KPIs, competencies,
and HR letters —
finally in one record.
Vanaila HR Suite replaces the spreadsheet your HR team is quietly maintaining. Performance management, training need analysis, and HR documents — engineered around one employee record, one approval workflow, one audit trail.
One record.
Seven modules. Zero spreadsheets.
Integrated modules
Performance, Records, TNA, Docs, Probation, Insights, Directory
Distinct roles
Super Admin · HR · Manager · Employee — separate surfaces
Spreadsheets needed
Every KPI, score, and letter lives in one auditable record
Performance.
Assessment. Documentation.
Most HR software does one of these well. Vanaila HR Suite engineers all three around the same employee record — so a KPI score in March becomes the evidence inside the probation letter in May.
KPI Management that closes the loop.
Define what good looks like, assign weighted targets, and approve manager changes through a real workflow — not a shared spreadsheet that nobody trusts by quarter end.
- Per-role KPI definitions
- Monthly target overrides
- HR-approval governance
- Achievement records with audit trail
Competency assessments tied to actual roles.
Score every employee against the exact competencies their position requires — with evidence captured in-line. The result is a TNA you can actually plan training against, not a personality test.
- Per-position competency rubrics
- Evidence-backed scoring 1–10
- Manager and self-assessment paths
- Gap analysis ready for L&D
Letters & contracts generated from live data.
PKWTT, PKWT, SK, certificates, payroll memos — pulled from the employee record, signed, exported to A4 PDF. No copy-paste from last quarter's template.
- Database-synced templates
- A4 live preview
- E-sign placeholder fields
- Versioned template editor
Seven modules.
One operating record.
You can adopt one module on day one and the rest on month three. Everything shares the same employee record, role permissions, and approval chain — so onboarding the next module is configuration, not migration.
Centralized KPI library per position with weighting, monthly overrides, and HR approval gating on manager edits.
Monthly achievement entry against target. Auto-calculates attainment percentage, status, and trend across periods.
Score employees against position-specific competencies. Evidence textarea on every rubric line. Saves directly to the employee timeline.
Generate PKWTT, PKWT, SK, certificates and payroll letters from employee data with side-by-side A4 preview and template editor.
Auto-generate probation drafts from KPI scores. Decision and PIP plans tied to a configurable threshold and pass minimum.
Department-level dashboards: active KPIs, employees without records, six-month trend, and Excel / PDF export per division.
Single source of truth for ownership, reporting lines, access roles, and assessment status. Search, filter, import, export.
A KPI library that scales past 50 roles — without becoming a spreadsheet.
Define KPIs per position once, override per employee per month when reality demands, and route manager edits through HR approval. Every change is timestamped, every value attaches to an effective period, every role inherits sensible defaults.
- → Position-level KPI definitions with target, unit and effective period
- → Monthly per-employee overrides without breaking the global default
- → KPI Governance toggle: require HR approval on manager changes
- → Approval queue with one-click accept / reject + audit trail
Score the skills the role actually demands.
Pick a position. The competency rubric for that role loads inline — API Design, Database Optimization, Service Reliability for a Backend Engineer; different rubric for QA, Sales, or Finance. Rate 1–10, attach evidence, save once. The gap goes straight into the training plan.
- → Per-position competency rubrics, not a generic checklist
- → 1–10 proficiency scale with Novice → Expert anchors
- → Evidence field on every dimension — score with proof
- → Submissions write back to the employee assessment record
Generate PKWTT in under a minute — properly.
Pick the document type, pick the template, pick the subject. The A4 preview renders on the right with the employee's name, contract type, signer, and date already filled in. Edit the template once and every future letter inherits the change.
- → Bundled Indonesian templates: PKWTT, PKWT, SK, Surat Keterangan
- → Side-by-side A4 preview while you edit the template
- → E-sign placeholder regions for approver and acknowledger
- → Versioned template editor — synced with the database
Probation reviews that compute themselves.
Set a PIP threshold and a pass minimum. The system pulls the three-month KPI score for every probationer, flags anyone below the line, and generates a draft PIP plan. HR adds context and signs — they don't hunt through email for last month's scores.
- → Auto-generate probation draft from rolling KPI scores
- → Configurable PIP threshold and pass minimum per period
- → Attendance entries roll into the same probation record
- → Export probation review packet as Excel or PDF
The spreadsheet stack
vs. the record of truth.
Be honest about what your HR team does between the 25th and the 1st. Now imagine doing it from one screen, with one source of truth, and no Slack hunt for the latest version of "KPI_Q1_v8_FINAL_final.xlsx".
Twelve tabs, three Slack threads, one missed letter.
- KPI targets live in someone's Google Sheet
- Letters drafted in Word, last version unknown
- Probation tracked in a separate spreadsheet
- No audit trail — only Slack receipts
- Manager edits emailed to HR, then forgotten
One record per employee. One workflow per change.
- KPI library versioned per role, audit-trailed
- Letters generated from live data with A4 preview
- Probation drafts auto-compose from KPI score
- Every edit timestamped and approval-routed
- Manager changes gated by HR Governance toggle
Five movements from
target to decision.
The same five-step loop runs every period — monthly for KPIs, quarterly for assessments, on-cycle for probation. Configure once. Run forever. Audit anything.
Define
HR builds the KPI library per position with weighting, unit, and effective period. Templates ship pre-seeded.
HR · AdminAssign
Managers set monthly targets per employee or inherit the position default. HR approves the changes that need approving.
Manager · HRAssess
Monthly competency assessment runs against the position rubric. Score 1–10 with evidence. Records save to the employee timeline.
Manager · EmployeeRecord
Actual values logged against target every period. Attainment percentage and status compute automatically — no formula maintenance.
ManagerDecide
Probation drafts, PIP plans, and HR letters generate from the same data. Export to PDF, sign, file. Cycle restarts on the 1st.
HR · DirectorOne workspace.
Four permissions, by design.
Super Admin
Operates the workspace, governance, and module configuration.
- Module toggles
- Governance rules
- Seat management
- Audit logs
HR
Owns the people record end-to-end — from KPIs to letters.
- KPI library
- Approve manager edits
- Generate documents
- Probation reviews
Manager
Sets targets, runs assessments, owns team performance.
- Set targets
- Score team
- Submit KPI records
- Review probation
Employee
Sees their own KPIs, scores, letters — nothing more.
- View targets
- Self-assessment
- Download letters
- Acknowledge sign-off
Shipping next.
And the one after that.
HR Suite ships in the open. What you adopt today, you don't outgrow tomorrow — these are the modules already on the build board, plus the door we keep open for the workflow only your team has.
Manpower Planning
Headcount forecasting against budget, role gap mapping, and approval routing — fed straight from the employee record and KPI library.
Recruitment ATS
Job requisitions, candidate pipeline, interview scorecards — closing the loop into the same Employee Directory once a hire is confirmed.
Live Attendance
Selfie-verified, geofence-locked clock-in. Photo + GPS coordinates attached to every punch, with anti-spoof checks and shift rosters.
Your workflow, engineered in.
Have a payroll rule, governance flow, or compliance template that doesn't fit a generic HRIS? Vanaila ships custom modules against the same record — quoted per scope, delivered with the rest of the suite.
Brief us on your workflow →Run your next
performance review —
without the spreadsheet.
Provisioned in 48 hours. Seeded with Indonesian KPI and competency templates so your HR team can pilot the loop before they migrate. No card. No long contract.