Staff Hub - Personnel Information

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 5 tabs that you can add information to (outlined below)

CONTACT INFORMATION

• Email
• Telephone (work)
• Telephone (mobile)

ADDRESS

• Address Line 1
• Address Line 2
• Town
• County/State
• Postal/Zip Code
• Country

EMPLOYMENT & COMPENSATION

This area is broken up into 3 sub sections, allowing you to capture important historical or prospective changes in the staff members employment journey, for example promotions and / or compensation i.e. Salary changes. 

• Employment Details
  • Employment Start Date*
  • Employment End Date*
• Employment History - Click Add to insert a new employment history line, or Edit to amend any existing details
  • Effective Date - When did this passage of employment start
  • Employment Type
    • Agency
    • Freelance, Consultant, Contractor
    • Full Time
    • Part Time
    • Zero Hours
  • Job Title
  • Reports To - Who do they report to within the business/department
  • Team/Division - Which part/area of the business to they work in i.e. Department / Cost Center
  • Job Role
• Compensation History
  • Effective Date - When does this Compensation take effect from
  • Pay Rate - This can be entered in GBP, USD or Euros on a per Hour, Day, Week, Month or Year basis
  • Pay Type
    • Bonus
    • Cash in Hand
    • Commission
    • None
    • Salary
  • Pay Schedule
    • Annual 
    • Monthly
    • Bi-Weekly
    • None
    • Weekly
  • Contractual Hours - Enter the number of hours they are expected to work for this compensation, per Hour, Day, Week, Month or Year
  • Change Reason - Enter the reason why this new information is entered i.e. Job Change/Promotion

DIVERSITY & 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

• Health information 

RECORDS

If you have been given the appropriate level of access, you will also be able to view and action any Records within the staff personnel record.

DOCUMENTS

 If you have been given the appropriate level of access, you will also be able to view, action and amend any Documents currently applied to this staff member specifically - note that Company level, or Department level documents will not be visible here.

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.

Any Documents or Records will not be deleted as part of deleting a staff member's personnel record. These will need to be deleted from the respective Records / Documents areas.