handle payroll tax updates when someone moves to a new location? So if you have an employee that updates their address, moves to a new state, and you don't have registration in that state as the payroll administrator, we're gonna give you, a big banner on your home page saying that you have a new state that you need to get registered for. We'll even provide you with the exact contact info for you to, get registered for that particular state. K. Let's see. Couple of questions in terms of when you're going to get or receive the gift card. This should take just a couple of days. You'll receive, an email from our vendor postal. So just make sure to check all your inboxes for that, as well. And then we have a question from Hans. What tech company do you use for protection? I assume this is in terms of our infrastructure and security. And so just know that from an infrastructure standpoint, we use a physically secure US based AWS data center, across multiple availability zones. We have a few questions in term of in terms of pricing. Would love to direct you to the poll to get a conversation set up since pricing is going to be specific to your organization and your needs. So would love to have a follow-up conversation to answer those questions as well. Vincent asked if this is a feasible platform for a company of 30 employees that size. Absolutely. We, work with a number of different companies from small small business to a mid size to even in the enterprise space. So it's definitely a fit no matter the organization size. We like to say that Rippling is a very easy to use system that, all of our tools are self-service. You don't have to go through our support team to get anything changed in the system, but we're also a company that's going to grow with you as you expand. Let's see. Ken asks, does it work? Does the system work with freelance and ten ninety nine employees? Yes. Absolutely. You can hire and pay all of your ten ninety nine or contractor types. When you onboard these types of employees, you specify what their employment type is, and then the system knows how to handle all the downstream effects of that. So knowing exactly what documents and agreements that a ten ninety nine would require versus a w two, for example. Cheryl asks, are you able to lock the payroll at a certain point so it cannot be changed? Yes. So once you approve payroll, you can lock it so that, no changes will be made. As an example, if you have an hourly workforce and you have hours that are coming into payroll, you can set up certain thresholds or you can lock the payroll, from accepting new or additional hours from, a certain standpoint or from a certain date point. Keep those questions coming. Definitely have some time to answer a few more. Katie asks for the referral example, would you be able to automate checking, to see if the employee is still active before setting up the payment? So I believe I have a good understanding of that question. So in the workflow studio, there are a number of different, conditions that you can set within the trigger. So if you wanna ensure that that full time employee is still active, you could add that as an additional condition. So, you know, it's a hundred and twenty days after the start date and that current employee is still active or, is a full time employee. We can have that be kind of a two step or two pronged condition in order to trigger that workflow. Make sure I haven't missed any in here. Please feel free to keep submitting. Anne asks, we have four different unions with different payroll rules. Can Rippling dive that deep? Yes. Anne, we have several union, type customers. I've worked with several of them myself. And so definitely worth setting up a discovery call or an intro call, so we can dive into kind of the details there because for different unions, I imagine you've got a pretty complex setup, but, our team knows exactly what questions to ask, and we'll be upfront with you with what we can support and what we can't. A question around how are I nines processed and stored for audits? So we can totally automate the I nine process for you. We use, everify for that. So once you onboard an individual, they've signed their offer letter, we automatically kick off the I nine verification on your behalf. Admins have a really nice dashboard where they can track the status of where that I nine is at in the process. Tammy asks, how do we get help when you have a problem with the system? Great question. So whenever you're logged into Rippling, wherever you're at across all of our different modules, there is a really nice chat feature or function that is available in the bottom right hand corner of the screen. So you can automatically log in to chat and get help. Because we know what area of the system you're in, we're gonna automatically route you to the experts in that area. So if you have a payroll specific question, you're in the middle of running payroll, we're gonna route you directly to a payroll subject matter expert at Rippling, since we know that that's the area of the site that you're needing assistance in. We've got a great, knowledge base of all of our different help center articles, and rolling out some really cool functionality here with AI in terms of you can ask Rippling AI a question on how to get something configured or set up in the stem, and we'll be able to parse out step by step instructions pulling data from our, very rich and robust knowledge center. Okay. Let's see. I think we have time for one other question. It looks like there's a question around if we provide LMS tools or resources. Yes. We have our own homegrown LMS or learning management system. It's part of the platform. A number of different ways that you can add content, into the system. You can create your own custom courses. Rippling comes with our own compliance courses just ready to use out of the box for all 50 states. And the benefit, I would say, of using our LMS and having that interconnected with the rest of the platform is how much we can automate in terms of enrolling the right people in the right courses and at the right times. Looks like those are all the questions that we have time for. Thank you all again for attending this session. I hope you have a better idea of Rippling and its capabilities. If you have any additional questions, please feel free to reach out to us at the email provided, and I hope everyone has a great rest of their day. Thank you so much.