Employee file: personal data, role and documents together

What the file contains

The file gathers personal data, contact details, assigned role, position, work sites and hire date. From here you can also quickly reach contracts, documents and the change history.

• Personal data and contact details
• Role, level and position
• Assigned sites and departments
• Hire date and status (active, suspended, terminated)

Creating a new file

You can create a file manually or from an accepted invitation: in that case basic data is already pre-filled and only the contract details remain to be completed.

Keeping it current

Every change in role, site or position must be recorded immediately: the file feeds shift scheduling and labour cost reports, so outdated data produces wrong shifts or calculations.

Ending an employment relationship

When a relationship ends, deactivate the person instead of deleting them: shift, clocking and document history is kept for possible checks, but they lose app access.

Cosa trovi in questa guida

• employee file
• personal data
• role and position
• assigned sites
• history
• data privacy

Passaggi

1. Open People and HR and select "New person" or an existing file
2. Fill in or check personal data and contact details
3. Assign role, level and position
4. Assign one or more work sites
5. Attach the required documents (fitness, training)
6. Save and check the person appears in shift scheduling

Problemi frequenti

• The person does not appear in shifts → site not assigned → add the correct site to the file
• Labour cost looks wrong → position or level not updated → fix the field and recalculate the report
• The person sees departments that are not theirs → role permissions too broad → review the role or personal exceptions

Domande frequenti

Guide collegate

• Employment contracts: create, amend and keep history
• Plan the shifts
• Invite people and set permissions