Personnel information allows you to maintain and update your employee's key information that can help ensure the effectiveness of the company workforce whilst also ensuring that important information is up to date at all times.
There are various permissions surrounding who can see this information, and for who, as well as who can update and maintain the Personnel Information held on the WhosOff account - see Staff Hub Settings for more information.
HOW TO CREATE A PERSONNEL RECORD
- Click on Staff Hub on the left hand menu
- Click on Personnel
- Using the search filters, located at the top of the screen, you can filter your staff list to find the relevant staff member(s) you need to administer.
- Once you've located the staff member you want to create a personnel record for, click on Add in line with their name (on the right hand side of the page).
- Within each staff members personnel record, there are 3 tabs that you can add information to (outlined below)
Not all fields within the personnel record are mandatory, only complete the information you would like to be stored on the staff members record.
CONTACT INFORMATION
Within the contact information tab, you can enter relevant information about the particular employee, this can range from their Name(s), Address, Telephone Number(s) etc.
Below is an idea of the information that can be stored.
STAFF MEMBER
- Known As
- Refer to as
- Previous Name
- Date of Birth
- Marital Status
- Spouse name
PROFILE PICTURE
Sometimes, if you are medium to large company, you might not see each employee all the time. So within each personnel record, you might want to upload a profile picture which puts "face to name" (of course this is not mandatory) - image files are restricted to .JPEG, .JPG and .PNG with a max file size limit of 500KB.
CONTACT INFORMATION
- Email
- Telephone (work)
- Telephone (mobile)
ADDRESS
- Address Line 1
- Address Line 2
- Town
- County/State
- Postal/Zip Code
- Country
EMPLOYMENT DETAILS
- Employment Type - Select the relevant employment type for this staff member
- Full Time
- Part Time
- Agency
- Freelance, Consultant, Contractor
- Zero Hours
- Job Role / Description
- Reports To
- National Identity Number
- Employment Start Date
- Employment End Date
DIVERSIRTY & MEDICAL
Within this section you can choose to enter information surrounding the employee's ethnic background, nationality, marital status and even their health information. None of this information is mandatory and does not have to be entered.
DIVERSITY & INCLUSION
- Gender Identity
- Nationality
- Disability
- Ethnicity
MEDICAL
DELETE RECORDS
There will be times when you need to remove the above entered information from WhosOff, whether the employee is leaving, or you no longer wish to capture this information on the system. Therefore by running this process you can delete the records added, just note that the following information is stored on the employee's WhosOff profile, which cannot be deleted via Staff Hub;
- Telephone (work)
- Telephone (mobile)
- Profile Picture
- Employment Start Date
- Employment End Date
Any information stored on the staff members' personnel record can be downloaded via the Personnel dashboard.