OKTO HR
HR and payroll preparation software for Quebec small businesses.From the resume you receive to the report sent to your accountant.
OKTO HR is the human resources module of OKTO PSA, business management software built in Quebec. It takes in job applications, keeps employee files, schedules, hours, leave, competency cards and training, then prepares payroll: payable hours, time and a half and gross pay, in a report ready for your accountant.
Source deductions and direct deposit stay with your payroll software or accountant, who receives numbers that are already approved.
What does OKTO HR do, and what does it leave to your payroll software?
OKTO HR prepares payroll: it counts the hours and works out the gross pay. It does not handle source deductions. Your accountant or payroll software starts from numbers that are already approved, instead of timesheets to retype.
OKTO HR handles
- Approved hours, time and a half and banked time
- Paid leave, unpaid leave and time off
- Gross amount from the hourly rate on file
- Payroll report in PDF, Excel and CSV, sent to the accountant
- Pay stubs handed to each employee in their file
Your payroll software or accountant handles
- Quebec and federal income tax deductions
- QPP, employment insurance and QPIP contributions
- Direct deposit of pay
- Year-end RL-1 and T4 slips
- Producing the pay stubs
The actual costs worked out by your payroll software can then be imported into OKTO PSA.
Job applications
How do job applications reach OKTO HR?
Through the form on your website and the mailboxes you monitor, such as jobs@ or hr@. Every email with a resume becomes an application, resume read: trade, years of experience, languages and a summary. Nothing goes into the record until you approve it.
- Spam spotted and set aside with no notice, then deleted after 30 days
- Someone who applies again keeps a single record
- Received, in review, interview and hired stages; emails to the applicant in French or English
- Resumes not kept are deleted after 14 months by default, with a notice first
Payroll preparation
How does OKTO HR work out the hours to pay?
From approved hours. At the end of the period, it adds up regular hours, hours over 40 a week, banked time and paid leave, then multiplies by the hourly rate on file. With no rate on file, the amount stays blank: nothing is made up.
- Hours over 40 paid at 1.5, or banked at 1.5 when the employee asks (section 55 of Quebec’s Act respecting labour standards)
- Paid leave counted once, outside the 40-hour threshold
- On-screen report, ready to print, in PDF, Excel and CSV
- Final payroll filed in SharePoint (Administration › Payroll › year) when it is marked paid
Protected information
How is payroll information kept safe?
A new employee’s full SIN and date of birth never travel in the report email. They go to the accountant through a protected link, valid for 7 days, and the password arrives separately, by text or in a second email. The report itself only shows the last 3 digits of the SIN.
- Hourly rate and file notes visible only with the right permission
- The team calendar shows “Away” to coworkers, without the reason
- Nobody approves their own leave request
- An absence that overlaps another one is refused
Cards and training
How do you keep track of competency cards and training?
The employee takes a photo of the card in My cards: the fields fill themselves in and they check them before saving. An expired card shows a reminder at the top of the HR pages until it is replaced, and their managers see it for their team.
- Reminders 21 and 7 days before expiry, with adjustable recipients and channels, off by default
- Team view: every card, reminders sent, Send again and CSV export
- Training paths with progress and a due date
- PDF certificates in the employee’s documents, with a QR code that leads to a verification page
What does each employee do in OKTO HR?
Everyone has their own space, at the office, on a phone or on a tablet. What they enter feeds straight into the period’s payroll.
Weekly schedule
Cells take on the colours of time: past, current, upcoming. The Total column shows hours against the cap.
When I can work
“Fill the week” suggests ready-made hours, “Copy Monday” fills the rest, and each slot can be tapped to change its hours.
My hours
The day’s hours, on a project or a service, then approved by the manager. They can also be entered offline when field mode is on.
Leave and time off
Leave requests, time-off balances and a team calendar. Statutory holidays for every province and territory are already in the calendar.
My pay
The current period up front, with paid, expected, leave and unpaid, the last closed period and the history with each period’s variance.
My file
What is missing is grouped in a To complete card. Consent to text messages is given through a link received by email.
Frequent questions
The questions we get asked
Your question is not here?
Write to us. A person in Trois-Rivières answers, within one business day.
Ask your questionEach employee's record, leave and absences, schedules, hours to approve, banked time, expenses, job applications, training and competency cards. It all lives in the same software as your projects and invoicing.
OKTO HR prepares payroll: approved hours, absences, banked time and time and a half beyond 40 hours a week. It does not handle source deductions or direct deposit. The period report comes out as PDF, Excel or CSV and goes to your accountant in one click.
Through a protected link valid for 7 days, with the password sent separately by text message or a second email. The payroll report never shows the full SIN.
Yes. Applications from your web form and from monitored mailboxes, such as jobs@, arrive with the resume already read. Spam is set aside, and someone who applies twice keeps a single record.
The employee takes a photo of the card and the fields fill in by themselves. An expired card shows a reminder at the top of the HR pages, and reminders before expiry default to 21 and 7 days.
Bring one pay period and we’ll run it through OKTO HR with you.
A few timesheets and your overtime rules are enough to see the report your accountant would receive. To look on your own first, the interactive demo shows OKTO PSA with sample data.