KOONHRM · KOONSYSTEMS HRM · STANDALONE & FOR SAP B1

In development

KoonHRM.
Simple HR for small companies, with SAP Business One built in.

KoonHRM (KoonSystems HRM) is a simple HR system for companies with 10 to 250 employees: personnel file, contracts, job structure and organisation chart, leave, sick leave, reviews, documents, checklists and self-service, with Dutch employment law as the default settings. It works on its own, and with the SAP Business One link switched on, the employee and their absence are in B1 too. In development: the functions are built, and a pilot at a first company is the next step.

Keep me posted What it does

The KoonHRM start page for HR: to do, leave balance, report sick, leave requests to approve, who is absent today, and signals — The start page for HR: tasks, leave requests, who is absent today and signals. Screens from the development version with sample data; the app comes in English and Dutch.

01 / THE PROBLEM

What HR at a small company was missing.

A company with thirty or fifty people has an office manager or a finance person who also does HR. Contracts are in a drawer, leave balances in a spreadsheet, sick reports in email, and the Gatekeeper deadlines in someone's head. The payroll provider has the salaries; nobody has the rest.

The HR suites solve that for €5 to €10 per employee per month, with a minimum, an onboarding project and a cloud that holds your most private data. And none of the Dutch ones talks to SAP Business One, which has an employee master but no leave balances, no sick leave file and no self-service.

KoonHRM is the small alternative: one system for the person, on your own server, with the Dutch rules already set. Use it on its own, or switch on the SAP Business One link: the employee, their job and their absence then appear in B1 without retyping.

02 / WHAT KOONHRM DOES

Everything HR at a small company needs. Nothing more.

One screen per task, Dutch employment law as the default settings, and everything else a setting rather than custom work. This is what version 1 contains.

Personnel filePersonal details, contact, emergency contact, ID check with expiry, status and a timeline per employee: in service, contracts, job changes, absence, reviews. Search and filter by department, job, location and status.
ContractsContract history with type, dates, probation, hours, job with scale and step, department, manager and cost centre. The chain rule, probation maxima and notice period are warnings, not blocks; HR decides.
Job structure and organisation chartJob families, jobs, salary scales and optional headcount targets. The chart follows who reports to whom: zoom, search, collapse, and the same tree as a who's who for everyone.
LeaveStatutory and extra-statutory leave in separate buckets with their own expiry (1 July, five years), accrual by contract hours, requests in days, half days or hours, approval by the manager, a team calendar with public holidays, and a reminder before leave expires.
Sick leave and the GatekeeperSick and recovered reports, partial work, the Gatekeeper timeline with every deadline from week 1 to week 104, a relapse within four weeks counted together, absence rate per department. Never a reason of sickness as a field; notes for HR only.
Reviews and cyclesProbation, one-to-one, performance, appraisal, development, light 360 feedback, reintegration and exit reviews, each with a standard form HR can adjust. A cycle engine schedules them; goals carry over to the next review; the report goes into the file.
DocumentsA folder per employee with a retention period per document type and a clean-up list HR confirms. Templates with merge fields become PDFs; the employee agrees in self-service with name, date and time.
Checklists and signalsOnboarding, offboarding, renewal and job change as task lists per role with deadlines: laptop, B1 user, ID check, pension, revoke access. A daily job sends signals: contract ends, probation ends, ID expires, leave expires, Gatekeeper step due.
Reports and payroll exportHeadcount and FTE, starters and leavers, leave balances, absence, expiring contracts, reviews held: as a list on screen and as Excel or CSV. The mutation export carries starters, leavers, contract and salary changes, leave and sick leave to your payroll provider. KoonHRM never does payroll itself.
GDPR built inFixed roles, an audit log of who saw what, retention periods, a subject access export per employee as PDF, encrypted citizen service number and bank details, and a processing register text as a standard document.

The employee list in KoonHRM: search, filters for department, location and status, and a table with job title, department, manager and status — **Employees**The list with search and filters; a click opens the file.

The team calendar in KoonHRM: a row per employee, a column per day of the month, with leave, leave waiting for approval, sick leave, weekends and public holidays — **Team calendar**Leave, leave waiting for approval, sick, weekends and public holidays, per month.

Absence in KoonHRM: open cases with week, working percentage and next step, and the Gatekeeper timeline of one case with steps done, due and planned — **Gatekeeper timeline**Open cases with the next step, and every deadline per case: done, due, planned.

The organisation chart in KoonHRM: cards with initials, name and job title, connected from the director down to the teams — **Organisation chart**Built from who reports to whom; zoom, search and collapse teams.

03 / FOR EVERYONE IN THE COMPANY

Self-service on the phone, for the employee and the manager.

Only what's yoursAn employee sees their own details, leave, documents and reviews, and the who's who. Nothing of anyone else. A manager sees the direct team: requests to approve, who's absent, reviews to hold.
Leave in three tapsType, dates, whole or half day, with the duration and the remaining balance right there. Above the balance a warning, not a block. The manager approves from the start page.
Report sick yourselfThe employee reports sick and recovered in the app (a setting); HR and the manager see it at once and the Gatekeeper clock starts. No reason is ever asked.
Who viewed my fileEvery look at personal, financial or sensitive details is logged, and the employee sees who looked and when. That keeps everyone careful, and it's what the GDPR asks.

The KoonHRM start page on a phone for an employee: to do, leave balance and upcoming leave, report sick, and reviews, with a tab bar at the bottom — **Start**Leave balance, upcoming leave, tasks.

My leave in KoonHRM on a phone: the balance per bucket with expiry date and the list of requests — **My leave**Balance per bucket with expiry, and the requests.

Requesting leave in KoonHRM on a phone: leave type, from and to date, part of day, note, and the calculated duration and remaining balance — **Request leave**Type, dates, part of day; duration and balance calculated.

My details in KoonHRM on a phone: work details read-only and a form for address and private phone — **My details**Work details read-only; address and private phone the employee changes.

My file in KoonHRM on a phone: the passport photo, the documents to agree to, and who viewed the file — **My file**Documents to agree to, and who viewed the file.

Colleagues in KoonHRM on a phone: a searchable list with initials, name, job title, department and phone number — **Colleagues**The who's who: name, job, department, phone.

04 / STANDALONE AND WITH SAP BUSINESS ONE

KoonHRM for the person, B1 for the organisation and the money.

Without SAP, KoonHRM is a complete HR system on its own. With the link switched on, this is what goes where.

The employee card goes to B1Name, job, department, manager, cost centre, location, start and end date, business email and phone: KoonHRM writes them to the employee master in B1 and keeps them up to date. Enter someone in KoonHRM and the B1 employee exists.
Absence goes to B1Approved leave and sick leave (as 'absent', without reason) land on the employee's absence in B1. KoonFSM plans around it; the B1 absence report is right.
The organisation comes from B1Departments, cost centres and locations are read from B1 and are read-only in KoonHRM. One truth, in the place where finance already keeps it.
What never goes to B1Salary, citizen service number, bank account, home address, documents and the sick leave file stay in KoonHRM. B1 is used by more people than HR.
Through the Service Layer, in a queueEvery change to B1 is a job in a queue with its own key: nothing is posted twice, and a failed job shows its error in Administration with a retry button. One technical SAP user, no SQL on the SAP database, no add-on in the B1 client.

Administration, SAP link in KoonHRM: the connection, the user-defined fields on the employee, and the rights of the technical user per link — Administration → SAP link: connection, the user-defined fields on the employee, the rights of the technical user per link, and below that the queue.

05 / PRIVACY FIRST

Who doesn't need it, doesn't see it.

HR data is the most private data a company holds. KoonHRM was designed around that, not patched for it afterwards.

Five fixed roles

Employee (themselves), manager (the direct team), HR (everything), administrator (the technology, no files) and management (totals only). The rules are in the code and are tested; nobody has to build a rights matrix, which always goes wrong.

Enforced on the server

Every request is checked against the role and the scope; what's outside it doesn't exist, not even as a 'no access' message. Each role gets its own view of an employee: fields outside its class are not sent at all.

Encrypted where it counts

Citizen service number, ID number and bank account encrypted per column; documents per file, with the id as filename. A copied database or backup is worthless without the key on the server.

Two-step sign-in

Mandatory for HR, administrator and management, with an authenticator app; optional for everyone else. Sessions expire, and every sign-in is in the log.

Never the reason of sickness

There is no field for it, anywhere. Sick leave notes are for HR only; the manager sees the report, the percentage and the Gatekeeper tasks.

Nothing leaves the building

KoonHRM runs on a server in your network, like KoonScan. No cloud, no processor agreement, nothing to KoonSystems. Email only carries a notification with a link, never data.

06 / WHAT YOU NEED

Does it fit your company?

Needed

A Windows server or PC that stays on, in your network. The installer brings its own free SQL Server Express if there's none, and sets up the service, the certificate and the first users through a wizard. No partner needed.
Someone who does HR: an office manager, a finance person or an HR officer. A Dutch company; Dutch law is the default and everything is a setting.
A browser on PC and phone for everyone; KoonHRM is a web app you put on the home screen. No app store.
For the SAP link: SAP Business One 10.0 on SQL Server or SAP HANA with the Service Layer enabled, and one SAP user for KoonHRM. Which SAP licences your staff need beyond that is for you and your B1 partner to agree: SAP licenses by named user, also for indirect access through an add-on. Without SAP: none of this.

Not

No payroll, ever: no gross-to-net, no tax return, no payslips. KoonHRM exports the mutations to your payroll provider; later it talks to Nmbrs, Loket, AFAS and Employes directly.
No time tracking, rosters or clocking, no recruitment, no learning platform. Those are other products; KoonHRM links to them where it makes sense.
No qualified electronic signature: a simple agreement with name, date and time. No hosting by KoonSystems: it runs at your place.
Belgium later, other countries not.

Scanning in the warehouse or planning field service? That's KoonScan and KoonFSM, our add-ons for SAP Business One; KoonHRM creates the employee they share. And for your sales people: KoonCRM, our light CRM on the customers, opportunities and quotations already in B1. Training end users, or consultants and sales people at a partner? That's what KoonLearn is for, with exam training for the certification.

07 / STATUS

Where it stands.

Built and tested against a simulated SAP: file, contracts, job structure and organisation chart, leave with the team calendar, sick leave with the Gatekeeper timeline, reviews and cycles, documents, checklists, signals, reports and the mutation export, expenses, certificates and company assets, the payroll journal entry to B1, the SAP link with its queue, sign-in with two-step verification, passkeys and Microsoft Entra, the installation wizard and the manuals. The statutory rules have been checked against the law itself.

The next step is the test on a real SAP Business One and a pilot at a first company. Then version 1.0, with a price. The approach is the same as KoonScan: one price per active employee per month, everything included, no implementation fee, a free tier for the file, job structure and organisation chart, and a trial period.

We're looking for a company with 10 to 250 people, with or without SAP Business One, that wants to be that pilot: short lines, and a say in what comes first.

08 / QUESTIONS

Questions about KoonHRM and HR next to SAP Business One.

Does KoonHRM work without SAP Business One?

Yes. KoonHRM has its own database and is a complete HR system on its own. The SAP link is a switch per company; without it, departments, cost centres and locations live in KoonHRM itself. Switch it on later and a linking screen matches employees and departments to B1.

When can I use it?

There is no date yet. First the functions phase by phase, then a pilot at a first company, then a first version. Leave your address and you'll get one email when there's something to try.

What will it cost?

That isn't fixed yet. The approach is the same as KoonScan: one price per active employee per month, all functions and the SAP link included, install it yourself, no implementation fee. The personnel file, job structure and organisation chart stay free, also after a subscription ends, so your file is always readable. The exact price follows after the pilot.

Does KoonHRM do payroll?

No, never. Payroll changes every year and belongs with the payroll providers. KoonHRM exports the mutations (starters, leavers, contract and salary changes, leave, sick leave) to your provider, and later talks to Nmbrs, Loket, AFAS and Employes directly. The payroll journal entry can go back into SAP Business One.

What goes to SAP Business One, and what doesn't?

To B1: the employee card (name, job, department, manager, cost centre, location, dates, business contact details) and absence (approved leave, and sick leave as 'absent' without reason). From B1: departments, cost centres and locations. Never to B1: salary, citizen service number, bank account, home address, documents and the sick leave file. What the B1 employee master itself can and cannot do: our guide.

Who sees what?

An employee sees only themselves. A manager sees the direct team: contract basics, leave, sick yes or no, reviews, emergency contact and birthday; not salary and never sick leave notes (both are switches, off by default). HR sees everything. The administrator sets up the technology and sees no files. Management sees totals only. The rules are enforced on the server and tested.

Where is the data?

On a server in your own network, in a database that's yours, with sensitive fields and documents encrypted. Nothing goes to a cloud or to KoonSystems; you stay the controller and need no processor agreement with us. A hosted version may follow later for companies without a server.

Do my employees need a SAP licence?

KoonHRM itself uses one technical SAP user for the link, like KoonScan; your staff sign in to KoonHRM, not to B1. Which SAP licences your staff need beyond that is for you and your B1 partner to agree: SAP licenses by named user, also for indirect access through an add-on. Background: our guide on SAP B1 licences. Without the SAP link the question doesn't arise.

09 / INTERESTED

Become the pilot, or just look.

Leave your address and you'll get one email as soon as there's a version to try. Want to talk sooner, or tell us how HR works at your company today, with or without SAP Business One? Email info@koonsystems.com; it helps with the building.

KoonHRM.Simple HR for small companies, with SAP Business One built in.