People
Employee records, changes scheduled for the day they take effect, documents, onboarding checklists, employees' own details, and what happens when people leave.
Each person has one record. HR sees all of it. A manager sees the ordinary fields of their direct reports, and each employee sees their own record.
What a record holds
Section titled “What a record holds”- Job title, department, division, location, company, manager, hire date and employee number
- Personal and contact details, and emergency contacts
- Job history, contract type, employment status, and probation, trial period and contract end dates
- Pay history, each change with its effective date
- ID, tax, bank and health details, visas and work permits, and GDPR consents
- Leave balances, requests and history
Pay, ID, tax, bank and health fields are visible to HR only. They are encrypted a second time in the database, and every time HR opens one, the read is written to the audit log.
Adding people
Section titled “Adding people”HR adds a person from Directory, then Add employee, with their job, manager and work schedule. To add many people at once, import them.
Changes that take effect later
Section titled “Changes that take effect later”A pay rise, a new job title or a move to another manager can be entered now and dated for later. The record changes on that date, and the job history and pay history keep every earlier value with its date.
Employees’ own details
Section titled “Employees’ own details”Employees update their own contact details: phone numbers, home email and home address. Everything else is changed by HR.
Documents and onboarding
Section titled “Documents and onboarding”Contracts and letters are stored with the person’s record, in the EU, under the same access rules as the record. A new starter’s onboarding checklist starts from their start date and reminds their manager of the steps that are theirs.
When someone leaves
Section titled “When someone leaves”HR records the leaving date. The person’s access ends at the end of that day. If they managed people, HR moves their direct reports to another manager in one step. The record stays, so reports and the audit log keep their history.