The Online HR Toolkit empowers you to self-manage almost any HR situation

The MAD-HR HR Toolkit is designed to help businesses help themselves, simply and effectively. We are never more than a phone call or an email away, but a subscription to the Online HR Toolkit gives you the ability to ‘take care of business’.

This online portal is simple to use and gives you the benefits of a dedicated HR function, without the fees traditionally associated with retaining an HR consultant and solicitor.

The Online HR Toolkit contains well over 1,000 legally up to date documents, but is much more than just a library of on-call HR expertise. Your subscription also provides instant access to tribunal outcomes, HR updates and employment law changes. The simple search function in the HR Toolkit gives you the power to find the HR advice and tools you need, when you need them.

For SMEs without the budget for an in-house HR team, people matters can feel overwhelming. Often managers only look for help at the moment it’s needed. This Online HR Toolkit ensures you are prepared for almost every HR situation. It is your flexible, accessible, outsourced HR resource and is available with or without a 24-hour legal helpline. This is tailored, instant, HR support.

If your internal HR team could benefit from additional support the HR Toolkit saves time, money and relieves stress.

A few examples of what is included in the HR Online Toolkit:
Policies and documents include those relating to Maternity, Annual Leave, Disciplinary and Grievance, Performance and appraisals, Sickness and Pay. Specialised resources include important areas such as Modern Slavery Act compliance and requirements relating to the Disability and Discrimination Act.

“Essential HR advice at your fingertips”

“We've subscribed to the MAD-HR Toolbox for a few years now and found it to be an incredibly convenient first base, with a vast array of professional HR templates and documentation including processes, contracts, and ever-changing guidance on procedures.” Read the full review

MAD-HR Feefo Rating

We are proud of the service we have created and would love to show you how it can serve your business and support your team.

Reassuring HR Support for SMEs

When you decide to expand your business and employ staff, the HR issues that pop up can start to feel overwhelming. It’s vital to manage HR correctly as it costs time, money and your reputation when it goes wrong.

Finding the right HR information quickly is time-consuming and, at times, daunting. That’s why we put our Online HR Toolkit together. Having access to HR templates for recruitment, interviews, contracts, letters (and much more) in one place simplifies HR and minimises business risk. The Toolkit is licenced annually and costs from just £81.00 + VAT per calendar month.

The Optional 24/7 legal support

Access to a 24-hour legal helpline is an optional extra. It’s useful to have a team of solicitors on hand for any issues relating to employment, consumer, health & safety, taxation etc.

  • A team of 60 qualified Solicitors and Barristers
  • Unlimited number of calls, unlimited duration for each call
  • Simple, practical, commercial advice – no confusing legal jargon
  • A very cost effective solution

Reassurance for SMEs

When you decide to expand your business and employ staff, things start to get complicated but it’s vital to get it right as it costs you time, money and your reputation when it goes wrong. Finding the right information quickly is time-consuming and, at times, daunting. That’s why we put our Online HR Toolkit together. Having access to all of this in one place saves you time and money and importantly minimises your business risk.  The Toolkit is licenced annually from just £81.00 + VAT pcm.

“Definitely Recommend!”

“The HR Toolkit is a great platform with plenty of useful materials to ensure a business can confidently deal with all aspects of HR. From documents, management guides and employment law updates it is an extremely effective go to resource. The site is easy to navigate which is a huge advantage. The MAD-HR team are knowledgeable, professional and are on hand for any support.” Read the full review

MAD-HR Feefo Rating

 

The HR Toolkit – what’s inside?

 

Recruitment & Selection
With vacant positions sometimes costing between £8,000 to £10,000 to fill, it is essential that the process is executed as efficiently as possible with the correct processes and documentation to ensure that you recruit and select new team members in accordance with current employment legislation as an applicant can still make a claim at the employment tribunal during the recruitment process.

In this section, you will be able to find job advertisement templates, application forms, interview questions and more. You will also discover a comprehensive recruitment process flowchart, guiding you through the proceedings from beginning to end.

In this section:

  • Recruitment Process Flowchart (GDPR)
  • Recruitment Preparation
  • Job Profiles
  • Person Specification
  • Advert Templates
  • Recruitment Letters
  • Application Forms
  • Interview Questions
  • Contracts of Employment and Employee Handbook
  • Job Offer Letters
  • Reference Request Letters

New Starters

You have completed the recruitment process – what now? Your newest employee requires all the necessary paperwork to get them started in their position and you need to ensure that you meet your legal obligations when making any offer. This includes providing them with an employment contract and employee handbook, and asking them to fill out job-specific forms if necessary, such as a driver questionnaire. You can find all of these templates, and more, within the New Starters section of the Toolkit.

In this section:

  • New Starter Process Flowchart
  • Casual Worker Agreement (GDPR)
  • Contract of Employment – Apprentice (GDPR)
  • Contract of Employment – Fixed Term (GDPR)
  • Contract of Employment – Fixed Term – Maternity Cover (GDPR)
  • Contract of Employment – Manager (GDPR)
  • Contract of Employment – Non Manager – Hourly Rate (GDPR)
  • Contract of Employment – Non-Manager (GDPR)
  • Contract of Employment – Sales (GDPR)
  • Contract of Employment – Term Time (GDPR)
  • Contract of Employment – Zero hours (GDPR)
  • Driver Questionnaire
  • Employee Handbook (GDPR)
  • Induction Checklist
  • Induction Guidelines
  • Letter Extending Probationary Period
  • Manager Induction Schedule
  • New Employee Checklist
  • New Employee Details Form
  • New Starter Process Flowchart (GDPR)
  • Non-Manager Induction Schedule
  • Reference Nomination Form
  • Reference Request Form
  • Reference Request Letter

Induction

Help new employees settle into the workplace and capture their enthusiasm with a well-constructed induction process. We have designed an induction format across four weeks to help you make the most of this crucial time, plus documents to help you meet compliance, such as an equal opportunities form.

In this section:

  • Induction Checklist
  • Induction Guidelines
  • Letter Extending Probationary Period
  • Equal Opportunities Form
  • Review Form
  • Schedules

Probationary Reviews

Whether you currently utilise probationary periods, or you are thinking of introducing them into your employment process, this section of the Toolkit provides you with documentation covering all eventualities, including probation period reviews, extensions, completion and dismissal.

In this section:

  • Probationary Review Meeting Form – 4 weeks
  • Probationary Review Meeting Form – 12 weeks
  • Probationary Review Meeting Form – 26 weeks
  • Guide to Probationary Periods
  • Successful Completion of Probationary Period Letter
  • Extension of Probationary Period Letter
  • Successful Completion of Extended Probationary Period Letter
  • Dismissal at End of Probationary Period Letter – No Formal
  • Dismissal at End of Extended Probationary Period Letter – No Formal
  • Dismissal at End of Probationary Period Letter
  • Dismissal at End of Extended Probationary Period Letter

Development Reviews & Training & Development

Building confidence and capability is a critical part of managing and improving performance and developing potential.  We have curated this section with all the documentation you need to optimise individual and team performance because it will not just happen automatically, it must be systematically managed.

In this section:

  • Repayment of Training Costs – Agreement
  • Training Preparation and Follow up – Form
  • Personal Training and Development Plan
  • Identifying Training Needs
  • 1-2-1 Monthly Review Form
  • Development Review Process Flowchart
  • Repayment of Training Costs
  • Training Preparation and Follow Up
  • Performance Development Review Invite
  • Personal Development Review Preparation
  • Personal Training and Development Plan
  • Review forms for the following job roles:
    • Accounts Administrator
    • Administration Assistant
    • Assistant Accountant
    • Company Accountant
    • Delivery Driver
    • Head of Business
    • HR Manager
    • IT/IS Manager
    • Line Manager
    • Marketing Manager
    • Office Manager
    • Personal Assistant
    • Receptionist
    • Sales Administrator
    • Sales Executive
    • Sales Manager
    • Secretary
    • Training & Development Officer

Absence Management 

This section contains lots of information to assist you in reducing employee absenteeism (usually due to illness or injury). In order to have an effective impact, these policies and procedures will need to be communicated to both employees and managers, with management/HR taking a pro-active role in applying them.

In this section:

  • Absence Record Chart
  • Absence Record Chart – Example
  • AWOL Procedure
  • AWOL1 – Letter
  • AWOL2 – Letter
  • AWOL3 – Letter
  • Example of new ‘Fit Note’
  • Fit Notes – An Employers’ Guide
  • Fit Notes – FAQ
  • Fit Notes – Process Flowchart
  • Holiday Request Form
  • Advising Employee Pre-Booked AL Recredited – Letter
  • Advising Employee Stay at Home – Letter
  • Inviting Employee to Return to Work Interview – Letter
  • Invite Employee Long Term Incapacity Formal Meeting – Letter
  • Notification of SSP Payment – Letter
  • Rejecting Annual Leave Request – Letter
  • Reminder Employee take Annual Leave – Letter
  • Requesting Consent to Obtain Medical Report – Letter
  • Medical Report Request to GP – Letter
  • Request Employee attend Long Term Incapacity Meeting Medical Report – Letter
  • Sick Employee Request make Contact – Letter
  • May be Fit for Work Acknowledgement – Letter
  • Request Consent to Obtain Medical Report (at work) – Letter
  • Request Consent to Obtain Medical Report (absent from work) – Letter
  • Request Consent to Obtain Medical Report (just returned to work) – Letter
  • Return to Work Interview – Form
  • Sickness Declaration – Form

Performance Management

Monitoring and the management of employee performance is paramount in maintaining the overall performance of your team, and issues within this area can have a knock-on effect for other team members as well as general morale. There is also some risk in this area if you mismanage the situation and don’t follow current employment legislation. We have curated this section with all the documentation you need to deal with performance issues quickly, discreetly and in compliance with the correct procedures.

In this section:

  • Performance Management Process Flowcharts
  • Informal Performance or Conduct Improvement
  • Discipline – Grievance – Redundancy
  • Managing Leavers

Discipline / Capability

Rules are necessary to set standards and make it clear to employees what conduct and performance levels are and what are not acceptable in the workplace. These help employees know where they stand in their employment on a range of issues.  These two sections ensure that you act within the confines of the law and deal with concerns regarding conduct and performance in an effective way.

In this section:

  • Capability Procedure or Disciplinary Procedure?
  • Capability Procedure Flowchart – An Overview
  • Capability Policy
  • Capability Procedure
  • Performance Improvement Form
  • Formal Poor Performance Hearing Checklist
  • Invite Employee to Formal Poor Performance Hearing – Letter
  • Outcome of Formal Poor Performance Hearing – Letter
  • Appeal Hearing Invite – Letter
  • Appeal Hearing Outcome – Letter
  • Allowing the Employee to be Accompanied at a Formal Meeting
  • Disciplinary Appeal Meeting – Invite
  • Disciplinary Appeal – Outcome
  • Disciplinary Hearing – Checklist
  • Disciplinary Interview – Summary
  • Disciplinary Hearing – Agenda
  • Disciplinary Meeting – Invite
  • Disciplinary Meeting Invite – 2nd Chance
  • Disciplinary Meeting – Outcome Letter
  • Disciplinary Policy
  • Disciplinary Procedure Management Guide
  • Disciplinary Procedure Flowchart – an Overview
  • Dismissal Under 24 Months Service Letter
  • Employee Improvement Plan
  • Employee’s Guide to being Accompanied – Formal Meetings
  • Frustration of Contract Guidance
  • How to Decide on an Appropriate Disciplinary Penalty
  • Investigation Plan
  • Investigation Report
  • Invitation to Employee Investigation Meeting – whilst still at work
  • Employee Investigation Meeting – whilst suspended from work
  • Invitation to Employee Witness – Investigation Meeting
  • Frustration of Contract – Letter
  • Receipt of Medical Certificate during Suspension – Letter
  • Disciplinary Investigation – Letter
  • Postpone Disciplinary Off Sick – Letter
  • Suspension – Letter
  • Witness Statement – Template
  • Employee Companion Confidentiality Agreement

Grievance

A formal grievance procedure provides a mechanism for raising complaints formally. Apart from meeting your legal obligations, it allows you to communicate how your employees can raise complaints and sets out clearly how your organisation will handle them.

This section ensures that you act within the confines of the law and deal with employee’s complaints  in an effective way.

  • Grievance – Acknowledgement Letter
  • Grievance Appeal Hearing – Invite
  • Grievance Appeal Hearing Outcome – Letter
  • Grievance Flowchart – An Overview
  • Grievance Hearing – Agenda
  • Grievance Hearing – Invite
  • Grievance Hearing Outcome – Letter
  • Grievance Procedure
  • Grievance Summary – Form
  • Investigation Plan
  • Investigation Report
  • Acknowledging Dealing with Grievance Informally – Letter
  • Retraction of Grievance – Form
  • Witness Statement Record
  • Workplace Companion Confidentiality Agreement

Redundancy 

Redundancy is when an employer reduces their workforce because a job or jobs are no longer needed. There are rules in place to ensure that employers manage this type of situation in a fair and reasonable manner.  The contents of this section provide you with the guidance and documentation that you need to get it right.

In this section:

  • Redundancy Calculator
  • Redundancy Flowchart
  • Voluntary Redundancy Applications – Letter
  • Employee Application Form for Voluntary Redundancy
  • Voluntary Redundancy Pay and Conditions – Letter
  • Employee Voluntary Redundancy Application Acceptance – Letter
  • Employee Voluntary Redundancy Rejection – Letter
  • Step by Step Guide to dealing with Redundancies 20 or more Employees
  • Step by Step Guide to dealing with Redundancies Fewer than 20 Employees
  • Step by Step Guide to dealing with Redundancy of Employees who are Pregnant or on Maternity leave
  • Redundancy – Key Facts
  • Proposal Agreement to Reduce Pay – Letter
  • Seeking Agreement to Short Time Working – Letter
  • Proposal Agreement to Lay Off – Letter
  • Not at Risk Post Company Announcement – Letter
  • At risk of Redundancy Single – Letter
  • At Risk of Redundancy Multiple – Letter
  • Redundancy at Risk Voluntary Offer – Letter
  • Invitation to Meeting to share Proposed Selection Criteria
  • Redundancy Selection Matrix
  • Invite to Selection Criteria Outcome – Letter
  • Selection Criteria Outcome Selected – Letter
  • Selection Criteria Outcome Not Selected – Letter
  • Redundancy Termination No Redeployment – Letter
  • Redundancy with Redeployment Suitable Alternative – Letter
  • Redundancy with Redeployment No Suitable Alternative – Letter
  • Redundancy Termination After Unsuccessful Trial Period – Letter
  • Redundancy Appeal Meeting Invite – Letter
  • Redundancy Appeal Outcome – Letter
  • Redundancy Policy

Managing Leavers

Handling the leaver process correctly is important to ensure that there is clarity on ending of the relationship and to ensure that both parties have agreed to the ending of the contract and the terms on which it will happen.

In this section:

  • Employee Request from Early Release from Notice Letter
  • Leaver Checklist
  • Leaver Final Monies Checklist
  • Response to Verbal Resignation – Letter
  • Accepting Request to Withdraw Resignation – Letter
  • Acknowledge Resignation – Letter
  • Acknowledge Resignation With Gardening Leave – Letter
  • Acknowledge Resignation With No Need to Work But Pay In Lieu of Notice – Letter
  • Employee who has Resigned in the Heat of the Moment – Letter

Company Policies

Unclear company policies can leave your staff feeling unsure of the rules and procedures that they must follow in order to help your business run smoothly. The section of the Toolkit identifies key policies that should be considered for best practice and legal compliance, such as GDPR, maternity and The Equality Act.

In this section:

  • General Policies & Procedures
  • Family Friendly
  • Maternity
  • Retirement
  • The Bribery Act 2010
  • The Equality Act 2010
  • GDPR

Administration

Administration can often be tedious, unnecessarily complex and an unwanted task to add to your growing workload; however, it is important for the smooth running of your business. We have put together a list of forms to help you breeze through administration to save you time while ensuring compliance.

In this section:

  • 1-2-1 Monthly Review Form
  • Accident/Incident Report Form
  • Business Private Mileage Log
  • Changes to Personal Details
  • Changes to Terms and Conditions
  • Code of Practice on CCTV and Surveillance
  • Driving Licence Request Letter & Form
  • Employee Absence Record Form
  • Eye Test Form
  • Holiday Request Form
  • Job Applicant Privacy Notice
  • Jury service – Letter confirming time off
  • Jury Service – Letter supporting employees application to be excused
  • Jury Service – Letter supporting employees application to defer
  • Letter Extending Probationary Period
  • NMW Rate Increase Letter
  • Paternity Leave Request form
  • Return to Work Interview Form
  • Social Media – Letter requiring removal of postings
  • Temporary Change in Hours Letter
  • Witness Statement Record
  • Advance Payment Repayment Agreement

Employers Guides

Employment legislation can be difficult to navigate and keep up to date with but we have you covered. We keep all of our content fresh and up to date and this section of the Toolkit contains a collection of guides designed to provide direction on popular topics within this area, and supply you with the corresponding policies and procedures. Remember we’re also on hand should you need us to help or you can upgrade your subscription to access the legal helpline.

In this section:

  • Annual Leave
  • Discrimination
  • Drafting and Varying Employment Contracts
  • Flexible Working
  • Grievances
  • Maternity Rights
  • Poor Performance
  • Redundancy
  • Sickness Absence
  • Term Time only Staff

Employee Retention

Employee retention contributes to your employer branding, and will influence the image of your business as perceived by future candidates. With this in mind, it is important to regularly review your employees’ performance, recognise achievements, reward where appropriate and ensure that they are satisfied with their position within your company. The documents within this section will help you carry out these reviews with ease.

In this section:

  • Staff Opinion Survey
  • Exit Interview

FAQS

Have a question about a key aspect of employment? We have selected the most popular employment topics and provided comprehensive answers to help guide you through topics such as employee rights, termination of employment and more.

In this section:

  • Contracts of Employment
  • Employee Rights
  • Equal Opportunities
  • Good Practice
  • Pay and Benefits
  • Recruitment and Selection
  • Termination of Employment
  • Training and Development

 

Northern Ireland

Is your business based in Northern Ireland? All of the documents within the HR Toolkit can apply to businesses in NI, but we do recommend that you visit this section for more specific guidance.

In this section:

  • Application Form – Employee
  • Application Form – Management
  • Employee Handbook – Northern Ireland
  • Employment Law: Key Differences Between NI & GB
  • Equal Opportunities Monitoring Form
  • Equal Opportunities Policy
  • Harassment Policy

Statutory Payments

Statutory payments are updated annually. We provide you with clear information about the latest rates in all areas of employment so that you can easily apply these to your business in order to remain compliant.


Toolkit Support – Videos

We have created a library of video tutorials to guide you through the different sections of the HR Toolkit, from Recruitment & Selection to Statutory Payments. Watch these videos to find out more about how each section could help you tackle important HR tasks with ease.

In this section:

  • Recruitment and Selection
  • New Starters
  • Induction
  • Probationary Reviews
  • Development Reviews / Training and Development
  • Absence Management
  • Discipline
  • Grievance
  • Redundancy
  • Managing Leavers
  • Company Policies
  • Administration
  • Employer Guides
  • Employee Retention
  • Statutory Payments

Covid-19

The Covid-19 pandemic has changed the way in which many companies can conduct business. This section provides updated information surrounding the constantly evolving rules and procedures relating to Covid-19, as well as topical articles and bulletins.

In this section:

  • General Guidance
  • Coronavirus Job Retention Scheme
  • Flexible Furlough Scheme
  • Extension to Coronavirus Job Retention Scheme – November 2020
  • Returning to Work – Documentation