# Run HR and meet the EU pay transparency law Squadra HR is HR software with EU pay transparency built in, for companies without a big HR department. Records, leave, approvals and the gender pay gap report work from one set of records, kept in the EU and set up for you in a day. [Set up your company free](https://www.squadrahr.com/get-started/)[Book a demo](https://www.squadrahr.com/demo/) Free up to 3 employees, then €4 per employee a month. No setup fee, no contract. ![The home screen: leave requests waiting for a decision, the person's balances and their leave this year](/screens/home-light-1200.webp) ![Approvals on a phone: each request with approve and deny buttons](/screens/m-approvals-light-390.webp) The problem ## Spreadsheets and email stop working as you grow - **Balances that drift.** Leave lives in a spreadsheet that's right until someone works part-time, starts mid-year or carries days over. - **Approvals in inboxes.** Requests wait in email threads, and nobody can see who's off next week without asking. - **A new legal duty.** Under the EU pay transparency law any worker can ask for their pay level and the averages for their role. In Malta the answer is due in eight days. Pay transparency, built in ## Pay gap report from your existing records Score each job once on the four criteria the law names. Grades, pay bands, the seven indicators, the 5% flags and the answers to pay requests follow from it, and stay current at every pay rise. [Read the EU pay transparency guide](https://www.squadrahr.com/eu-pay-transparency/) 8 days to answer a pay request in Malta, tracked for you 7 indicators in the gap report, worked out from your pay data 5% gap or more in a grade, flagged with its six-month date ![The gender pay gap report: indicators (a) to (f) of Article 9 and the gap by category of workers](/screens/payreport-light-1200.webp)Mean gap, on a full-time basisGrades at 5% or more are marked Built for a lean HR team ## Leave tracked in hours, approved on mobile Leave is counted in hours against each person's schedule, so part-timers and public holidays come out right. A request goes to the manager's phone or their AI assistant, the balance updates, and everyone hears by email. [How time off works](https://www.squadrahr.com/product/time-off/) Hours, never guesses Accrual every night, with pro-rata, carry-over and expiry set per policy. From the phone or the chat Managers approve in the phone's browser, or in Claude or ChatGPT, confirmed before it's saved. Set up for you We import your people and balances from your current system and check them with you. Your data, in the EU ## Your data stays in the EU When a client, an auditor or a worker's lawyer asks where employee data lives and who has seen it, the answer is already on file. [Read the security details](https://www.squadrahr.com/security/) Storage EU only, a separate database per company, for records, documents, exports and backups. Encryption ID, tax, bank and health fields encrypted again with AES-256, with a key per company held outside the database. Sign-in Microsoft Entra ID or Google Workspace, with a second factor required for everyone. Audit log Every change, every look at pay or ID data and every assistant call, recorded with who and when. ## Six modules on one set of records Six parts share one set of records, so a change made once shows up in the org chart, the reports and the pay figures. [### Pay transparency The EU gender pay gap report, pay bands and pay requests, from the pay data you already keep. See pay transparency](https://www.squadrahr.com/product/pay-transparency/)[### Time off Leave counted in hours against each person's schedule, and approved from the manager's phone. See time off](https://www.squadrahr.com/product/time-off/)[### People One record per person, with job and pay changes that apply on the day they take effect. See people](https://www.squadrahr.com/product/people/)[### Org chart Drawn from the records, so it changes when someone joins, moves or leaves. See org chart](https://www.squadrahr.com/product/org-chart/)[### Reports People and time-off reports, a full Excel export, and every change in an audit log. See reports](https://www.squadrahr.com/product/reports/)[### Assistants Claude, ChatGPT and Cursor connect over MCP, with the app's permissions, once HR turns it on. See assistant access](https://www.squadrahr.com/product/assistants/) [See the whole product](https://www.squadrahr.com/product/) ## Product tour From the directory and approvals to the pay gap report, for HR, managers and employees. Everyone in the company, searchable and filtered by department, location or manager. ![The people directory: 250 employees with job title, department, location, manager and hire date](/screens/people-light-1200.webp) One record per person: job, manager, hire date, direct reports, and tabs for pay, time off and emergency contacts. ![An employee profile with job, department, manager, hire date and direct reports](/screens/profile-light-1200.webp) Balances in hours and every request with the balance after it, so nobody has to ask HR. ![My time off: vacation, sick and remote balances, each request with its status and the balance after it](/screens/timeoff-light-1200.webp) The manager sees the dates, the hours and the note, and decides in one click. Denying needs a reason. ![Approvals: three leave requests waiting, each with dates, hours, a note and approve or deny](/screens/approvals-light-1200.webp) Drawn from the records. Open a team, show the top two levels, or export the chart as a PDF. ![The organogram: the chief executive with three direct reports, each with the size of their team](/screens/org-light-1200.webp) Start from a preset or pick columns, filter by date, and download exactly what's on screen to Excel. ![The report builder: preset reports, and columns grouped by person, job, employment, time off and pay](/screens/reports-light-1200.webp) The seven indicators of Article 9, worked out from your pay data, ready to file as Excel or PDF. ![The gender pay gap report: indicators (a) to (f) of Article 9 and the gap by category of workers](/screens/payreport-light-1200.webp) Each request with its due date under your country's law, and an answer drafted from the gap report. ![Pay requests: three requests with the date received, the answer due date and the status of each](/screens/payreq-light-1200.webp) ## Live in a day with your data moved for you Send us your data in the morning and your team books leave the same day. We do the setup; you check the figures. 1. ### Send your data Connect BambooHR, Personio or Factorial, or send an export from Shireburn, Talexio, Buddy HR, HiBob or your spreadsheets. 2. ### We import it Records, job history, pay, leave policies, schedules and public holidays, set up within the day. 3. ### You check the figures Every opening balance and pay figure next to your old ones, before anyone signs in. 4. ### Your team signs in The same day, with Microsoft or Google. Requests go to managers, and HR has one place for everything. ## Compared with spreadsheets and large HR suites Each option has a place. This is where each one fits. | Compare | Spreadsheet and email | A large HR suite | Squadra HR | | --- | --- | --- | --- | | Who runs it | Whoever keeps the sheet | An HR team, after a setup project | One HR person or whoever runs HR next to another job, set up for them by us | | Leave balances | Worked out in spreadsheets | Calculated, once someone configures the rules | Calculated every night, in hours, with accrual, pro-rata and carry-over | | Approvals | By email or message | In the app | In the app, on the manager's phone | | Pay transparency report | Built manually from payroll exports | Depends on the suite and the plan | The seven indicators of Article 9, worked out from your pay data | | Where the data lives | Wherever the file was saved | Depends on the vendor's hosting | Only in the EU, in your company's own database | | Cost | Free, plus the hours spent checking it | Per employee, often with a minimum term and a sales call | Free up to 3 employees, then €4 per employee a month, €6 from 100. No setup fee or contract | | Where it wins | Nothing new to learn | Payroll, recruiting and performance reviews from one vendor | Records, leave, pay reports and EU-only data, without a big HR team | Compared in detail with [BambooHR](https://www.squadrahr.com/compare/bamboohr/), [Personio](https://www.squadrahr.com/compare/personio/), [HiBob](https://www.squadrahr.com/compare/hibob/), [Factorial](https://www.squadrahr.com/compare/factorial/) and [a spreadsheet](https://www.squadrahr.com/compare/spreadsheets/). Pricing ## €4 per employee a month. Free up to 3. Free up to 3 people. From 100 employees, where the law requires a gender pay gap report, it's €6 with the report included. No setup fee and no contract. Up to 3 employees €0 For a company of up to 3 people. Everything a company that size needs, no card. 4 to 99 employees €4per employee a month Everything included: records, leave, approvals, reports, assistants, and pay ranges, pay requests and job evaluation. 100 employees or more €6per employee a month Everything included. From 100 employees the law requires a gender pay gap report, and a joint pay assessment when the report shows a gap of 5% or more that isn't justified. Both are part of the price. [See your price and what the alternatives cost](https://www.squadrahr.com/pricing/) ## Questions ### Who is Squadra HR for? For companies without a big HR department: one HR person, a small HR team, or an office manager, finance lead or founder who runs HR next to another job. It's built for EU law, with Malta's rules supported first. ### How much does Squadra HR cost? It's free for companies with up to 3 employees. From 4 it's €4 per employee a month, everything included. From 100 employees, where the law requires a gender pay gap report, it's €6 with the report and any joint pay assessment included. No setup fee and no contract. ### Is it a full HR system or a leave tracker? A full HR system. It covers people records and documents, joiners and leavers, time off and approvals, the org chart, reports and an audit log, EU pay transparency, and assistant access over MCP. ### Does it cover the EU pay transparency rules? Yes. It works out the seven indicators of the gender pay gap report, flags grades with a gap of 5% or more, and drafts answers to pay requests within the deadline of your country's law: eight days in Malta under L.N. 173 of 2026. ### Does it count leave the way Malta does? Yes. Leave is counted in hours against each person's work schedule. Public holidays come from your company's calendar, and each policy sets its own accrual, pro-rata, carry-over and expiry. ### How long does it take to set up? A day. Send us an export from your current HR system or your spreadsheets. We set up your policies and holidays, import your people, pay and balances, and check the figures with you, and your team can sign in the same day. ### We use another HR system today. Can we move? Yes. We connect to BambooHR, Personio and Factorial, and import from Shireburn, Talexio, Buddy HR, HiBob or a spreadsheet, with a review step and an undo file. ### Where is our data stored? Only in the EU. Each company's data sits in its own database in Cloudflare's EU jurisdiction, and the encrypted backups stay in the EU too. ### Does it run payroll? No. It keeps the records and leave balances your payroll provider needs and exports them to Excel. Payroll stays with whoever runs it today. ## We set it up and move your data in We load your people, pay and leave policies, import your balances, and check the figures with you before anyone signs in. Free for up to 3 employees.