Often fits plan: Enterprise
Accounting
Central financial control with chart of accounts, journal entries, receivables, payables, reconciliation, and financial reporting.
Module
People Records
Controlled employee master-data and lifecycle records management
Manage employee profiles, org structure, contracts, onboarding, training, and employee lifecycle records in one controlled people-records workflow.
What this module helps you control
Employee profiles and staff codes
Org chart and department/unit structure
Job groups and job positions
Workplace and direct manager relationships
Contracts and employee-related documents
Onboarding checklist templates and execution
Offboarding and layoff checklist procedures
Training libraries and training programs
Dependants and related employee information
Employee lifecycle and compliance readiness
Business outcomes teams expect
One reliable employee record across HR operations
Cleaner organizational visibility through org chart and reporting structure
Fewer duplicated HR records and less spreadsheet drift
More consistent onboarding and offboarding controls
Better contract and document readiness
Clearer training history and training assignments
Better manager and workplace mapping
Stronger employee lifecycle traceability
Easier handoff to Payroll and related modules
Stronger audit and compliance readiness for people records
What teams use most in this module
Practical capabilities that make day-to-day execution faster, cleaner, and easier to govern.
Employee Records and Staff Profiles
Maintain complete employee records and searchable staff profiles as the core people-data reference.
Employee records with unique staff code policy
Personal details and employment details in one profile
Staff profile-level information for HR operations
Searchable people data across departments and managers
Identity-related fields and supporting attachments
Organizational Structure and Org Chart
Map departments, units, and reporting relationships with clearer organizational visibility.
Org chart visibility for department and unit structure
Parent unit and unit manager relationships
Reporting structure clarity for managers and teams
Department-level visibility for workforce planning
Staff chart clarity for operational reviews
Job Positions and Job Descriptions
Control role structure using job groups, positions, and job descriptions.
New position group setup and maintenance
Position records with position code
Job descriptions for role consistency
Role structure aligned to organizational planning
Department placement for each position
Contracts and Employment Terms
Track contract records, templates, and validity windows for employee contract governance.
Contract type and contract code tracking
Salary type and allowance type reference fields
Contract templates for consistency
Signed contract information and document linkage
Contract status and expiry monitoring
Onboarding and Reception Checklists
Execute structured onboarding templates and checklist tasks for new employees.
Onboarding template and Add checklist controls
Required setup tasks and ownership assignment
Evidence and document collection during onboarding
Completion status tracking by step
Follow-up on incomplete onboarding tasks
Offboarding and Layoff Procedures
Run controlled quitting-work and layoff checklist procedures with clear accountability.
Quit work and layoff checklist procedures
Reason, status, and progress tracking
Responsibility assignment for exit actions
Controlled employee exit process
Asset and account handover coordination
Training Libraries and Training Programs
Maintain employee development records through structured training libraries and programs.
Training libraries and training programs
Training type and scheduling setup
Results, score, and completion capture
Employee development record updates
Overdue and incomplete training follow-up
Workplace, Manager, and Related Information
Link workplace and manager assignments to strengthen daily administrative control.
Workplace assignment and workplace address
Direct manager assignment and updates
Related staff visibility for administrative ownership
Clearer responsibility mapping across units
Operational context for lifecycle workflows
Dependants and Related Employee Information
Maintain dependant records and supporting employee administration details.
Dependants and dependent person records
Relationship type and supporting details
Effective and expiration date fields where used
Supporting attachments for dependent records
Structured dependant administration history
Reports and People Visibility
Monitor employee lifecycle and organizational status using People Records reports.
People Records dashboard visibility
Contract expiry and overdue contract views
Staff ratio by department and by jobs
Movement and fluctuation reporting
Birthday, headcount, and department monitoring
Start with this workflow
Follow these structured steps to launch one controlled process first, then expand.
Create a new employee record
1
Create employee profile
2
Assign staff code
3
Fill personal and employment data
4
Assign department, manager, and workplace
5
Attach key documents
6
Verify employee appears in org and records views
Run onboarding checklist
1
Choose onboarding template
2
Assign tasks and owners
3
Collect required documents
4
Confirm access and setup steps
5
Track completion status
6
Mark onboarding complete
Create and manage employment contract
1
Choose contract type
2
Create contract record and contract code
3
Add salary and allowance references as needed
4
Attach contract document
5
Capture signing information
6
Monitor contract validity and expiry
Define job position and org placement
1
Assign or create job position
2
Link position group
3
Assign department or unit
4
Define reporting relationship
5
Verify org chart placement
Manage training program for an employee
1
Assign training program
2
Set type, dates, and requirements
3
Track completion and score
4
Update employee training history
5
Verify overdue or incomplete training
Run offboarding / layoff checklist
1
Initiate checklist
2
Assign responsible handlers
3
Collect exit-related confirmations
4
Confirm asset or access handover
5
Close checklist
6
Preserve history for compliance and audit
Who this module is for
HR Admin
HR Officer
HR / People Operations
Department Managers
Compliance and audit reviewers
Leadership teams needing organizational visibility
Common problems this module helps solve
Duplicate or scattered employee records
Poor visibility into org structure
Inconsistent onboarding steps
Missing contracts or incomplete employee documents
Weak offboarding governance
No structured training history
Unclear reporting lines and workplace assignments
Poor handoff from people data to Payroll and other systems
Where teams apply this module
Employee master-data administration
Org chart and reporting structure control
Contract lifecycle and expiry monitoring
Onboarding and offboarding governance
Training assignment and completion tracking
Compliance-ready people record operations
Connected records across modules
Payroll consumes employee and contract setup data for payroll cycles
Time & Attendance provides time-based operational inputs for payroll and review
Asset Management uses employee assignment data for custody accountability
Data Exporter supports HR audit packs and migration extracts
Smart Mentions supports task follow-up across onboarding/offboarding workflows
Projects can reference employee assignment and manager relationships
Built-in Reports & Analytics
People Records dashboard
Overdue and expiring contracts
Staff ratio by department
Staff ratio by jobs
Human movement by month
Current personnel, new staff, and quit work trends
Onboarding completion exceptions
Training status and overdue training visibility
Compliance & Implementation Resources
Practical guides to help you rollout and validate workflows.
FAQ
Can we keep all employee records in one place?
Yes. People Records centralizes employee profiles, organizational placement, contracts, checklists, training, and related records.
Can we map departments, managers, and org structure?
Yes. Org chart, department/unit structure, parent units, and direct manager relationships are part of core People Records controls.
Can we manage onboarding and offboarding checklists?
Yes. Onboarding template and layoff checklist workflows support owner assignment, progress tracking, and completion control.
Can we store contracts and signed documents?
Yes. Contract records include contract type/code, status, signing information, attachments, and expiry monitoring.
Can we track training history and completion?
Yes. Training libraries and programs support assignment, scheduling, results, scores, and completion status by employee.
Can we maintain dependants and related employee information?
Yes. Dependants, relationship details, and effective or expiration fields can be maintained where used by your policy.
How should this module differ from Payroll?
People Records controls employee master data and lifecycle administration, while Payroll controls salary-cycle calculation, deductions, and payslip release.
How should this module differ from Time & Attendance?
Time & Attendance handles time-based operational inputs; People Records remains the system of record for employee and contract master data.
Can this module support audits and HR data cleanup?
Yes. Standardized profiles, contract status views, checklist trails, and report outputs improve audit readiness and cleanup execution.
Who should own data quality in People Records?
HR Admin and People Operations should own data standards, while HR Officers and managers maintain assigned records under governance.
Plans that include this module
Confirm commercial fit before rollout planning.
Business Plan
Enterprise Plan
Ready to evaluate People Records with your team?
We will map this module to your current process, owners, controls, and rollout timeline.
User guide
How to use People Records
Setup checklist, key workflows, reports, and troubleshooting.
Talk to our solution team
Tell us what you need and we will reply with a rollout plan and recommended modules.
Fields marked with * are required.
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