Product Features

One Solution for K-12 HR and Business

Helios covers it all, from Hire to Retire

Helios Core System

The web-based Core tracks all personnel records in one place.
Integrates into other systems. View all information on any employee (certificated, classified, volunteer, substitutes).
Double data entry and errors are eliminated. Single-click reports generate across various modules for a holistic view.
Your team saves time. Your school saves money.

✔     Education
✔     Credentials
✔     Work History
✔     Pay and Benefits
✔     TB/DOJ Tracking
✔     HQT Requirements
✔     Employee Tracking
✔     Vaccination Records
✔     Professional Development
✔     Reporting and Ad-hoc Reports
✔     Mentors-to-Inductee Matching
✔     Automated Credential/TB Reminders

✔     Testing
✔     Longevity
✔     Volunteers
✔     Form Designer
✔     EL Authorization
✔     Support Programs
✔     Workflow Designer
✔     Onboarding Designer
✔     BTSA/TIP and Induction
✔     E-Document management
✔     Position Control and Funding
✔     Classified/Certificated Testing
✔     Medical Immunization Tracking

Plus you get:

✔     Initial training
✔     Video tutorial library
✔     Ongoing support
✔     Maintenance / module updates
✔     Data hosting / managed servers

Helios Features

Helios modules eliminate manual paper processes, allowing principals or site administrators to perform operations done by HR. Last-minute report and information request are easy to process, cost-saving, and more efficient.

Electronic Onboarding

Electronic Onboarding helps new hires easily complete e-forms and enter information online. Built-in e-signatures ensure federal, state, and district forms, documents, manuals, and policies are completed.

All data is stored within e-files for easy, web-based access.  Eliminate new hire paper packets and have it all online, allowing new hires to complete onboarding anywhere from a web browser. Information collected includes:

✔     W-4 and I-9
✔     Dependents
✔     Transcripts
✔     Documents

✔     Resumes
✔     Personal
✔     Benefits
✔     And more

Workflows and E-Form Approvals

Workflows streamline your form approvals, including personnel requisitions, by making them electronic.
At each step, Helios sends notifications to approvers for review and e-signature.

Electronic paperwork and e-form approvals are stored in e-files for easy access and reporting at any time. All requisitions can be tracked and history/progress viewed. E-form approvals can be based on multiple criteria, including:

✔     Account codes
✔     Employee types
✔     Funding sources

Timesheets, Paid Time Off, and Leave Tracking

Electronic timesheets and absence management allows staff and employees to report time and attendance.
This includes absences for full time employees and timesheet reporting for hourly employees and substitutes.

✔     Employees can submit leave and time off requests online through the Employee Self-service Portal
✔     Leave balances are accrued and calculated for employees based on bargaining units and other rules
✔     Reports generate for HR, Payroll, and Finance
✔     Employees can check leave balances online.

Absence Management and Substitute Calling

Assign rules for placement based on skills, teacher preferences, grade levels, subjects, and credentials.
Teachers and employees can report absences online or via automated phone service. System automatically calls matched substitutes to fill absences. Substitutes can submit timesheets and pick assignments online or via automated phone service. Administrators and staff can manage:

✔     Substitute placements
✔     Absentee assignments
✔     Timesheet approvals
✔     Absences

Employee Self-Service Portal

The Employee Portal empowers employees and saves HR time from having to handle employee queries and emails. The user-friendly Helios mobile app works on iPhone, iPad, iOS, and Android devices. Easy access for employees to view online or via mobile app their personal data on:

✔     Absences
✔     Credentials
✔     Evaluations

✔     Leave balances
✔     Time off requests
✔     Uploaded documents

E-Files and Documents

E-document management, tracking uploaded hard copy documents, and attaches to employee e-profiles. Documents can be shared by or with employees. Helios also enables employees and new hires to complete and electronically sign e-forms online without the need to download software. Admin staff can easily design these forms within Helios using built-in Form Designer. Provides easy access to documents like:

✔     Contracts
✔     Resumes
✔     Memos

✔     Test scores
✔     Transcripts
✔     W-4 and I-9


Employees can view evaluations from the Employee Portal and submit comments. Multiple evaluation forms for different employee types can be generated.

✔     Manage evaluations online with tools and templates
✔     Administrators complete evaluations, e-sign, and submit
✔     Automatically sends reminders and schedules next evaluation

Assignment Monitoring

Assignment tracking depends on data sources like teacher class assignments, course codes, and other values. Helios can help integrate assignment data from student systems. Setup time is reduced if standard CBEDS/CalPADS course codes are used. Assignment monitoring prediction within Helios does not substitute human professional assignment monitoring, but serves as a preliminary indicator.

✔     Checks for compliance and flags potential mis-assignments
✔     Compares teacher credentials to courses/classes taught
✔     Useful for checking out-of-compliance teaching

Hiring and Recruitment

Streamlines recruitment and hiring process. Fully-integrated with Helios position requisition and new hire onboarding for seamless workflow processing.

✔     Screen and manage online applications
✔     Communicate with applicants online
✔     Check references and credentials

✔     Review and score applicants
✔     Make final hiring decisions
✔     Post jobs

Reports and Analytics

Stay on top of compliance and reporting. Helios has built-in reports for:

✔     Equal Employment Opportunity (EEO)
✔     Every Student Succeeds Act (ESSA)
✔     Assignment Monitoring

✔     Staff and Teacher Rosters
✔     School Board Reports
✔     Credentialing
✔     Many more

Onsite Training

Onsite training can be arranged for training the trainer, principals, employees, and other system users.

Interfaces to Other Systems

Helios can integrate with other systems, including student information, financial, district and county, and more for data import or export. This integration reduces multiple data entry, saving time and money, while reducing errors.