Employee Records
HR Partner makes record keeping a breeze. Finally, everything is in one secure place.
All Your Employee Records in One, Secure Place
One employee directory, that your team can access from wherever they’re working.
Core Employee Records
Store all the employee information you need to stay on top of your HR.
- Almost unlimited contact information
- Emergency contact information
- Position and salary history
- History of absences & time off
- Track company assets on loan to employees
- Benefits and plans allocated to employees
- Dependents
- Prior education
- File attachments (contracts, certificates, etc)
- Grievances & complaints
- Interviews / discussions
- Performance reviews
- Renewable documents (eg passports, licences, etc)
- Skills matrix
- Training history
- Free form notes
Employee Leave & Absence Records
Get the complete view of each employee’s time off
- See a complete history of each employee’s leave
- Access leave balances quickly
- A visual "heatmap" shows their time off by day of the week
- Use the calendar view for another way to analyze your employees’ time off
Employee Positions & Salaries
Track your employees as they progress over time
- Control who has access to sensitive remuneration data
- Upload contracts or position descriptions alongside these records
- No need to go hunting for documents
Ready to try HR Partner?
SPECIAL OFFER: Start now to get 50% off for 6 months!
But there are still more employee records features…
Employee Performance Reviews
Use HR Partner as the platform to plan and track employee performance reviews
- Plan performance reviews ahead of time with reminders for managers
- Keep a summary of the review in the record
- Upload the actual performance review to keep on file
- Control who can access performance reviews and other sensitive data
Internal Employee Notes
Keep track of all the informal discussions and notes for each employee.
- Include as many file attachments as you like
- Set reminders so that nothing gets forgotten
- Choose which users get access to which information
Assets on Loan to Employees
Use HR Partner to keep track of any assets you loan your employees.
- Track assets on loan such as phones, computers, uniforms, security cards, special equipment and more
- Easily transfer assets to other employees
- Set reminders if they need to be updated or retrieved at a certain date
Employee Benefits & Plans
Record any benefits your employees receive so that everything is in one place.
- Benefits can include health care, insurance plans, vehicle allowances, stock bonus schemes, study allowances, technology spend allowances, or anything else your organization offers
- Record the value of benefits employees receive
- Set reminders to ensure benefits stay active
Customizable for your Organisation
HR Partner can be setup to suit your particular requirements…
Use custom fields to record additional specific information (text, dates, check boxes, etc).
You can also turn specific modules on and off – and control the permissions that your team has to view certain information.
HR Partner includes even more modules - in fact, too many to show them all here.
The best way to see them is to explore HR Partner for yourself with a free trial!
Start Now: Special Offer
START A FREE TRIAL IN TO GET 50% OFF FOR 6 MONTHS
OR
Employee Records FAQs
Employee records are documents and data that track each employee’s work history, personal details, and employment-related information. They’re essential for legal compliance, performance tracking, and day-to-day HR management.
HR Partner lets you store a wide range of employee information from contact details, contracts, and salary history to performance reviews, leave records, company assets, emergency contacts, and more.
Yes. HR Partner is fully GDPR compliant and uses secure infrastructure with daily backups. Access can be restricted based on roles or departments to keep sensitive data protected.
Yes. HR Partner includes a self-service portal where employees can update their personal details, view documents, and track leave, reducing manual admin work for HR teams.
Absolutely. You can upload documents like contracts or certifications and set automated reminders for expiry dates, reviews, or other time-sensitive events.
Yes. HR Partner makes it easy to log items like laptops, phones, uniforms, or tools, and track which employee has what and when it’s due back.
Most regulations require employee records to be kept for at least 6–7 years after the employee leaves. HR Partner helps you stay on top of this with easy access and retention.
Yes. HR Partner includes flexible reporting tools so you can easily pull data on employee demographics, leave, salary changes, performance, and more.
It does. HR Partner integrates with platforms like Xero, making it easy to sync leave balances and reduce duplicate data entry across systems.
Yes. You can tailor record fields to your business needs and control who can view or edit data with granular user permissions.