What is Employee Personnel Profile?

Last updated: 2025-08-19

An Employee Personnel Profile is the official, complete HR record that contains all legally required and company-maintained documentation about an employee. In Aptien, this record is securely stored and accessible only to authorized HR staff and, in limited cases, to managers when business-justified.

Managers and HR staff can access the digital employee profile, where they can find useful day-to-day information.

What Does the Employee Personnel Profile Include?

  • Hiring documents: job application, offer letter, employment agreement, and any amendments
  • Payroll and tax records: W-4, direct deposit details, and pay history or pay stubs
  • Performance records: performance reviews, goals, and performance improvement plans
  • Disciplinary records: written warnings, incident reports, and corrective action documentation
  • Training and certifications: compliance training logs and professional certificates
  • Leave and attendance records: PTO requests, attendance logs, and documentation for FMLA or other leaves
  • Legal and compliance documents: confidentiality or nondisclosure agreements, non-compete agreements, and safety acknowledgements

Who can access the official employee profile?

  • HR or People Operations: full access and responsibility for maintaining the profile
  • Direct manager or supervisor: access to relevant sections as needed (for example, performance reviews for evaluations)
  • Employee: in many companies, employees can view certain documents (for example, their employment agreement or pay stubs) subject to company policy and applicable law

How is this different from a digital employee profile?

  • The digital employee profile is used for daily management, onboarding, and employee development
  • The personnel profile is more complete and may include sensitive, legally protected records
  • Access to the personnel profile is more restricted and must comply with legal and company rules
  • The personnel profile is primarily for record-keeping and compliance, not for everyday HR tasks