People

# Employee records from hire to exit

Job, pay history, contracts, documents, emergency contacts and visas sit in one record for each person. HR schedules a change once and it applies on its date. Employees keep their own contact details up to date.

![The people directory: 250 employees with job title, department, location, manager and hire date](/screens/people-light-1200.webp)

![The home screen on a phone: three requests waiting and the person's leave balances](/screens/m-home-light-390.webp)

## Job and pay changes on their effective date

HR enters a pay rise or a new role when it's agreed and dates it. The record changes on that day, and the history keeps every earlier value with its date.

-   Job, department, manager, contract type and employment status
-   Pay history, each change with its effective date
-   Emergency contacts, visas and work permits, photos and GDPR consents

![An employee profile with job, department, manager, hire date and direct reports](/screens/profile-light-1200.webp)

## Directory with HR-only fields

Find anyone by name, team or manager. Employees see the ordinary fields. Pay, ID, bank and health fields stay with HR, and every look at them goes to the audit log.

-   Filter by department, location, division, company and status
-   Employees update their own contact details
-   Pay and sensitive fields visible to HR only

![The people directory: 250 employees with job title, department, location, manager and hire date](/screens/people-light-1200.webp)

## Onboarding checklists and offboarding on the last day

A start date opens the onboarding checklist and reminds the manager of their part. A leaving date ends access at the end of the last day, and a leaving manager's team moves to someone else in one step.

-   Onboarding checklists that start from the start date
-   Contracts and letters stored with each record, in the EU
-   Access ends on the last day, with no account left behind

## Questions

### Can we keep documents with each person?

Yes. Contracts and letters are stored with the person's record, in the EU, under the same access rules as the record.

### Who can see pay and ID numbers?

HR only. Managers see their team's ordinary fields, and employees see their own record. Every read of pay, ID, bank or health data is written to the audit log.

## Other modules

Every part works from the same records, and one price per employee covers them all.

-   [**Time off**Leave counted in hours against each person's schedule, and approved from the manager's phone.](https://www.squadrahr.com/product/time-off/)
-   [**Org chart**Drawn from the records, so it changes when someone joins, moves or leaves.](https://www.squadrahr.com/product/org-chart/)
-   [**Reports**People and time-off reports, a full Excel export, and every change in an audit log.](https://www.squadrahr.com/product/reports/)
-   [**Pay transparency**The EU gender pay gap report, pay bands and pay requests, from the pay data you already keep.](https://www.squadrahr.com/product/pay-transparency/)
-   [**Assistants**Claude, ChatGPT and Cursor connect over MCP, with the app's permissions, once HR turns it on.](https://www.squadrahr.com/product/assistants/)

## Your first 3 employees are free

Tell us about your company. We set it up on your domain with your public holidays and leave policies, and your team books its first leave the same day.