A person's HR record

Read somebody's HR record

1. Open the person from HR's People, or press HR record on their People page.
2. Read the reminders above the tabs: anything due or lapsed, and what to do.
3. Press Employment for their engagement, position, who they report to, hire date, probation, notice period and work pattern.
4. Press Documents & checks, Time & leave or History for the rest.
5. Press Joining & leaving, Letters & requests or Reviews & goals where they show.

Then: Each tab is in the address, so a link, a reload or Back lands on the same tab.

Rather not? Employment is changed on their People page: press Edit in People.

Who: Their manager, whoever holds the position their seat reports to, reads employment, documents and checks, time and leave, their reviews and the probation rounds that ask them; never pay, personal details, emergency contacts or a sensitive field. The person reads all of their own, without the HR unlock, and here changes their emergency contacts, asks HR for a letter, and adds goals and checks in on them.

Daniel holds the Riverside lead position, and Sokha's seat reports to it. Daniel opens Sokha's record and reads Employment, Documents & checks and Time & leave; the Pay tab says pay is restricted, and Emergency contacts says they are open to HR and to Sokha.

Open, or change, their pay and private details

1. Press Pay (restricted) or Emergency contacts.
2. Type your six-digit PIN in Your HR PIN, or tap it on the pad.
3. Or, to give your password, press Use my password instead.
4. Type your password in Your password.
5. Press Open.
6. To change pay, press Change it, or Record pay where none is recorded.
7. Change what needs changing.
8. Press Save.

Then: The unlock is yours, not this record's: for 10 minutes it opens pay, emergency contacts and sensitive fields on every record you may read, on every HR page and People page. It is renewed while you keep working on a person's HR record, never for more than 8 hours from your PIN or password, and the bar above the tabs says how many minutes are left. Every opening of a pay record is recorded against your name. Saved pay says “Saved, and recorded against your name.” Where your organization pays through Pay runs, a raise past the Owner's limit waits for a second person's yes, and a new bank account waits for a call-back.

Rather not? Press Lock now to close it at once. In Emergency contacts, Add a contact, Edit and Remove change them, and the person is told.

Who: Pay is read by whoever holds Read pay over the person and changed by whoever holds Set pay: the HR administrator, the Owner and Admins. A manager never reads it.

Grace, the HR administrator, presses Pay (restricted) on a new volunteer's record, opens it with their PIN, presses Record pay, adds the bank details, and saves. Within ten minutes of Grace leaving the page alone, it locks again by itself.

Fill in your organization's own fields

1. Press Employment.
2. If a field reads Sensitive · locked, open the HR unlock first from Emergency contacts.
3. Press Edit under Custom fields.
4. Fill in each field: text, a number, a date, a choice, or yes or no.
5. Press Save.

Then: The page says Saved, and History lists the save under Custom field changes, with your name and the fields saved.

Rather not? Press Cancel to leave them as they were.

Who: HR over the person fills them in. The fields themselves are set up in HR's Custom fields.

Record a check or a document

1. Press Documents & checks.
2. Press Record a check.
3. Choose What it was.
4. Choose its Outcome.
5. Give the day under Carried out on.
6. Give Valid until where it lapses.
7. Type the certificate or disclosure number in Reference.
8. Press Record it.

Then: The page says Recorded, and your name is kept as whoever recorded it. Its Valid until date is what the reminders, HR's home and the daily notices read, and a newer check of the same kind takes the place of the old one.

Rather not? For a paper such as a passport or a permit, press Add a document, choose The file, say What it is, give it a name under Called, give the day it Expires, and press Add it.

Who: Recorded by whoever holds Record checks over the person: the Owner and Admins, a Safeguarding lead, who holds it by default, or a seat given it. The HR administrator role does not hold it unless it is given. A Safeguarding lead cannot open the HR record, so records checks on the person's People page.

Tomas, the Owner, receives a reference for a new volunteer at Hillcrest. Tomas presses Record a check, chooses Reference and Clear, gives the day it was carried out, and leaves Valid until blank, because a reference does not lapse.

Start a joining or leaving checklist by hand

1. Press Joining & leaving.
2. Under Start a checklist, choose Joining or Leaving.
3. Under From, choose a checklist, or leave the one that fits them.
4. Press Start.

Then: The checklist opens. Each task's owner is told the tasks that are theirs; you are not, having started it. If one was already started for this period of service, that one opens instead.

Who: HR where they sit starts it. A joining checklist usually starts by itself when their period of service is recorded, from the checklist that fits them.