Dynamic org chart and complete HR files for every employee

The org chart updates automatically on any role or department change. Every employee's HR file — contract, reviews, leave, timesheet — in one place.

HR loses whole hours updating org charts in PowerPoint or Visio every time someone moves, leaves or gets promoted. 4softhr keeps the org chart live: any change of role, department or manager in the HR system is reflected immediately in the interactive org chart — visible to every employee if HR enables public access. Each employee's digital file holds the whole lifecycle: from the CV in recruiting, the electronically signed CIM, addenda, semi-annual reviews, the monthly timesheet, leave and medical certificates, through to the termination documents — archived for 5 years as required by law, retrievable instantly for an ITM audit.

Interactive org chart: drag-and-drop for quick restructuring; PNG/PDF export on demand.
Automatic update on any change of role, department, manager or location.
Complete HR file per employee: CIM, addenda, medical certificates, reviews, timesheet, leave.
Fast file search: by employee, department, document type, date or keyword.
Electronically signed documents stored with an integrity hash (legal non-repudiation).
Automatic alerts for expiring documents: medical clearances, CMR certificates, work permits.
Role-based access: the employee sees their own file; the manager sees the team; HR sees everything.
Full file export to PDF or ZIP on request — for ITM audit, due diligence or a company transfer.

A live org chart — not PowerPoint

Every time an employee is promoted, moved to a new department, or a manager changes, 4softhr automatically updates the org chart. HR sees the company structure in real time: headcount per department, direct and indirect reporting, locations. Reorganisations are done drag-and-drop in HR and reflected instantly in the org chart — no updating 3 PowerPoint files, no emailing around the correct version. Employees can see the company org chart (access level configured by HR) directly in the app.

The HR file — from hiring to departure

Every employee has a complete digital file: (1) hiring documents — CV, offer, signed CIM, job description; (2) CIM changes — electronically signed addenda, with a change history; (3) performance reviews — every review cycle with scores, feedback and improvement plans; (4) monthly timesheet — exportable per month; (5) leave — every request and approval; (6) medical documents — medical certificates, occupational-health clearances (with an expiry date and automatic alert); (7) departure documents — resignation, mutual agreement or dismissal decision. The whole file can be exported as PDF or ZIP within seconds.

Alerts for expiring documents

The annual occupational-health clearance, CMR certificates for drivers, ISCIR authorisations for operators, work permits for non-EU citizens — all have an expiry date and legal consequences if an employee works with expired documents. 4softhr monitors every document with an expiry date and sends an automatic alert to HR and the manager (via 4notify.net) 30, 14 and 7 days before expiry — enough time to schedule renewal.

Advantages

Live org chart: any role or department change is reflected instantly — no PowerPoint to update.
Complete HR file per employee: contract, addenda, reviews, time tracking, leave, medical documents.
Fast file search by employee, department, document type, date or keyword.
Automatic expiry alerts for documents (medical clearances, CMR, work permits) at -30/-14/-7 days.
Role-based access with logging of every view — employee / manager / HR / director.
Full file export to PDF or ZIP in seconds, for ITM audit or due diligence.
Multi-entity, native to Romanian archiving law (5 years for HR), with Romanian-language support.

Limitations & considerations

Migrating paper files requires initial scanning and indexing (guided service at onboarding, 1–2 days+).
Org-chart accuracy depends on keeping role changes up to date in the system.
Expiry alerts only work for documents uploaded with a validity date filled in.
A newer platform than global HR suites, with fewer third-party document-management integrations.

Included features

Feature	What 4softhr offers
Org chart	Interactive, drag-and-drop, auto-updated; export PNG/PDF/SVG
HR file per employee	Contract, addenda, reviews, time tracking, leave, medical documents
Search	By employee, department, document type, date or keyword
Document integrity	Integrity hash on e-signed documents (non-repudiation)
Expiry alerts	Medical clearances, CMR, work permits at -30/-14/-7 days
Role-based access	Employee / manager / HR / director, with view logging
Archiving & export	Full file 5 years, PDF/ZIP export on request
4b2b ecosystem integration	Onboarding, Reviews, Revisal, 4notify.net (expiry alerts)

Verdict

For an HR team that loses hours updating org charts and digging through binders, 4softhr centralises the whole employee lifecycle into a digital file and an org chart that updates itself. The initial paper migration is the only start-up effort.

Legal references

HG 905/2017 — the General Register of Employee Records (REVISAL)
OMFP 1802/2014 — accounting document archiving, 10 years
Legea 16/1996 — national archiving (5 years for HR documents)
HG 355/2007 — occupational health surveillance (medical clearances)

Frequently asked questions

Who can access an employee's file?

Configurable levels: the employee sees their own file (without manager reviews, if HR decides so); the direct manager sees their team; HR and the director see every file. Every access is logged with the user, timestamp and the document viewed.

Are the files of departed employees kept?

Yes, for 5 years from the CIM termination date (a legal requirement per Law 16/1996 and Government Decision 905/2017). After 5 years, personal data is anonymised automatically. Tax documents (payslips, D112) are kept for 10 years.

How do we migrate paper files?

At onboarding we offer a scanning and indexing service (guided by the 4softhr team): HR scans the documents, we index them per employee and per document type. Alternatively, new documents from onboarding onward are digital-native; old files can be uploaded in bulk.

Can the org chart be exported for presentations?

Yes. Export as PNG (any resolution), PDF A4/A3 or vector SVG — suited to board presentations or management reports.

Can I manage multiple companies in the same group?

Yes. Multi-entity: each company has its own org chart and files. The group director can see the consolidated group org chart, filtered per entity.

Related resources

Onboarding & offboarding →The file is created automatically at onboarding.Performance reviews →Reviews are added automatically to the employee's file.Revisal & REGES-ONLINE →Every CIM change updates Revisal too.

Organise your company's HR

We import your existing employees and build the org chart together with your team. Digital files are ready in 48h.

See pricing Talk to a consultant