Product Features

One Solution for K-12 HR and Business Efficiency

Helios has you covered for compliance and audits

Helios Core System

The Core System allows you to track all personnel records in one place. With integration into other systems, Helios can provide the school business office the ability to look in one place for all information about any employee (certificated, classified, volunteer, substitutes, etc.). With your data all in one place you can eliminate duplication of data entry and errors, generate reports across various modules for a more holistic view, save your team time, and save your school money.

  • Employee Tracking
  • Work History
  • Credentials
  • HQT Requirements
  • TB/DOJ Tracking
  • Reporting and Ad-hoc Reports
  • Automated Credential and TB Reminders
  • Education
  • Pay and Benefits
  • Professional Development
  • Vaccination Records
  • Induction Matching – Mentors to Inductees
  • DocWonder document management
  • BTSA/TIP and Induction
  • EL Authorization
  • Position Control and Funding
  • Testing
  • Longevity
  • Classified and Certificated Testing
  • Volunteers
  • Support Programs
  • Medical Immunization Tracking
  • Form Designer
  • Workflow Designer
  • Onboarding Designer

Plus you always get

  • Ongoing phone and email support
  • Initial training
  • Data hosting and managed servers
  • Software maintenance and updates to purchased modules

Helios Features

Helios modules help eliminate manual paper processes, allowing principals, or school site administrators to perform functions normally done by HR or other school operations. Last minute requests for reports or information are made easier and more efficient and provide HR and Business departments with more efficient cost saving processes.

Electronic Onboarding

Helps new hires to complete forms and enter information online easily. Electronic forms with built-in e-signatures ensure all the required federal, state, and district forms are completed. New hires can read and e-sign district forms and documents, including manuals and policies.

The information collected includes personal information, W-4, I-9, dependents, benefits, as well as documents like resumes and transcripts. All of this data is then stored in employees’ electronic files for easy access later.  Eliminate your new hire paper packets and have everything online, allowing new hires to complete onboarding anywhere from a web browser.

Workflows and Electronic Form Approvals

Workflows help streamline all your form approvals including personnel requisitions by making them completely electronic. Electronic forms can be set up in Helios and the approvals can be based on multiple criteria including account codes, funding sources, and employee types.

At each step, Helios sends notifications to the approvers to review. All requisitions can be tracked and history and progress can be viewed. At each step, approvers can electronically sign and approve the requisition. All the electronic form approvals and electronic paperwork are stored in e-files for easy access at any time as well as for reporting.

Timesheets, Paid Time Off, and Leave Tracking

Electronic timesheets and absence management allows school and district staff as well as employees to report time and attendance. This includes absences (negative attendance) for permanent full time employees as well as timesheet  reporting (positive attendance) for hourly employees and substitutes.

Employees can submit online leave and time off requests through the Employee Self-service Portal. It generates reports for HR, Payroll, and Finance. It also can accrue and calculate leave balances for employees based on bargaining unit and other rules. Employees can then check leave balances online.

Absence Management and Substitute Calling

Helps manage absences as well as place substitutes for the absentee assignments. You can manage the substitute pool as well as substitute rules for placement based on skills, teacher preferences, grade levels, subjects, and credentials.

Teachers and employees can report absences either online or via automated phone service. The system will automatically make outbound calls to matched substitutes from the pool to fill absences. Substitutes can also pick assignments either online or via automated phone service. Substitutes can submit timesheets online. Administrators and staff can manage absences and substitute placements as well as approve substitute timesheets

Employee Self-Service Portal

The portal provides the means for self-service, enabling employees to easily access their data on leave balances, request time off, report absences, evaluations, credentials, upload documents, and other information all online or via our mobile app. This empowers the employees, and saves HR time in having to answer employee queries and emails. The Helios mobile app works on iPhone, iPad, iOS, and Android devices allowing employees to have user-friendly and accessible information.

Electronic Files and Documents (DocWonder)

Electronic document management and tracking helps with uploading or scanning in hard copy documents and attaching to employee profiles. This module is part of the Helios core product. Documents can be shared by employees or with employees. This creates an electronic personnel file and provides easy access to documents including contracts, W-4, I-9, test scores, transcripts, resumes, memos, and other forms.

Helios also has electronic forms or eForms that enable employees and new hires to complete and electronically sign forms online without the need to download any software. Admin staff can design these forms within Helios easily using built-in Form Designer.


Helps with online evaluations based on district evaluation tools and templates. Allows administrators to complete evaluations online, electronically sign, and submit them. Employees can see evaluations on the Employee Portal and submit comments too. Multiple evaluation forms for different employee types can be built in. It also sends reminders as well as schedules next evaluation based on criteria.

Assignment Monitoring

Helps compare teacher credentials to courses and classes taught, check for compliance, and flag any potential mis-assignments. This is very useful to check which teachers may be teaching out of compliance. The assignment tracking feature of Helios is dependent on data sources such as teacher class assignments, course codes, and other values. The district may choose to import the assignment data from their student system and Helios can help with this integration. If the district uses the standard CBEDS/CalPADS course codes then that will reduce the setup time. The assignment monitoring feature in Helios also includes assignment monitoring prediction which is not meant as a substitution for a human professional conducting assignment monitoring but is only a very preliminary indicator.

Hiring and Recruitment

Streamline your recruitment and hiring process. Post jobs, enable applicants to apply online, screen and manage applications, and allow review and scoring of applicants by HR, principals, and hiring managers. You can communicate with applicants online, check references, check credentials, and make final hiring decisions. This module is fully integrated with Helios’ position requisition and new hire onboarding modules to allow for seamless hiring workflow process.

Reports and Analytics

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

  • Every Student Succeeds Act (ESSA)
  • California CBEDS
  • Assignment Monitoring
  • Equal Employment Opportunity (EEO)
  • Credentialing
  • Staff and Teacher Rosters
  • School Board Reports
  • Many more

Onsite Training

Onsite training can be arranged. We can perform a train the trainer session, train principals and other users of the system (if your plans are to disseminate work to school sites), train employee, etc.

Interfaces to Other Systems

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