HR Records
HR Records
Beyond the basics, each employee profile holds the records HR teams rely on — pay history, certifications, work authorization, assets, and more. This page documents each record type, its fields, and who can edit it.
Compensation history
Tracks an employee's pay over time. Admin / exec only.
| Field | Notes |
|---|---|
| Effective date | When this compensation takes effect |
| Pay type | Salary or Hourly |
| Pay rate | The amount |
| Currency | |
| Pay schedule | Weekly, Biweekly, Semimonthly, or Monthly |
| Overtime status | Exempt or Non-exempt |
| Change reason | Why the change was made |
| Comment | Free text |
Bonuses
One-off awards. Admin / exec only.
| Field | Notes |
|---|---|
| Date | |
| Amount | |
| Currency | |
| Reason | |
| Comment |
Job history & employment-status history
Audit trail of role, department, status, and similar employment changes. Admin / exec only. Each entry records the effective date, the fields that changed, and a reason.
Certifications
Professional credentials. Editable by the employee themselves or admin / exec.
| Field | Notes |
|---|---|
| Name | |
| Issuing body | |
| Credential ID | |
| Issued date | |
| Expiry date | |
| Status | Active / Expired / Revoked — auto-flips to Expired when past the expiry date |
Org-level certification types are configurable so common credentials can be picked from a list.
Visas / work authorization
Editable by self or admin / exec (subject to the profile edit gate).
| Field | Notes |
|---|---|
| Visa type | |
| Issuing country | |
| Issued date | |
| Expiry date | |
| Status | |
| Note |
Education & languages
Education
| Field | Notes |
|---|---|
| Institution | |
| Degree | |
| Major | |
| GPA | |
| Start / end date |
Languages
| Field | Notes |
|---|---|
| Language | |
| Reading/writing proficiency | |
| Speaking proficiency |
Education and languages are part of an employee's self-service editable areas.
Assets
Company property assigned to the employee. Add/edit is admin / exec.
| Field | Notes |
|---|---|
| Description | |
| Serial number | |
| Category | |
| Date assigned | |
| Date returned | |
| Status | Available / Assigned / Retired / Lost |
| Notes |
Emergency contact
A single emergency contact per employee.
| Field | Notes |
|---|---|
| Name | |
| Relationship | |
| Primary phone | |
| Secondary phone | |
| Address |
Dependents
Employee notes
Private notes authored by admins or department heads about an employee.
| Field | Notes |
|---|---|
| Content | Encrypted at rest |
| Visible-to-roles | Multi-select controlling who can read the note |
An employee can see notes that have been shared with the Employee marker; other notes remain hidden from them.
Custom fields & tabs
Admins can extend profiles with their own structure.
- Custom tabs — build additional profile tabs, each gated by visible-to-roles.
- Custom fields — types include short answer, long answer, checkbox, employee list, single-select list, multi-select list, currency, date, number, percentage, state, and phone.
- Custom tables — general or historical layouts for repeating data.
Org chart, teams & Data Drive
- Reporting line is the user's manager; their Direct Reports appear on the Job tab. Departments have a designated head. Division is a free-text field above department.
- Teams exist in the data model, but there is no dedicated team-management page yet.
- Data Drive — each employee has a personal Data Drive for filing documents and receipts, accessible to admin / exec / department head.
Troubleshooting & notes
- I need more than one emergency contact. Only one is supported per employee.
- Where are dependents / benefits? The Benefits tab is disabled in the app; dependents are API-only.
- A certification still shows Active after its expiry date. It flips to Expired automatically once past the date — give it a moment, or refresh.
- An employee can't edit their compensation. Compensation, job/employment fields, and leave allowance are admin/exec only; employees can self-edit personal info, certifications, education, languages, and visas.