This article is intended for HR managers, it describes the employee's personnel file as seen by the HR manager or supervisor.
Definition of the Employee Personnel File
The employee personnel file is the basis for personnel work, and only the HR Management can see it as a part of the Employees Organizer or by the employees supervisor for his/her team. It contains all the essential information you keep about the employee. It also includes any enrolment and other onboarding or development activities for that particular employee. The file gives you an overview of the employee's information with easy and intuitive editing of their personal details, information and lists of contracts, terms, and assets.
- Employee File contains an overview of all information about an employee
- Each employee then sees their information in employee self-service on their "About Me" page.
- You have several options for creating and updating information in your employee's personal record
Documents in the employee's personnel file
In the personnel folder, you can also see and keep other
documents and attachments for each employee in clearly arranged folders, which
you can also edit according to the needs and practices of your
company. In the basic setup, you have the following folders for documents:
- Employment contracts - where you keep copies of contracts
- Benefits - here you can attach payrolls or other reimbursements
- Personal certificates - here you can attach various certificates and diplomas
- Resume - here you can store the employee's Resume (CV)
All employee context in one place
On the Connections tab, you can see all the content related
to the employee, such as the issued work tools, the contracts or projects they
are working on, which processes or assets they are responsible for, and so
on.
Overview of the employee's work equipment
Every employee needs certain equipment to do his/her job, depending on his/her job classification. An office worker needs a computer and access to company applications, while a production worker needs protective work equipment, various tools, instruments or other equipment.
- For a particular employee's record, you can see the work equipment or tools issued, entrusted or assigned
- Each employee can see their information in their personnel file
- Automate the handover and issue of work tools, assets and other equipment with digital handover
- You can check the actual status with an inventory of entrusted assets
- You can also use a paper handover, but then you won't see the current status
Requirements for work equipment
- The worker's equipment requirements are part of their job description
- The job description describes what the employee should have for the job
Conducting personal assessment interviews with employees
You can also keep employee evaluation interviews or minutes
of other activities with employees on the employee's personnel file. You keep
these in the form of minutes and, unless you specify otherwise, only you and
the employee can see the minutes.
Overview of tasks related to the employee
On the employee personnel file you can solve tasks related to the
employee, tasks can be part of personal development planning or preparation of
documents between accounts and HR.
Notes by the employee
You can keep private and shared notes for each employee. For
example, write down suggestions for work anniversary gifts or information about
an employee's interests.
Onboarding planning and personal development of employees
On each employee's personnel file, you plan and confirm all activities
around the employee's onboarding, personal development, medical check-ups, or
even offboarding (termination). Thanks to automated notification processes, you
won't miss any obligations.
