Manufacturing
A health and safety audit
The auditor asks for training and medical records for a set of employees. The file is filtered and the requested documents export as a single package.
The employee file as a searchable record, not a folder
Contracts, diplomas, certificates, medical reports and identity documents live in one file. Documents about to expire remind you themselves, and anything an auditor asks for comes out in minutes.
What this runs on today
- Filing cabinets
- scattered scanned folders
- the personnel spreadsheet
Employee records
Why it is needed
What happens without this module
The three situations we run into most often. If one of them sounds familiar, we have something to talk about.
- 01
Nobody knows where the document is
Which copy of that contract is final — the folder, an email, someone’s desktop? Looking takes longer than the work itself.
- 02
Expiring documents slip past
Medical reports, driving licences, safety training and work permits have no calendar; an expired document surfaces during an inspection.
- 03
No access boundary
Anyone with access to the shared folder can open every personnel document, and nobody records who looked at what.
What it does
What the module covers
Every item is a real screen or flow in the product; we walk through them one by one in the demo.
One employee file
Identity, contact, education, contract, assets and health records sit on the same card and accumulate from hire to exit.
Validity tracking
Expiry dates are set for time-limited documents; an approaching deadline is flagged to both the employee and HR.
Role-based access
Which role may see which document is defined; every view and download is written to the audit log.
Compliant archive
Records past their retention period are flagged, and a full document listing for a data subject request comes off one screen.
Employee self-service
Address and contact updates and document uploads come from the employee; HR only approves them.
Joiner and leaver files
The documents required to start and to leave are defined as a list; the process does not close while any are missing.
How it works
The cycle in four steps
Once it is set up, every period runs in the same order, and most of the steps happen on their own.
- Step 01
The file opens
When hiring completes, the candidate card becomes an employee file — nothing is re-keyed.
- Step 02
Documents are collected
The required list reaches the employee; what they upload passes through HR approval.
- Step 03
Deadlines are watched
Expiring documents are flagged in advance and the replacement joins the same file.
- Step 04
It closes at exit
Asset returns, signatures and document checks run off the leaver list, then the file is archived.
Data flow
A link in the chain, not an island
The same data is entered once. What this module takes in and produces is below — you do no extra work to move data between modules.
Neyden beslenir
- Recruitment (ATS)Candidate data and offer terms
- Mobile signatureSigned contracts and consents
- TrainingCertificates and mandatory training records
Employee records
Takes the data in once and shares the same record with the other modules.
Neyi besler
- PayrollSalary, service and contract data
- Leave managementStart date and entitlement
- Org chartPosition and reporting line
In the field
How it is used, and under what constraints
Not promises with numbers, but real setups. Let us go into the one closest to yours in the demo.
- Logistics
Licence tracking
Driver licence and permit expiry dates are on record. A driver approaching renewal is seen in advance by both themselves and the fleet lead.
- Hospitality
The seasonal intake
A large number of people start at once. The required document list reaches everyone together, and whatever is still missing is tracked on one screen.
FAQ
Frequently asked about Employee records
Yes. Your scanned files and personnel lists are imported in bulk. Our support team runs the migration and you review the matching.
Let’s see the Employee records module with your own data
A demo is not a presentation: we build your scenario and run it on screen. You leave with a written proposal covering scope and timeline.