Employee File & Leaving Record

This page describes what is on the file, who can see which part of it, the reminders sent when a date on a file is coming up, and the record kept when someone leaves. The employee file is on every plan. This page is part of the reference HR Records, Time Off & Reviews.

What It Does

• What is on the file. Employment details such as start date, employment type, work location, level, probation and contract end dates, notice period and right to work; personal details marked HR only; emergency contacts; job history; and the leaving record.
• Sealed fields. Date of birth and home address are stored encrypted and shown as dots. Revealing one shows that one value, and each reveal is recorded.
• Job changes keep a history. Job title, department, manager, level, employment type and work location change through a job change, which records the type of change, an effective date and what each field was and became. A change with a future date is scheduled and can be cancelled.
• Right to work is a status. It is recorded as verified, pending, expired or not required. No copy of the document or its number is stored.
• Who sees what. A person sees their own record and can edit only their preferred name, phone, personal email, home address and emergency contacts. A manager sees job details, probation and contract dates and job history for everyone below them in the reporting line, and never date of birth, home address, personal contact details, emergency contacts or pay. HR staff can open every file; pay needs its own rights on top.
• Date reminders. A daily check tells HR, and for probation and contract dates the person’s manager, when a probation end, a contract end or a right-to-work expiry is coming up.
• When someone leaves. The leaving record holds the last day, the type of departure, a reason chosen from a fixed list and whether the person is eligible for rehire, with an exit checklist of seven items. It is created automatically when the person is offboarded. Recording a planned exit beforehand starts HR’s record only: access is still revoked by offboarding the person in Users.

The Employee File

HR & TalentPeople lists every person with their title, department, manager, start date, status and any date coming up. Search by name, email, title or employee ID, and click a row to open the file. A file has the tabs “Overview”, “Job history” (labelled “Job & pay” for people who may see pay) and “Leaving”; on Team and above it also has “Documents”, “Time off” and “Goals”.

Who Can See What

Date Reminders

A daily check notifies people when a date on an active person’s file is coming up. Each reminder is sent once per date and stage; if HR moves the date, the new date gets its own reminders. A reminder missed on its day is still sent for up to a week afterwards.

• Probation ends: 14 days before and on the day, to the people with the permission to manage employee files and the person’s manager.
• Contract ends: 30 days before, 7 days before and on the day, to the same people.
• Right to work expires: 60 days before, 14 days before and on the day, to HR only.
• A document with an expiry date (Team and above): 30 days before and on the day, to HR only.

The Leaving Record

The “Leaving” tab holds the departure: last day, type (voluntary, involuntary or end of contract), a reason chosen from a fixed list, and whether the person is eligible for rehire. Only the category is stored, never notes about the person. A departure is created automatically when the person is offboarded; HR can also click “Record a planned exit” beforehand. That starts HR’s record only: access is still revoked by offboarding the person in Users.

Each departure carries HR’s “Exit checklist” of seven items, from telling payroll about the last day to recording the reference and rehire decision. Ticking an item records who ticked it and when. If people still report to the leaver, the tab warns you to move them to another manager.

If something here is not working as you expect, start with When something goes wrong.

Permissions Behind This Page

Where the sections above say who may see or do something, this is the permission that is checked. What each permission allows is listed in HR Records, Time Off & Reviews.