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 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
Which Documents Are in the Employee's Personnel File?
In the personnel file, you can store and manage various documents and attachments for each employee in organized folders, which you can customize based on your company’s needs and policies. By default, you have the following folders for documents:
- Employment Agreements – where you keep copies of signed contracts
- Benefits – where you can attach pay stubs or reimbursement records
- Certificates and Licenses – where you can store certificates, diplomas, and professional licenses
- Resume – where you can save 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 Employee Performance Reviews
- You can also keep records of employee evaluation meetings or notes from other discussions with employees in their personnel files.
- These records are kept as written summaries, and unless you specify otherwise, only you and the employee have access to them.
Overview of Employee-Related Tasks
- Within the employee’s personnel file, you can manage tasks related to the employee.
- These tasks may include personal development planning or handling documentation between accounting and HR.
Employee Notes
- You can keep both private and shared notes for each employee.
- For example, jot down ideas for work anniversary gifts or details about an employee’s interests.
Employee Onboarding and Development Planning
- In each employee’s personnel file, you can schedule and track all activities related to their onboarding, ongoing training, health check-ups, and even offboarding (termination).
- Automated reminders help ensure you never miss an important task.
Job Title and Employee Details
- In the last tab, "Job Title," you’ll find information about an employee’s role, their manager and team members, as well as the key requirements for their position.