Employee records
The employee directory brings people's records together in one place. Use it to find a person, check their employment details, and add new employees when you have the appropriate access.
Access needed
Access depends on your assigned permissions and workflow scope.
- Open employee records
employees.readPersonal information, compensation and history have additional requirements below.
Role and permission labels
Typical responsibility: HR or authorized reader. Role names alone do not grant access.
- Read employee records
- Create, update or change employment status
Creation, updating and status management are separate permissions: employees.create, employees.update and employees.status.manage. See each task guide for its exact requirements.
Role and permission labels
Typical responsibility: HR record administrator. Role names alone do not grant access.
Demo screenshots may show broader access than your account.
Before you start
- Check that you are in the correct workspace.
- Prepare your departments and positions before assigning them to employees.
- Confirm which employee information your account can view or change. Access to the directory does not automatically include personal details, pay information, or editing.
Choose where to start
Edit employee details
Update personal, contact, identification, and employment information.
Employment status and probation
Review employment changes, endings, and probation decisions.
Employee change requests
Request personal-information changes and review submitted requests.
Keep these records distinct
| Item | Purpose |
|---|---|
| Employee record | Holds a person's personal and employment information. |
| User account | Lets someone sign in to the workspace. |
| Position | Describes the job someone holds. |
| Access-control role | Determines what a user can see and do. |
Adding an employee does not itself create sign-in credentials or grant a role. Coordinate account access with your workspace administrator. Selecting a manager describes a reporting relationship; it does not grant administrative access.
A sensible starting order
- Check for an existing record
Search the directory or look up the exact employee number before adding someone. This helps you avoid duplicate records.
- Prepare accurate details
Confirm the person's name, birth date, gender, email, hire date, and unique employee number. Gather department, position, and manager details when known.
- Add and review the employee
Follow Add an employee. Review the saved record and verify its employment details before continuing with other onboarding work.
When information is unavailable
Some personal information is restricted separately from general employee information. A hidden birth date, photo, or payment detail does not necessarily mean it has never been recorded. Ask your administrator to check access before entering replacement values.
Attendance, leave, compensation, documents, and other profile areas have their own access requirements and workflows. This first set of employee guides covers directory navigation, individual creation, record updates, and import. Employment lifecycle actions will be covered separately.