Manage confidential employee records

Confirm the employer and records policy#

Open Employees and HR Records in the correct corporate workspace. Confirm the current employer through Business setup, then choose the privacy contact and the reference for your records policy.

Review the country, employer identity and work location on the source before opening an employment episode. If the shared employer changes, review the new source before preparing further records. Earlier episodes keep their original employer details.

Give each person the record access their work requires#

An owner can grant access across the directory or to selected employees. Directory records, employment episodes, private contacts and document classes have separate permissions. An independent review permission still needs the corresponding record class.

Check the person’s current workspace membership and selected employee scope before granting access. Revoke access when the work ends. A role change or reinstall requires a fresh grant.

Create the employee work record#

Use a stable employee reference and the employee’s work name. Add work email where useful. Store personal phone or email through the separate confidential contact fields when required.

The HR record represents an employee. Workspace membership represents sign-in and access. A new HR record uses no staff seat and creates no login.

Open or end an employment episode#

Review the original employee, role, work location, declared arrangement, agreement reference and effective date. Confirm the exact episode before saving.

When an employee leaves, record the end on the original episode. Use a new episode for rehire. The previous employer, dates and termination facts stay with the previous episode.

1. Choose the current employee record.
2. Review the start or end date and the original source.
3. Confirm the action and review the resulting employment history.

Link an existing verified staff member deliberately#

Choose the actual verified member from the current corporate workspace. Review the exact employee and membership before linking them.

The link associates existing records. Workspace access and billing continue to follow the actual Staff membership. An owner can unlink the HR association, and the existing Staff role remains separately managed.

Review work units and reporting assignments#

Create a work unit and select a reporting contact from the people your current directory access permits. Review the exact assignment before confirming it.

The employee’s original reporting assignment remains in the record. Work units and reporting lines do not grant access to private records.

Review a correction to private contacts#

Open the confidential contact view with the required field permission. Prepare the correction and confirm the current reviewed version.

Earlier contact values are held as encrypted original versions with their own attribution. The ordinary directory and work profile omit those private fields.

Review a linked employee’s proposed correction#

Enable contact proposals in employer setup when your privacy policy supports them. A current writable member with a deliberate employee link can propose replacement contact details.

A different reviewer with current permission for that employee and their private contacts reviews the proposal. Approval applies the exact correction. A viewer can check their proposal status where available.

Review an encrypted compensation snapshot#

Grant compensation access explicitly for the employee. Review the confirmed employer currency, effective date and actual compensation basis before recording a snapshot.

Use these snapshots as reviewed employment records. Pay calculations, deductions and payment remain in your payroll process.

Save and retrieve the exact document version#

Choose an employee and an available document class. Attach a PDF up to 2 MiB, give it a useful label and review the current source. A replacement adds a separate original version.

Download the specific version you need from the employee record. File bytes use the same current employee and document-class permission as their metadata.

Review onboarding and offboarding tasks#

Start onboarding from an open employment episode or offboarding from an ended episode. Review the original date, assigned members and three local tasks before confirming.

Assignees open their own task list and record completion against the current exact task. Review revised due dates and assignees for outstanding tasks. Completed task evidence remains part of the original plan.

Use Staff for a separate access change. Staff checks current work dependencies, including outstanding HR assignments, before changing access.

1. Choose the original employment episode.
2. Review the planned dates and select a current eligible assignee for each task.
3. Confirm the plan, then follow its recorded task outcomes.

Share an employee-visible document for acknowledgement#

Enable linked employee document access deliberately. A current verified member with an active link can open their employee-visible documents and download the exact versions.

An eligible linked member, administrator or owner can acknowledge the current document version. The acknowledgement records that exact copy. Viewers can read and download the available employee-visible versions.

Review a copy for one employee#

Record the verified request and its due date. Assign a current custodian with permission for that employee and the selected document classes. A former employee’s request can be handled without a workspace account.

Prepare the approved request and record actual delivery after issuing each reviewed segment. Reassigning the case invalidates the previous release.

Review the exact manifest before opening the copy. Download the authorized CSV and selected employee-visible PDF versions during the access window. The workspace records which segments were issued.

Review the material and confirm the recipient through your own privacy process before release. The app keeps the copy within the authenticated workspace.

Protect confidential copies after disable#

A current owner can review and protect retained contact copies after the app is disabled. Protection hides the current and earlier values while retaining encrypted evidence.

A new installation preserves the protection. Restoring access to a protected copy requires a fresh active review. Category-specific disposal depends on the applicable retention policy and the supported protection workflow.

Review a hold or disposition for an exact PDF version#

Record your applicable category and country retention policy. Use the document’s retention panel to review a hold for the exact version.

When the declared retention period has elapsed, an owner with explicit disposition authority can review an exact PDF. Check applicable exceptions and unresolved requests. A current hold or open release blocks disposition.

Confirm disposition only when the review permits it. The workspace removes the selected PDF bytes and records the original decision. Other versions and existing acknowledgement history are retained.

Practise with synthetic employee records#

Use isolated Demo to practise roles, reviewed changes and versioned documents with synthetic data. The Demo expiry still applies to its records and links.