Frequently asked questions

An Excel or CSV file with names, job titles, departments, hire dates and base salary is enough — exactly the information you already keep in your staffing list. We map the columns to the employee record automatically; the rest (employment contracts, addenda, contact details) you fill in over time. Our team assists with your first import at no extra cost.

Each module — Records & Revisal, Time & Leave, Shifts, Reviews & OKR, Payroll Data — is enabled independently from the admin panel. Start with time tracking and leave, for example, and add reviews later with no reconfiguration. You pay only for what you use, with no per-feature licensing.

Yes. You get a 14-day free trial with access to all modules and no card required at sign-up. If you decide to continue, you activate the subscription from the panel; if not, the account is suspended automatically at the end of the trial with no charge.

Yes. If you run a group of companies or provide HR services to several clients, you manage them all from a single centralised account with quick switching between companies. Each entity keeps its own records, org chart and time tracking, while reports can be consolidated at group level.

Card (Visa, Mastercard) or bank transfer against a pro-forma invoice. Choose monthly or annual billing (annual gets a discount), priced per active employee or per company. The subscription auto-renews, but you can change or cancel it any time from the panel.

Employees clock in and out from the web app or their phone with a single tap on arrival and departure. You can enable geolocation for field teams or a fixed terminal for the office. Hours worked are totalled automatically, including breaks and overtime, with no manual spreadsheets.

The employee submits a request from the app, picks the type (annual, sick, unpaid, special event) and the dates, and the request lands instantly with their direct manager for approval or rejection. Everything stays in the history, and approved days are deducted automatically from the leave balance.

The balance starts from the statutory minimum of 20 working days per year set by the Romanian Labour Code (Law 53/2003), plus any extra days from the contract or internal policy. The platform automatically computes pro-rata accrual for new hires, annual carry-over and remaining days, visible at any time to both employee and HR.

Yes. Shift planning is done visually on a weekly or monthly calendar, with reusable templates for recurring shifts. The system flags overlaps, the minimum rest period between shifts and exceeding the standard work norm, so planning stays compliant with the Labour Code working-time rules.

Hours worked beyond the normal schedule are flagged automatically as overtime based on the clock-in data, separately from standard hours. The manager confirms them, and they feed into the monthly report either as compensatory time off or as data ready for premium pay — per company policy and the Labour Code.

Yes. Approved leave and planned shifts can sync with Google Calendar and Outlook, so colleagues’ absences are visible directly in the team calendar. This avoids overlapping leave and lets you schedule meetings when people are actually available.

The record centralises the employment contract, addenda, job description, ID copies, diplomas, the health-and-safety induction sheet and any other uploaded document — all with versioning and history. You get a complete file that is easy to retrieve when needed, instead of physical folders scattered around the office.

Changes to salary, role, contract duration or termination are recorded in the file and prepared for submission to Revisal under Government Decision 905/2017, and to the new REGES-ONLINE system. The platform flags the statutory reporting deadlines so you submit on time and avoid penalties.

Employee data is encrypted, access is restricted by role, and every view or change is recorded in the audit log. You can define retention periods and handle employee requests (access, rectification, erasure), respecting the data-minimisation principle required by GDPR.

Yes. During a Labour Inspectorate audit you can instantly produce personnel files, contracts, addenda, time records and leave history, all exportable to PDF. Because the data is always up to date and centralised, you no longer waste time hunting for documents in binders.

Documents are archived digitally on our own infrastructure (Hetzner servers, Helsinki datacenter, within the EU) and kept for the duration of the employment relationship plus the subsequent statutory periods — payroll and personnel records have retention requirements of up to 50 years. They remain accessible for the duration of your subscription.

You set up review cycles with feedback from the manager, peers, direct reports and self-assessment. You define the competencies and rating scales, send the forms automatically and track each employee’s progress. Results are centralised, easy to compare over time and to discuss in 1-on-1 meetings.

Yes. You set company objectives, break them down across departments and teams, then connect them to each employee’s key results. Progress updates visibly, so every person sees how they contribute to company goals and management has a clear view of alignment.

Access is controlled by role: administrator, HR, team manager and employee. A manager only sees their direct reports, HR sees the whole organisation, and an employee sees only their own record and requests. This keeps sensitive data visible only to those who need it, in line with GDPR.

You can enable two-factor authentication (2FA) on all accounts and Single Sign-On (SSO) with Google Workspace or Microsoft Entra ID. Inactive sessions expire automatically, and the audit log records sign-ins — essential protection for personnel data.

At month-end, 4mystaff consolidates approved time records, overtime, leave and contractual changes into a structured export, ready to import into your payroll software or send to your accountant. 4mystaff does not run payroll itself — it prepares accurate data with no manual re-entry.

Yes. The affiliate programme gives you a unique referral code and recurring monthly commissions for every new company that chooses 4mystaff on your recommendation. It is ideal for HR consultants, payroll firms and labour law practices that already work with employers.