Manage your HR documents without breaking a sweat

Less manual grind = more time for the work that actually matters.

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Your HR documents are created, approved, and saved in one centralized system

All documents in one place

Relax knowing your documents and processes run digitally without effort

Submit and approve

Everything in its place

Digitize time tracking and documents

Employee requests

Your team submits requests in one system, where managers can instantly review and approve them.

Schedule management

Create and approve schedules, share them with colleagues, and get their sign-off, without printing a single document.

Digitized approvals

Employees submit and approve documents and requests on their personal account in OPTAS wherever they are.

Submitting and approving documents in one place

Save and archive

Standardized processes

Unify document and schedule management

Unified formatting

No matter the department, all requests and documents follow your company’s standard format.

Data safety

Your documents and information are protected with top security standards, and you control who has access.

Full customization

From your own logo to approval steps, configure documents as you wish and tailor them to your company needs and style.

Digitally managing employee requests, schedules, and approvals in one unified system

Digitize documents

Modern solutions

Give your printer a break

Different approval rules

Set approval workflows and responsible people based on document type, department, role, and more.

No need for paper

From data collection to schedule publishing, everything happens in one digital environment.

Automatic data transfer

Employee requests unpaid leave or needs a half-day off? Just hit approve, and schedule updates instantly.

Multiple managers can approve employee requests in a digital HR system

HR transparency

More clarity

Let your data move without friction

Integrated system

Automatically transfer schedule changes and approved requests to timesheets with reasons and your markings.

Always within your reach

All documents, requests, and schedules can be downloaded anytime in your preferred format.

Document history

Track request and approvals history, quickly find information by a keyword or a date.

Managing timesheets, documents, and request history in one integrated digital system

What’s next?

Ditch paper and go digital

Filling out documents by hand, mistakes, missing information, constant printing – leave it all behind with one unified scheduling and HR document management system. Ready to move forward?

Book a discovery call

Time to ditch paper and go fully digital

Centralized information

Your staff’s requests, documents, and schedules find their place in one centralized system.

Modern image

Digitize schedules, HR documents, timesheets, and requests – stand out as a modern company.

90% faster timesheets

With all schedule related documents in one place, error-free timesheets generate automatically.

More reasons to go digital

Value from first click

90% less manual work and 70% faster schedule creation

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Simple request submission

Your team can submit requests directly from their phone – no need to fill out paper documents.

System integrations

Exchange timesheet and leave info with other systems and eliminate manual data transfer.

Fewer errors

Automation reduces errors, ensures accurate calculations, and keeps data updated in real time.

Companies saying goodbye to paper chaos

Inspiring stories from our clients across different industries

Hospitality

Courtyard by Marriott

This story takes us to the heart of Vilnius, the bustling Courtyard by Marriott Vilnius City Center hotel and restaurant. Find out how they moved scattered processes and documents into one centralized platform.

Healthcare

Šiauliai Hospital

Creating schedules for 2,400 doctors, nurses, technicians, and other hospital staff previously took at least 2–3 working days per department. Now the hospital manages HR documents and creates employee schedules in minutes, without errors.

Manufacturing

Baltic Champs

Creating rotating schedules for several hundred employees, whose schedules depend on mushroom growth cycles, is a challenge. Find out how OPTAS helped structure the staff schedules and work processes of the largest mushroom producer in the Baltic states.

Restaurant

Sushi City

110+ employees, 4 cities, and growing restaurants. Sushi City uses one tool where employees submit requests, managers approve it, and all updates appear automatically in schedules without any errors.

Your questions, answered

OPTAS ensures the simplest possible experience for your staff. Each employee gets an individual account with unique login credentials. They just need to log in to the system to submit and approve requests and other documents.

You and your team can approve and sign documents directly within the system using a Simple Electronic Signature (SES). Employees simply log into their personal accounts to confirm documents electronically – no qualified or mobile signature required.

OPTAS workforce and time management system handles submission, approval, and coordination of requests, work schedules, timesheets, and other documents entirely digitally.

When an employee logs into the system under their own name and confirms a document electronically, it holds the same legal validity as a handwritten signature. It’s essential that company policies clearly state that approvals are conducted electronically through the system and that employees are properly informed and have acknowledged this procedure.

Once logged into their account, employee can submit, review, and approve documents assigned to them. Approving a document in the system means that the employee:

Has reviewed the content of the document
Confirms the data provided
Agrees with the information in the document
Accepts responsibility for its accuracy

When approving requests or schedules, system automatically records employee's first and last name, email address, date and time of document approval, and IP address.

In OPTAS, the following documents can be approved electronically:

Requests for annual leave, unpaid leave, parental leave, childcare leave, maternity or paternity leave, study leave, self-education, volunteering, and health leave
Consent to work overtime or on a rest day
Request to take on additional work
Request to work remotely
Requests to be exempted from work with administrative approval
Work schedules
Timesheets

The system also generates employment contract documents and their amendments (without approval). If needed, additional document forms can be added to OPTAS.

Going paperless streamlines HR operations in several key ways, it:

Reduces physical storage costs and administrative overhead
Speeds up document retrieval and workflows
Improves data security through access controls and encryption
Supports remote / hybrid work by making records accessible anywhere
Reduces environmental impact
Lowers the risk of lost or damaged documents

HR data management is a systematic process of collecting, storing, organizing, and maintaining employee-related information throughout the employment lifecycle. This includes personal details, payroll records, performance reviews, benefits, training history, and compliance documents.

HR manager with no employee documents on her desk