HR Software FAQ
How can we help you? You’ll find answers to some of our most frequently asked questions here. Can’t find what you’re looking for? Scroll down for more ways to get in touch!
General Software
What sort of HR software does CEDR provide?
We offer a complete, customizable HR and team management platform for small to midsize businesses, particularly those in the dental, healthcare, and wellness industries. Start with HR Vault for free and add integrations and upgrades as needed. Our software offerings include:
HR Vault
Our secure document storage and sharing software makes it easy to keep track of all of your employees’ information, including corrective actions and signed documents. Inside HR Vault you can:
- Store all important employee information securely in the cloud.
- Upload and store an unlimited number of digital HR documents and files.
- Share documents with select team members or keep them visible only to you.
- Collect legally binding digital signatures on your handbook, corrective actions, and other documents.
- Send reminders for employees to sign documents.
- Make announcements and send company-wide bulletins to your team.
- Access our exclusive library of HR forms, documents, educational resources, and more!
Unlock HR Vault for Free for the Life of Your Business!
PTO & Time Tracking
This isn’t your ordinary punch clock! The customizable PTO & Time Tracking integration inside HR Vault makes it easy to:
- Track employee hours and attendance at a glance.
- Get notifications when employees punch in or out early or late.
- Track meal and break periods as required by local laws.
- Prevent “buddy punching” with geofencing and other features.
- Get notifications when your employees are getting close to overtime.
- Track employee time off as it accrues per your office policies and local laws.
- Make timecard and punching corrections in seconds.
- Enable employees to check their own time off balances so they don’t have to ask you.
- Integrates with payroll for two-click payroll submission.
- Minimize interruptions with digital time-off requests and more!
Try PTO & Time Tracking Free for 30 Days!
On-Demand HIPAA Training
Our on-demand HIPAA Training program makes it easy to keep your team up to date on how to safely handle PHI on your time and on your terms. On-demand HIPAA Training includes:
- Video training program for all employees on your team.
- Annual reminders to retrain.
- Advanced training track for your Privacy and Security Officers.
- Compliance certificates for employees who complete the program.
- A “HIPAA Compliant” badge for your company website and more!
Can anyone use your software or is it just for CEDR Members?
Full and unlimited access to all of our software programs is included as part of your CEDR Membership.
Still, non-members are welcome to use our HR Vault document storage and sharing program absolutely free and to add PTO & Time Tracking to that software for a small fee.
How much does it cost to purchase the CEDR Software Suite?
For CEDR Members, the software is 100% free to use as part of your membership. To talk to someone about getting your software set up, click here to submit a support request.
Non-members are welcome to use our document storage and sharing software, HR Vault, for free.
The PTO & Time Tracking integration can be added for $29.99 + tax / month (includes access for up to 10 employees; add $3 + tax / month for each additional employee) following your 30-Day Free Trial.
Access to on-demand HIPAA Training is free for the first year, then bills at $199 + tax / year (includes access for up to 25 employees; add $4 + tax / year for each additional employee).
How can I get started?
If you are a CEDR Member or have a paid subscription to the CEDR Software Suite and you need help setting up your account, click here to submit a support request.
If you are not a CEDR Member, you can start by unlocking access to your personal HR Vault account for free. Use the link below to claim your free software.
HR Vault
What is HR Vault?
HR Vault is CEDR’s proprietary employee information system and document storage, sharing, and signature collection software.
You can use HR Vault to store all of your employees’ employment and personal information, as well as to store and distribute documents, collect signatures from your team members, make company-wide announcements, keep confidential notes, and organize your files in a user-friendly digital environment. Access to HR Vault includes access to an exclusive library of forms and documents that make managing easier.
If you are a business owner or manager, you are invited to use HR Vault absolutely free for the life your business.
How does HR Vault work?
Once you’ve activated your HR Vault account, you’ll be prompted to add your employees, set their permission levels, and invite your team to the Vault.
Once invited, each member of your team will receive their own HR Vault login, which they can use to access their personal HR Vault Dashboard. Inside this dashboard, employees can only see documents shared with them directly and those that are able to be viewed by everyone at their particular permission level. All employees will also be able to see the company bulletin board, where announcements and notices will be posted that are meant to be shared company wide.
Should you choose to upgrade HR Vault to include PTO & Time Tracking or HIPAA Training, employees will be able to access those portals to clock in and out, make time card corrections, view their time off balances, make time-off requests, and complete HIPAA training from within the HR Vault dashboard, as well.
Ready to dive in? Unlock Your Free HR Vault Now!
What sort of information can I store in HR Vault?
Each employee profile inside HR Vault allows you to store an array of personal information such as your employee’s name, email, phone number, address, birthday, emergency contact information, and more.
HR Vault also helps you keep track of important HR information, including each employee’s hire date, their employment and exemption status, the location in which they work, their title, department, supervisor’s name, employee ID number, pay rates, employee benefits, etc.
The file storing and sharing capabilities inside HR Vault also provide unlimited opportunities for storing and distributing important work-related documents like your employee handbook, corrective actions, office memos, training videos, and policy updates while also allowing you to make confidential notes about performance, behavior, and important conversations you have with your employees in their dedicated files.
Ready to get started? Unlock Your Free HR Vault Now!
How many employees can I add in HR Vault?
CEDR Members can add an unlimited number of users to their HR Vault accounts.
For free HR Vault users, the software is capped at 15 employees. If your business expands beyond that threshold, you can add additional users to your account for a small fee.
If you would like to discuss expanding the availability of HR Vault to additional employees beyond the 15-employee limit for free accounts, please set up a time to speak with an account specialist here.
Ready to get started? Unlock Your Free HR Vault Now!
How many files can I upload in HR Vault?
There is no limit to the number of files you can upload, but there is a 50mb limit as to the size of file that can be uploaded.
Ready to get started? Unlock Your Free HR Vault Now!
What type of files can I upload?
The HR Vault supports a wide array of files, including Word Docs, Excel files, PowerPoint presentations, PDFs, PNG and JPG images, as well as MP3, MP4, and WAV files.
Ready to get started? Unlock Your Free HR Vault Now!
Are signatures collected in HR Vault legally valid?
Yes! A signature collected digitally in HR Vault is just as valid as one signed on paper by hand.
Any file that is uploaded to the HR Vault can be shared and signed by employees to verify they’ve received and read the document.
Ready to dive in? Unlock Your Free HR Vault Now!
How can I get started?
If you are a CEDR Member or have a paid subscription to the CEDR Software Suite and you need help setting up your account, click here to submit a support request.
If you are not a CEDR Member, you can start by unlocking access to your personal HR Vault account for free. Use the link below to claim your free software.
On-Demand HIPAA Training
How does CEDR’s on-demand HIPAA Training program work?
Once your account is activated, you’ll be prompted to invite your employees to use the on-demand training program. Once invited, each of your employees will receive a unique HIPAA Training login that will allow them to access online training.
You’ll be notified when an employee completes their training, and will receive a notification that it’s time for them to retrain on the one year anniversary of their last training session.
How do my employees complete their HIPAA training?
Employees take their training by logging into their own account and watching the appropriate training videos (about 1 hour for Basic Training plus an additional 90 minutes for Advanced Training). They will then have the chance to take a brief online quiz about the material covered in the training videos in order to receive their training certification.
We recommend making HIPAA Training with this system part of your new-hire onboarding process to ensure that your employees never touch a patient’s PHI before they have updated their understanding of how to do so safely and legally.
Who is required to take HIPAA training?
All employees are required to take Basic HIPAA training on a yearly basis. We also recommended that you have your new employees go through the Basic Training program to ensure they are certified before working with your patients’ PHI.
At least one employee at your office should be designated as your Security & Privacy Officer and take the Advanced Training course. They would then be your office’s go-to resource for questions about HIPAA, HIPAA training, and what to do when a HIPAA breach occurs.
How do I confirm that my employees have completed HIPAA training?
The owner and/or administrator of your HIPAA Training account will receive notifications whenever an employee completes HIPAA training. Certificates are then automatically issued for those employees by the system and those certificates are kept on file for record verification.
What is the difference between Basic and Advanced Training?
Basic Training covers standard HIPAA rules and compliance.
Advanced Training goes into more detailed information necessary for the Security Privacy Officer, including how to prevent HIPAA breaches and how to proceed should one occur at your office.
Do I need to be a member to have access to CEDR HIPAA Training?
Online HIPAA Training is always included in CEDR Membership, but standalone access to the service is also available on a yearly subscription basis.
Want to give it a try? Train your entire team (up to 25 employees) free for your first year!
How can I get started?
If you are a CEDR Member or have a paid subscription HIPAA Training and you need help setting up your account, click here to submit a support request.
If you are not a CEDR Member, you can try on-demand HIPAA Training free for your first year here.
PTO & Time Tracking
How does the PTO & Time Tracking integration inside HR Vault work?
Once the PTO & Time Tracking tool is activated for your HR Vault account, your employees will see a timekeeping island in their personal HR Vault dashboard whenever they login. They’ll then be able to clock in and out with a single click on the appropriate button inside of that timekeeping island.
The timekeeping island also provides easy access to the employee timekeeping portal. In that portal, employees can review and approve their timecards, correct punching mistakes (if you allow them to do so), review their available time-off balances for any category specified by your business (vacation, sick time, emergency leave, FMLA leave, etc.), see which days other employees on their team have requested time off, and make instant time-off requests.
You’ll get a notification when an employee makes a change to their timecard or submits a time-off request so you can approve, deny, or modify the request whenever it’s convenient for you.
Your PTO & Time Tracking account is customizable to your office policies, as well as the laws in your state, county, or city. The system can be programmed to account for mandated break and customized so that time off accrues at specific rates for specific categories automatically, eliminating the need for manual calculations and tracking. You can also set the system up to send you notifications whenever employees clock in or out late or early, to prevent punching by friends or outside the office, to notify you when employees are approaching overtime, and more.
Your admin portal also makes it easy to monitor employee hours and time off at a glance, pull custom timekeeping and payroll reports, and to submit payroll to your provider in a matter of seconds.
When you put it all together, all of this adds up to fewer payroll mistakes, less wasted time, and added control for you as a business owner.
When you’re ready to upgrade the timekeeping system you use at your office, try the PTO & Time Tracking integration inside HR Vault Free for 30 days.
I have a complex time off accrual policy. Can the system track this?
Yes! CEDR’s PTO & Time Tracking integration can track even the most complex time-off policies.
Time off can be set up to accrue yearly, quarterly, monthly, by pay period, weekly, or even daily. Time off can also accrue based on hours worked and can even be prorated based on an employee’s hire date and first day of eligibility. The system will also manage any rollover over pay and cash out policies you may have.
In short, no time-off policy is too complex for this timekeeping system.
Ready to get started? Try the PTO & Time Tracking integration inside HR Vault Free for 30 days.
How can I prevent my employees from clocking outside the office if they clock online?
Clocking can be restricted to specific IP addresses, so employees will have to be either logged in on an office computer or connected to the office WiFi network in order to clock in/out.
Ready to get started? Try the PTO & Time Tracking integration inside HR Vault Free for 30 days.
Can I track things like bonuses and commissions?
Yes! We can set up any type of customized category for your PTO & Time Tracking system so that it automatically tracks and applies payments based on hours worked or specific input amounts for each category.
We can also program any specific rules you may have in those categories such as required attendance rates, minimum production levels, minimum hours worked to receive payments, and anything else you might use to determine whether or not an employee is eligible for a certain bonus or type of payment.
Ready to get started? Try the PTO & Time Tracking integration inside HR Vault Free for 30 days.
Can the PTO & Time Tracking integration track mandatory breaks and lunches?
Yes! Upon request, we can enable “Break” and “Meal” options on the timekeeping island your employees use to clock in and out in order to track breaks and meals based on your specific office policies and/or the laws in your state, county, or city. These options can be set up as “paid” or “unpaid” time.
When breaks or meals are paid, we can customize grace periods during which employees can clock back in before the entire break or lunch is considered unpaid. We can also program the system to automatically pay for a certain portion of a break or meal period, as needed.
Ready to get started? Try the PTO & Time Tracking integration inside HR Vault Free for 30 days.
My employees accrue time off based on their employment status and length of employment. Will the system take this into account?
Yes! The system can check the status and start date of each employee and determine how much time off they’re eligible to accrue. We can also customize how much time off employees accrue based on the number of hours they work per week.
Ready to get started? Try the PTO & Time Tracking integration inside HR Vault Free for 30 days.
My time off accrual rates differ from location to location. How do I manage this in the PTO & Time Tracking system?
Customizing your system to account for unique policies across multiple locations is easy in CEDR’s PTO & Time Tracking integration.
We can set up different accrual rules based on a variety of employee information including location, department, status, and more!
Ready to get started? Try the PTO & Time Tracking integration inside HR Vault Free for 30 days.
Can I track time for employees that work at multiple locations using the same system?
Yes! You can track where an employee is working either by allowing them to select their location manually when clocking in, or by automatically assigning a location based on where they were when they clocked in/out.
Similar to the IP restriction that allows you to prevent employees from clocking in or out when they are not actually at the office, the system knows where an employee clocked in/out from and will assign a “Location” on timecards accordingly.
Ready to get started? Try the PTO & Time Tracking integration inside HR Vault Free for 30 days.
Can I track different shift types for employees that have multiple job types?
Yes! We can customize your PTO & Time Tracking account to ask any question you’d like when your employees clock in or out and then have them pick from a list of eligible answers.
This will allow your employees to select options such as “Shift Type” or “Department” each time they clock in. We can also associate different time card categories and/or pay rates based on the option they selected.
This feature can be applied just to specific employees or to your entire team.
Ready to get started? Try the PTO & Time Tracking integration inside HR Vault Free for 30 days.
How can I get started?
If you are a CEDR Member or have a paid subscription to the PTO & Time Tracking integration and you need help setting up your account, click here to submit a support request.
If you are not a CEDR Member, you’ll first need to unlock access to a free HR Vault account.
Once you have activated HR Vault, you can start your 30-day trial of the PTO & Time Tracking integration by clicking here or by following the prompts you’ll see when you first login to your HR Vault.