Securely store electronic employee data and documents in an Employee Profile!
The Employee Records section is a convenient and secure way to store electronic employee data and documents.
Think of the Employee Records as a secure digital filing cabinet for sensitive employee information that is only accessible to admins.
Here are some examples of how you can use Employee Records in your platform:
- Capturing interview or reference notes
- Recording Health and Safety incidents and reports
- Managing Workcover documentation
- Capturing Parental Leave documentation
- Documenting Training transcripts and certificates
- Keeping a log of Performance Review notes
If you would like to see the Employee Records feature in action, then please check out our Exploring Employee Management tools masterclass here!
In this article, we will cover:
- Adding Employee Records to an employee
- Employee Records Report
- Employee Onboarding Report
- Employee Incident Report
Please note: Access to this area is permission-controlled. Admins will need the 'Access Employee Records' permission enabled to view and add Employee Records.
You can add an Employee Record to an employee at any time. This is done directly in the employee profile.
Hot tip: Records stored in the Employee Records are only visible to admins. Employees cannot see what is stored here.
To add an Employee Record:
- Find the relevant employee via the global search or from People > Approved People.
- Navigate to the Employee Records section then select the Employee Records tab.
Hot tip: The options available for both the Employee Records section and Record Types cannot be modified or have additional options added. - Add in the Employee Record details including:
- Record Type - The type of record you are uploading i.e. Onboarding, Incident etc.
- Operation - Employee's Operation.
- Assign To - Assign to an Admin to follow up on the record if needed.
- Follow-up Date - Add a follow-up date to send a reminder to the assigned admin. You'll need to select a future date (ie. from the next day onwards).
- Person Documents - Attach any relevant documents to the record.
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Add notes - Add any relevant notes/comments to the record.
Hot tip: By using the 'Assign To' and 'Follow-up Date' fields you can assign records to different admins in your business and set follow-up reminders for them. This reminder email will automatically be sent from your platform at 8 am on the date selected. The content of this email can not be altered.
Once you have entered the relevant details, select Save. You'll now see the document details listed with the ability to view your uploaded documents.
Please note: Record Types cannot be changed. If a Record Type doesn't fit what you are uploading you can use the 'Other' category or if you don't need to upload a document add a Comment as an alternative.
Once you have added an Employee Record to an employee profile you can view the contents of that record at any time by selecting the Record Type that the record was associated with.
To view existing Employee Records from an employee profile:
- Find the relevant employee via the global search or from People > Approved People.
- Navigate to the Employee Records section then select the Employee Records tab.
- Select the Record Type that the record is associated with to see the existing employee records under that Record Type for the employee.
- Here you can select the edit pencil to edit or the red delete bin to delete the record if necessary.
Alternatively, you can use the Employee Records Report to see employees' records on a larger scale. See the Employee Records Report section below for steps.
The Employee Records report allows you to report on all employee records, including follow-up dates.
To generate the Employee Records Report:
- Navigate to Reports > Workforce Reports.
- Select the Employee Record report.
- Choose the relevant Record Type and any relevant follow-up dates or leave them blank to view all data.
- Select Generate.
Please note: Depending on the use case for Employee Records in your business, you'll want to assign the 'Access Employee Records' permission and the 'Workforce Reports' permission against your admin users so they can access the report.
The Employee Onboarding report allows you to report on onboarding records lodged against employees in the Employee Records. This can include reporting on:
- Interview outcomes, notes or documentation
- Reference check information
- Interview/reference check follow-ups
To generate the Employee Onboarding Report:
- Navigate to Reports > Workforce Reports.
- Select the Employee Onboarding Report.
- Choose the relevant filters.
- Select Submit to generate the report.
The Employee Incident Report allows you to report on incident records lodged against employees in the Employee Records. This can include reporting on:
- Documentation for near misses or injuries
- Incident follow-ups
- Dates that incidents have occurred
To generate the Employee Incident Report:
- Navigate to Reports > Workforce Reports.
- Select the Employee Incident Report.
- Choose the relevant filters.
- Select Submit to generate the report.