Employee Records: The Backbone of Your HR
The Employee Organizer is designed for HR teams and company managers, as it contains sensitive personal information. This organizer serves as a centralized place where you can access all essential employee details.
Passive Employee Records:
- No Cost for Employee Count: You don’t pay based on the total number of employees in the system; only HR staff need a license.
- Each employee has a personnel file that includes personal and contact info, employment contract, assigned job equipment, benefits, training records, health or ID information, and other important data.
- This file also covers onboarding details, company-related information, termination records, and job descriptions or classifications.
Active Employee Engagement:
- If you want employees to actively participate, you’ll need a license for these active employees to access the self-service portal.
- Employee Self-Service: Active employees can view and update their own information through their self-service portal.
- Getting Started Guide: We recommend reviewing the "First Steps for HR Personnel" guide to help you get started.
We suggest checking out the HR Manager’s First Steps Guide.
In the Employee Organizer, you store all essential information about your employees. Each employee has a personal file containing their contact details, employment contract, equipment assignments, performance evaluations, salary history, benefits, training, identification or health information, and any other relevant records. You’ll also find information related to onboarding, ongoing employment, and termination, along with job descriptions or classifications.
- New employees can be added by HR managers or by others if given permission by an administrator.
- Employee records can be edited in multiple ways.
Employee Personnel Files and Related Information
Employee records serve as a centralized location where you can access all the important information about your employees. Only you, as the HR manager, have access to this information. Each employee can view their own information through their self-service portal and can update certain basic details themselves. You will receive notifications when changes are made. This streamlines communication between employees and the company.
The employee’s personnel file is organized to keep all essential information about the employee in one place. If you need to store additional information, the system can be easily expanded. Access to specific data is controlled through permissions, so only you as HR can manage it. If needed, other departments such as management or payroll can be granted access.
What’s Included in the Employee Personnel File
- Employee contact information
- Personal details such as home address, insurance providers, and other payroll-related information like health insurance and direct deposit account numbers
- Job details including job description, title, and other relevant information
- Employee equipment records to track what has been issued to the employee
- Salary, compensation, and employment contract information, including attachments and amendments
- Qualifications, education, and work history
- Health information, medical exams, and any work restrictions
- Identification documents
- Medical examination records
- Other personal documents
Tracking Staff Appointments and Other HR Tasks
- Maintaining complete employee records from onboarding through offboarding and everything in between
- Tracking appointments such as medical exams, certifications, permits, and licenses
- Ability to attach employment contracts, addendums, and amendments
- Documenting employee performance reviews and interviews
- Keeping private notes on employees
- Storing any other relevant employee information
How to plan activities around employees
You can use the Activity Plans tab to plan and confirm one-time or recurring activities around employees, such as onboarding, termination, or employee development and training.
- Onboarding
- Training activities and personal development
- Offboarding
How to Keep Track of Important Deadlines in HR and Employee Management
Employee management involves tracking several key deadlines related to your workforce, which you can easily manage using Aptien. These deadlines include important dates during onboarding, probation periods, orientation, as well as tracking deadlines for training or issuance of work equipment. Let’s review the most common ones
Tracking Deadlines for Employment Agreements and Work Visas
- End of employment contract
- End of probation period
- Expiration of work visa
Tracking Deadlines After Employee Onboarding and Orientation
- Orientation and initial training deadlines
- Ongoing employee training deadlines
Tracking Deadlines for Health and Safety Exams
- Medical examination deadlines
Tracking Deadlines for Employee Training and Certifications
Tracking Deadlines for Work Equipment and Safety Gear
- Deadline for issuing work equipment
- Expiration date of work equipment
Other Important HR Deadlines
- Any other deadlines you need to track in HR
Employee Forms and How to Print Them
In Aptien, you can create custom forms and templates. Our standard package includes the following forms:
- Medical Examination Request
- Medical Fitness Declaration
- Driver Medical Certificate
How to Print a Form:
- Open the employee profile.
- Click “New Report” in the right-hand menu.
- Choose the form you want to generate.
- Click “Run Report.”
- You can then print or save the generated report.
How to Grant or Remove Access to the Employees Organizer
- If you need to grant or remove access to the Employees organizer, you can do this through the role settings.
- Instructions on how to manage employee permissions are available here.