centralized digital employee profiles

Employee Records Management

Save time, reduce errors, stay compliant—all in one digital employee record system with online digital profiles. Ditch spreadsheets and email chaos.

Try it free for 30 days

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from training to equipment
What Employee Records Management delivers

In Aptien, all employee details and documents live in one searchable employee profile.

Centralized and secured employee profiles

One location for contracts, ID scans, personal information, documents, certificates

Automatic expiry & compliance notifications

Alerts on certification renewals, document updates, and missing policy sign-offs.

Fully customizable record templates and attachments

Capture any field, upload forms, attach PDFs, store scans—tailor to your company needs.
Used by teams across every industry
  

Why growing SMBs choose Aptien for employee record solutions?

Aptien helps HR professionals eliminate manual tracking and gain peace of mind.
  • centralized employee files

  • audit‑ready document history

  • expiry alert notifications

  • customizable record templates

  • policy acknowledgement tracking

  • secure cloud storage

  • easy document upload

  • searchable employee profiles

  • GDPR/data privacy compliance

  • employee self‑access to files

  • role‑based access controls

  • reduced HR admin time

get started

Sign Up

Signing up is quick, easy, and free! No need for a credit card or any complicated details.

transform

Load Up

Add users to your account, and start to upload contracts, term sheets, amendments, renewals, and more in seconds.

celebrate

Feet Up

With your contract management platform set-up, you're free to customize to your needs and enjoy the power of simplicity!

As easy as Excel, but far more powerful

Switching to Aptien is simple. You get all your employee profile in one place, with no confusing interfaces or long onboarding. If you can manage Excel, you can manage Aptien.

Try it free for 30 days

Try for free
plans & pricing

Select number of active employees

From 100% free to fully customized enterprise-level solutions.
Flexible plans for every need, and every budget.

Choose number of employees:
Premium
$ -
/ month
Automatic reminders
Employee Helpdesk
TODO list
Digital Confirmation
Company Noticeboard
Employee Directory
Employee Self-Service
Policy Portal
Training Portal
Mobile Checklists
Meeting Minutes
Company Branding
Enterprise
 
Contact us
Includes Premium plus
Company Branding
DO YOU HAVE SPECIAL REQUIREMENTS OR NEED A PERSONALIZED QUOTE? GET IN TOUCH!
employee records sorted

Looking For More?

Manage more than just your HR & Employees. Our online platform simplifies your business admin & management. Including these key areas:

Employee Management

Easy to use employee relationship management solution helps you to collaborate with all employees.

Employee Onboarding and Offboarding

Automate new hire onboarding and employee exits in one unified lifecycle platform. Zero spreadsheets. Zero emails.

HR & Employee Compliance

Simplify Employee Compliance Management. Ensure every employee reads policies, completes training, and stays compliant

Contract Management Software

Contract Management & Reminders solution helps you to get a quick and easy overview and control over all your contracts. Cloud based with trial.

Inspection Management Software

Inspection Management Software

Equipment Management

Management of the work equipment including tools, instruments, machines and other work equipment.

Tasks & Reminders Management

From one-time to recurring tasks, from team assignments to automated reminders for inspections, training, or maintenance – all in one place

Project Collaboration and Management

Easy to use project collaboration and management solution. Cloud based with trial.

Cost & Spending Tracking

Gain control over your company’s spending with customizable cost trackers. Smart tables that adapt to your projects, people, or contracts.

Employee Records Management by Aptien

Aptien’s Employee Records Management is built for small and mid‑sized businesses that need a safe, modern, scalable employee information system. Secure, cloud-based, and audit-ready, it eliminates the chaos of spreadsheet-based HR administration.

Created for SMBs

Designed for companies with 20–500 employees, Aptien is affordable, intuitive, and scalable.

Secure and compliant

Role‑based permissions, encrypted storage, full version history, audit logs and GDPR‑ready features.

All Employee profiles in one place

Store contracts, ID proofs, performance reviews, training certificates, agreements and more in dedicated employee profiles.

Who it's for

HR managers, operations leads, small business owners tired of juggling scattered HR files. Aptien brings clarity, efficiency, and compliance.

What it delivers

  • digital employee profiles
  • immediate visibility into missing documents and upcoming expirations
  • elimination of manual tracking and email follow‑ups
  • faster onboarding and audit readiness

Competitive edge

While platforms like BambooHR, Factorial or HR Partner offer similar record‑keeping, Aptien stands out by combining deep customization (for any document or field), simple onboarding from spreadsheets, and real audit trails—all without the complexity or cost of enterprise platforms

let's recap

Key Features of Employee Records Management

  • digital employee profiles
  • unified employee documentation storage
  • cloud-based record repository
  • customizable employee data fields
  • secure document attachments
  • policy acknowledgement tracking
  • version history per document
  • expiration & compliance alerts
  • employee self‑service portal
  • search by name, ID, or tag
  • role‑based access control
  • intranet
  • employee dashboard
  • audit logs and activity trail
  • GDPR and data privacy features
  • import from Excel/CSV
  • bulk record update tools
  • mobile-friendly interface
  • secure file encryption
  • user permissions and roles
  • document expiry dashboard
  • flexible metadata tagging
  • onboarding record checklist
  • employee portal

Ready to get started simplify employee records management?

Time to remove the tedium of personnel administration and office work and mulch the mountains of paperwork. Take the first step to a more productive way of working today.

Tray for free for 30 days

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