What is Employee Profile?

Last updated: 2025-08-21

Digital Employee Profile provides current, practical information needed for daily work. It is designed to be accessible based on role – HR staff, direct supervisor, and the employee themselves.

What Information is Included in the Digital Employee Profile?

  • Basic personal details (name, job title, department, contact information)
  • Assigned tools and equipment
  • Training history, certifications, and inspection records
  • Dates for performance reviews and feedback
  • Assigned tasks and responsibilities
  • Attached documents (work instructions, company policies, manuals)

Who can access the digital employee profile?

  • HR staff: full access to general and some sensitive information based on permission levels
  • Direct manager: access to work-related and operational info, but not sensitive HR data (e.g., medical or tax records)
  • Employee through self-service: access to their own profile with the ability to update certain details (e.g., contact info)

Key benefits of managing employee profiles with Aptien:

  • All information centralized – no paper files needed
  • Role-based access ensures security and compliance
  • Quick and easy overview for managers and employees

Employee Profile Provides a 360° Overview of All Employee Information

Employee Profile is the foundation for HR work for HR professionals and managers alike. The profile includes all essential information you keep about an employee. It also links to all records and onboarding or development activities related to that specific employee. The profile gives you an easy and intuitive way to view and edit personal details, contract lists, deadlines, and assigned assets.

employee record

All Employee Information in One Place

On the Connections tab, you can view all the details related to the employee, such as assigned equipment, active contracts or projects, the tasks or assets they manage, and more.

Connections in employee personnel file

Overview of Employee Work Equipment

Each employee needs specific equipment to perform their job, depending on their role. For example, an office employee requires a computer and access to company software, while a production employee needs personal protective equipment, tools, instruments, or other gear.

  • For each employee’s record, you can view the work equipment or tools issued, assigned, or entrusted to them
  • Employees can access this information in their personnel file
  • Streamline the handover and issuance of tools, assets, and equipment with digital checkouts
  • You can track the current status through an inventory of assigned assets
  • Paper-based handovers are also possible, but they won’t provide real-time status updates

Employee Onboarding and Development Planning

  • In each employee’s file, you can schedule and track all activities related to their onboarding, ongoing training, health screenings, and even offboarding (termination).
  • Automated reminders help make sure you never miss an important task.
Activites and training on the employee personnel file

Employee Training and Development Plan

Equipment Requirements for the Job

  • Employee equipment needs are outlined in their job description
  • The job description specifies what tools and gear the employee should have to do 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.

Minutes and events in employee personnel file

What Documents Are Included in an Employee’s Profile?

Each employee’s profile contains important documents and attachments organized into folders that you can customize to fit your company’s needs and policies. By default, the following folders are included:

  • Personal Certifications – store various certificates, diplomas, or credentials here
  • Training Records – keep information and documents related to company training the employee has completed
  • Employment Contracts – store scanned copies of employment agreements
  • Pay Stubs – upload pay stubs here so you don’t have to send them via email
Documents in employee record

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.
Tasks on the employee personnel file

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.
Notes on the employee personnel file

Job Position and Job Requirements

  • In the "Job Position" tab, you can find details about the employee's role, their manager, team members, and the qualifications needed for the job.
  • Clicking on "Job Position Requirements" will show a list of all the skills and qualifications required for the employee’s role.