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HR Records (Staff Management) — User Guide

HR Records (Staff Management) — User Guide

Module: HR Profile
Audience: HR staff, managers, administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

HR Records is where you manage employee profiles: create staff, update employment details, assign departments and managers, and open individual employee records.

Prerequisites

  • View list: HR Records → View (or View own for scoped access).
  • Add staff: HR Records → Create.
  • Edit others: HR Records → Edit (staff can usually edit their own basic profile).

Step-by-step: View staff list

  1. Go to HR Profile → HR Records (or Staff).
  2. Use filters (department, status, etc.) and the table to find employees.
  3. Click a row to open the staff profile.

Step-by-step: Add a new employee

  1. From the staff list, click New employee (or equivalent).
  2. Complete the Staff Profile tab:
    • Staff code (often auto-generated; may be read-only depending on your permissions)
    • First name, last name, email (required)
    • Job position, departments, direct manager
    • Role (required for system access)
    • Password (required for new logins)
  3. Complete the Staff Contact tab if your process requires personal/contact details.
  4. Optionally enable Send welcome email.
  5. Save.

Expected result: New staff member appears in the list; you are taken to their profile.

Step-by-step: Edit an employee

  1. Open the staff profile from the list.
  2. Click Edit (or open the edit form).
  3. Update fields and save.

Note: Some fields (email, staff code) may be locked based on your permissions.

Key fields (summary)

Area Examples
Identity Name, staff code, photo, date of birth
Employment Job position, workplace, status, departments
Reporting Direct manager, secondary managers
Access Role, password, welcome email, 2FA (if enabled)
Compensation Hourly rate (if used)

Common issues

Symptom Likely cause What to do
Cannot see all staff View own permission only Request HR Records View (global)
Cannot edit another user Missing Edit permission HR admin grants edit
Staff code greyed out Policy restricts who can change codes Use HR admin account
Email already exists Duplicate login email Use unique email or merge records per policy
Import fails Missing create/edit or bad spreadsheet Fix file format; check permissions

Related features

  • Organizational chart — department structure
  • Job descriptions — positions assigned on staff form
  • Contracts / training — tabs on staff profile (when configured)

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