HR teams spend 40% of their time on repetitive self-service requests: employment certificates for landlords, salary certificates for banks, address changes, payroll queries. Without a portal, these arrive by email or phone, are re-keyed into the HRIS, and the certificate is drafted from a Word template — a 3-day cycle for a 5-minute request.

The employee experience is poor too: the employee has no visibility on the request status, calls HR for updates, and receives a paper certificate by post or scanned email — hardly a modern employee experience.

• Employee request: the employee logs into the self-service portal and selects the request type (employment certificate, salary certificate, address change, payroll query).

• Auto-generation for certificates: for employment and salary certificates, the workflow auto-generates the PDF via usePDF with employee data from the HRIS — no HR intervention needed for standard certificates.

• HR validation for contractual changes: address changes and payroll queries route to HR for validation; the workflow updates the HRIS and payroll on approval.

• PDF delivery: the certificate is delivered to the employee via the portal in PDF, with the HR stamp and eIDAS signature for official use.

• Archiving: the certificate is archived encrypted via useArchive for the legal retention period, attached to the employee record.

• Status tracking: the employee sees the request status in real time and is notified on delivery — no phone calls to HR.

• Multi-language: the portal and certificates are available in 7 languages for international workforces.

Organizations deploying Utilyx HR self-service cut HR ticket volume by 55%, deliver standard certificates in under 10 minutes (vs 3 days), and free HR to focus on high-value employee experience work.

The AI copilot drafts certificates from HRIS data, the no-code visual designer lets HR adjust the request catalog and validation rules, and the eIDAS signature makes certificates legally valid for banks, landlords and administrations.