Employee Records Software

Your records, your way

Use custom fields and sections to organise employee details. Find colleagues in a searchable directory, with company, department and reporting information alongside their records.

An employee record gives your team a consistent place to find a person’s details and the HR information linked to them. Custom sections let you group related information, while text, date and selection fields help you capture it in a useful format. Labels and hints explain what belongs in each field.

For example, you could create an equipment section with fields for a laptop asset number, issue date and equipment type. A selection list keeps equipment categories consistent, and required fields help avoid missing details. Company, department and reporting information provides the organisational context around each person.

Self-service gives employees a direct way to check their own information and take part in keeping it up to date. Through My Profile, they can use the actions your organisation makes available, such as starting a leave request or proposing an update to their details. HR can decide where direct editing is appropriate and where a review is needed.

For example, when someone moves house, you could let them propose a new address for approval instead of emailing the change to HR. Other fields could allow direct updates or remain view-only. That means employees can handle routine updates while your chosen review process stays in place.

Control who sees what

Choose what employees, managers and HR teams can view or change. Configure access to personal, team and organisation records, with review steps for proposed updates.

Access settings answer two separate questions: whose information can someone access, and what can they do with it? HR Planner distinguishes between personal, team and organisation-wide records, with separate rights to read information, propose changes or edit it. You can use these controls to reflect the responsibilities of employees, managers and HR administrators.

For example, you could let an employee view their own details, give a manager access to relevant team records and allow HR to maintain records across the organisation. Where a change needs checking, proposal rights provide a review step. The result is a practical way to delegate everyday HR work with defined boundaries.