Helios Modules Described

Modules included in Base System

  • Employee Tracking
  • Work History
  • Credentials
  • HQT Requirements
  • TB/DOJ Tracking
  • Reporting and Ad-hoc Reports
  • Automated Credential and TB Reminders
  • Education
  • Pay and Benefits
  • Professional Development
  • BSTA/TIP and Induction
  • EL Authorization
  • Position Control and Funding
  • Testing
  • Longevity
  • Classified and Certificated Testing
  • Volunteers
  • Support Programs
  • Medical Immunization Tracking

Plus you always get:

  • Ongoing phone and email support
  • Initial training
  • Data hosting and managed servers
  • Software maintenance and updates to purchased modules

Add-on Modules


Document management and tracking – helps with uploading or scanning in hard copy documents and attaching to employee profiles. Documents can shared by employees or with employees. This creates an electronic employee file and provides easy access to documents including contracts, W-4, I-9, test scores, transcripts, resumes, memos, and other forms.


Helps with online evaluations based on district evaluation tools and templates. Allows administrators to complete evaluations online, electronically sign, and submit them. Employees can see evaluations on the Employee Portal and submit comments too. Multiple evaluation forms for different employee types can be built in. It also sends reminders as well as schedules next evaluation based on criteria.

Employee Portal

Portal for employee self-service to enable employees to access their data on evaluations, credentials, upload documents, check leave balances, and other information. This empowers the employees, and saves HR time in having to answer employee queries and emails.

Time Reporting and Paid Time Off

Allows school and district staff as well as employees to report time and attendance. This includes absences (negative attendance) for permanent full time employees as well as time reporting (positive attendance) for hourly employees and substitutes. It generates reports for payroll and finance. It also can accrue and calculate leave balances for employees based on bargaining unit and other rules.


Helps new hires to complete forms and enter information online easily and electronically read and sign district forms and documents including manuals and policies. The information collected includes personal information, W-4, I-9, dependents, benefits, as well as documents like resumes and transcripts. It helps save a lot of time by cutting down on new hire paperwork and processing.

Personnel Requisition Workflows

Helps streamline the personnel requisitions by making them completely electronic. District forms can be setup in Helios and the approval routing can be based on multiple criteria including account codes, funding sources, and employee types. At each step, Helios sends notifications to the approvers to review. All requisitions can be tracked and history and progress can be viewed. At each step, approvers can electronically sign and approve the requisitions. After final approval, Helios updates position control and other appropriate areas based on the workflow.

Assignment Monitoring

Helps compare teacher credentials to courses and classes taught, check for compliance, and flag any potential mis-assignments. This is very useful to check which teachers may be teaching out of compliance. The assignment tracking feature of Helios is dependent on data sources such as teacher class assignments, course codes, and other values. The district may choose to import the assignment data from their student system and Helios can help with this integration. If the district uses the standard CBEDS/CalPADS course codes then that will reduce the setup time. The assignment monitoring feature in Helios also includes assignment monitoring prediction which is not meant as a substitution for a human professional conducting assignment monitoring but is only a very preliminary indicator. This service will be billed on hourly basis.

Hiring and Recruitment

Streamline your recruitment and hiring process. Post jobs, enable applicants to apply online, screen and manage applications, and allow review and scoring of applicants by HR, principals, and hiring managers. You can communicate with applicants online, check references, check credentials, and make final hiring decisions. This module is fully integrated with Helios' position requisition and new hire onboarding modules to allow for seamless hiring workflow process.

Onsite Training

Onsite training will be charged additional per day.

Interfaces to Other Systems

Helios can talk to or integrate with other systems, including student information systems, financial systems, district and county systems, and other systems for data import or export. This integration reduces the multiple data entry, saving time and money, while reducing errors. There may be an additional fee for such integration.