IT, security and HR systems for US staffing agencies and HR firms

Challenges we see

Staffing and recruitment agencies, professional employer organizations, payroll providers and HR consultancies share a set of problems driven by the data they hold and the pace they work at:

• Highly sensitive personal information. Social Security numbers, banking details, identity documents, background and reference checks, and health information from accommodation requests all pass through recruiters' inboxes and shared drives.
• Too many systems. Applicant tracking, onboarding forms, timesheets, scheduling, payroll, invoicing and accounting are often separate, with the same worker details typed several times.
• Volume and turnover. Hundreds of candidates, short placements and frequent changes in recruiters mean accounts and access need constant attention.
• Remote and branch teams. Recruiters work from branches, client sites and home, often on mobile devices.
• Fraud targeting payroll. Attackers impersonate workers to change direct deposit details, or impersonate clients to redirect payments.

How Promatics helps

Our managed IT services give you one accountable provider for daily IT. For HR and staffing firms this usually includes:

• A fully remote, 24/7 help desk for managed-service clients, with priorities and response targets set in the service agreement.
• System design and networking for head office and branches, with secure remote access for recruiters.
• Software license management across applicant tracking, payroll and productivity tools.
• Hardware procurement and inventory, with encrypted laptops and fast onboarding and offboarding of devices.
• Cabling and phone systems for new branches.
• On-site systems maintenance where your service agreement includes on-site work.
• A layered cybersecurity stack aligned with recognized frameworks such as the NIST Cybersecurity Framework, with multi-factor authentication, email security and verification steps for any change to banking details. See cybersecurity services.

We configure Microsoft 365 so candidate and employee files are stored in controlled locations with retention rules instead of personal inboxes. Workflow and business process automation moves candidates from application to placement to timesheet to payroll and invoice without re-keying, and privacy and compliance readiness helps you map where personal information lives, who can access it and how long you keep it. A virtual CIO provides strategic assessments, gap analysis and project management.

Prometheus for HR and staffing

Prometheus ERP includes human resource management alongside CRM, projects, sales, purchasing and accounting. For staffing and HR firms it can cover employee records, onboarding, attendance and leave, timesheets, payroll processing, expense claims, appraisals and client invoicing in one system, with role-based access so recruiters see only what they need.

US regulatory and operating context

• Privacy of employee and candidate information. There is no single federal privacy law. Employee and candidate data is covered by the FTC Act, state breach notification laws and, in some states, comprehensive privacy laws that extend to employee and applicant data (California's CCPA/CPRA does; many other state laws exempt it). Background checks are also regulated by the Fair Credit Reporting Act (FCRA) and state laws.
• Employment law and records. The Fair Labor Standards Act (FLSA) and state labor laws set record-keeping requirements for hours, wages and leave, and Form I-9 employment eligibility records have their own retention and storage rules. Staffing firms may be subject to state licensing or registration, and some states require notice to employees about electronic monitoring. Check the rules in each state where you operate.
• Payroll obligations. Payroll systems must support federal and state income tax withholding, FICA, state unemployment insurance, and W-2 and Form 1099 reporting to the IRS and state agencies.
• Anti-discrimination and accommodation. The EEOC enforces federal anti-discrimination laws, and the ADA requires medical and accommodation information to be kept confidential and separate from personnel files, available only to those who need it.
• Commercial messages. Job alerts and marketing emails to candidates and clients must follow CAN-SPAM, and texts and calls need consent under the TCPA.

This is general information, not legal advice. Confirm your obligations with your employment lawyer and payroll advisers.