Run your business with fewer spreadsheets

WORKloom brings the operational side of running a team into one connected workspace: people, hiring, contracts, projects, time, leave, expenses, gross payroll, files, approvals, and activity.

Instead of maintaining the same information across spreadsheets, shared drives, chat threads, and disconnected tools, you create it once and use it throughout the business.

One person. One operational history. From candidate to team member—and eventually alumnus—their profile keeps the contracts, work, leave, expenses, files, and decisions that belong together.

What changes with WORKloom?

Without WORKloom	With WORKloom
Candidate notes live in documents and chat	Positions, candidates, interviews, and feedback follow one hiring flow
Business data arrives in Word files, PDFs, scans, and photos	AI turns supported documents into structured, reviewable records
People are added only after they receive an account	Prepare profiles, contracts, reporting lines, and files before sending an invitation
Contract terms are copied into several spreadsheets	Review one structured contract record linked to the source document
Time sheets are collected and reconciled manually	People record time; managers review it; approved hours can feed gross payroll
Leave requests disappear into messages	Requests, balances, approvals, cancellations, and the team calendar stay connected
Receipts move between email, folders, and finance sheets	Claims include the receipt, extracted details, approval history, and payment status
Payroll inputs are rebuilt every month	Contract terms, approved hours, and eligible expenses produce a reviewable gross-payroll run
Managers ask several people for the latest numbers	Dashboards surface the current state and link directly to the underlying work

AI for the work businesses actually have

Most operational data does not arrive in a clean table. It arrives as a contract drafted in Word, a PDF sent by a supplier, a resume with an unusual layout, or a photo of a receipt taken on a phone.

That is where WORKloom uses AI: at the boundary between unstructured documents and reliable business records.

Instead of asking someone to read a document and copy each value into a form or spreadsheet, WORKloom can:

1. Accept the document in the format used by the real workflow.
2. Interpret its text, layout, and relevant visual content.
3. Propose the structured fields needed by WORKloom.
4. Show confidence information and warnings where the source is ambiguous.
5. Let a person correct and approve the result before it becomes operational data.

The same information may reach your business in very different forms. A receipt might be a text-based PDF from a supplier or a JPEG photographed at a restaurant. A contract or resume might be a Word file, PDF, or plain-text document. WORKloom normalizes those inputs into the same review experience for the corresponding record.

Business input	Supported ingestion formats	Structured result
Contract or offer	PDF, Word (.docx, .doc), plain text	Person, position, dates, contract type, compensation, leave, notice, and other terms
Resume or CV	PDF, Word (.docx, .doc), plain text	Identity, contact details, location, experience, education, skills, and candidate profile
Receipt or invoice	PDF, JPEG, PNG, WebP	Claim type, expense date, merchant, amount, currency, and description

This is not AI added for novelty. It solves three concrete problems:

• Manual re-entry — fewer hours spent copying information that already exists.
• Format inconsistency — the downstream record stays structured even when the source is not.
• Lost context — the original document remains connected to the reviewed data created from it.

See exactly how AI extraction works →

One system across the team lifecycle

WORKloom is designed around a simple idea: operational data should exist before, during, and after someone has access to your workspace.

1. Find and evaluate people

Open positions, add candidates, keep resumes with their profiles, invite interviewers, and collect structured feedback. Hiring information stays connected to the person who may later join your team.

Explore recruitment →

2. Prepare before their first day

Add a person without immediately creating a login. Build their profile, define their position and manager, upload files, prepare contracts, and invite them when the workspace is ready.

AI-assisted resume and contract extraction can pre-fill common fields, while a person reviews everything before it is saved.

Add a person → · See AI extraction →

3. Run day-to-day work

Organize work into projects and record time against the relevant project or contract. Managers can review team entries, approve selected hours, correct mistakes, and export reports.

Profiles bring together the person's overview, work records, contracts, leave, files, interviews, permissions, and—where connected—GitHub and Shortcut activity.

Organize projects → · Track and approve time → · Understand profiles →

4. Manage time away

Team members request leave against configured entitlements. Managers approve, decline, or forward requests; balances update; cancellations remain part of the record; and the shared calendar helps everyone plan coverage.

See the leave workflow →

5. Reimburse expenses

People submit claims manually or start with a receipt or invoice. WORKloom can extract the date, merchant, amount, currency, description, and likely claim type from PDF or image files.

Claims keep supporting documents and decisions together. Workspaces can configure claim types, cost centres, receipt requirements, multi-stage approval routes, and payment tracking.

Submit an expense → · Review approvals and payments →

6. Prepare gross payroll

WORKloom calculates gross earnings from contract terms and eligible approved time entries, then brings in approved expenses for the selected period. Payroll managers review warnings and totals before locking a stable run, exporting CSV or PDF reports, and making payslips available.

WORKloom handles gross-payroll preparation. Taxes, statutory contributions, deductions, and net-pay processing remain with your accountant or payroll provider.

Understand payroll → · Run payroll →

7. Keep the record when things change

Positions, managers, contracts, membership status, and permissions change over time. WORKloom keeps the person's operational history together instead of losing context when someone moves roles, changes contract type, or leaves.

Deactivation removes workspace access without deleting the records your business still needs.

The capabilities at a glance

People and organization

• Profiles for candidates, active members, inactive members, and former team members
• Position, employment, skills, location, manager, and reporting-history information
• Organization chart and manager assignments
• Invitations you send when the person is ready to join
• Role- and permission-based access

Hiring and onboarding

• Open positions and candidate pipelines
• Resume intake and AI-assisted extraction
• Interview invitations and structured feedback
• Candidate-to-member continuity
• Contract and file preparation before account activation

Contracts and files

• Employment, contractor, and custom contract types
• Multiple contracts per person over time
• Structured dates, compensation, jurisdiction, and key terms
• AI-assisted extraction with human review
• Source documents and related files stored with their records

Projects, time, and reporting

• Projects for initiatives, clients, or internal work
• Time entries linked to projects, contracts, both, or neither
• Personal and team views with flexible date ranges
• Individual and bulk approval controls
• PDF reporting and payroll-ready approved hours

Leave

• Configurable leave types and entitlements
• Requests, multi-step approval, cancellation, and history
• Running balances
• Team-wide leave calendar

Expenses

• Manual claims or AI-assisted receipt and invoice extraction
• Supporting documents, claim types, cost centres, and receipt rules
• Approval, forwarding, return, rejection, and approved-amount controls
• Payment tracking and payroll inclusion

Gross payroll and payslips

• Draft calculation for a selected period
• Fixed and approved-hourly earnings based on contracts
• Data-quality and contract-coverage warnings
• Eligible expense inclusion
• Locked payroll records, CSV/PDF exports, and individual payslips

Dashboards and integrations

• Personalizable desktop and mobile dashboards
• Widgets for contracts, people, data quality, leave, time, files, hiring, and quick actions
• GitHub commit, pull-request, and review signals
• Shortcut story and workflow signals
• Personal activity views as well as team-level pulses

Browse the dashboard widget catalog →

Built for controlled collaboration

Not everyone should see or change everything. WORKloom uses granular permissions so a workspace can separate capabilities such as:

• Viewing people versus changing their records
• Reading compensation versus managing contracts
• Recording time versus approving team entries
• Submitting an expense versus approving or paying it
• Viewing a personal payslip versus managing payroll
• Seeing personal engineering activity versus team-wide signals

Navigation and dashboard widgets adapt to the person's access, keeping the workspace focused while protecting sensitive information.

Automation without surrendering control

WORKloom separates machine interpretation from business approval. AI proposes; people verify.

Extracted values remain editable. Confidence information and warnings direct attention to uncertain fields. Required information that is absent from the source stays visible for manual completion. Only the reviewed result proceeds into contracts, profiles, expenses, approvals, reports, or payroll.

That distinction matters because a confident reading can still reflect an error in the source document. WORKloom removes repetitive transcription while keeping responsibility with the people running the business.

Who is WORKloom for?

WORKloom is a strong fit for small and mid-sized organizations that have outgrown informal operations but do not want the weight of a large enterprise suite.

It is especially useful when:

• The same people data is copied across several spreadsheets.
• Contracts and receipts live in folders but their key details are tracked elsewhere.
• Leave and expense approvals happen in chat.
• Monthly payroll preparation involves collecting inputs from several owners.
• Managers cannot get a current picture without asking for an update.
• The business needs structure and permission controls without adding unnecessary process.

:::tip A useful way to think about WORKloom It is not merely a place to store HR records. It is the operational thread connecting who people are, what agreements govern their work, what they worked on, when they were away, what the business owes them, and who approved each step. :::

A practical starting point

You do not need to configure everything at once.

1. Create the workspace and add your people.
2. Set reporting lines, roles, and permissions.
3. Add current contracts and leave entitlements.
4. Introduce projects and time tracking where useful.
5. Configure expense types and approval routes.
6. Add gross payroll once the underlying contracts and approvals are ready.
7. Connect GitHub or Shortcut when engineering activity belongs in your operating view.

Continue with Core Concepts to understand how WORKloom models people, members, candidates, workspaces, and contracts—or take the Navigation Tour to see how the product is organized.