Employee Records allow admins and managers to create, track, and manage structured check-ins, supervisions, appraisals and other HR records for staff. This article explains how to set up templates, create records, and manage them over time.
Permissions
Access to Employee Records is controlled by user permissions. To check or update these, go to Manage Users and review the relevant permission settings for each user.
There are two levels of access:
View Employee Records – provides access to all staff employee records and to Employee Record Templates.
View Records – Direct Reports Only – provides access to employee records for staff where that user has been assigned as manager. This level does not include access to templates.
Setting up templates
Templates define the questions that appear on each type of record. They are standardised across all locations, so all supervisions or check-ins of the same type will use the same question set.
To access templates, go to the three-dot menu and select Employee Record Templates.
From here you can:
View all existing templates
Add or edit questions for each template
Mark questions as required
Delete questions that aren't relevant
Once you've made changes, click Save. Note that changes to templates only apply to new records created after the save — existing records are not affected.
Only users with full HR permissions can view and edit the templates page.
Available templates include: 1 to 1 supervision, Appraisal, Exit interview, Grievance record, 30/60/90 day probation, and Return to work.
Creating an employee record
Go to the Staff section and click on the relevant staff member's name.
Navigate to the Employee Record section on their profile.
Click Add an employee record and select the record type (e.g. 1 to 1 supervision).
Set the date and fill in the required fields — including supervisor name, next supervision date (if applicable), and a summary.
Click Save.
Once saved, if the record type supports it, the next scheduled record may be automatically created for future reference.
Managing records
Records can be marked as Open or Closed. You can close a record once it's been resolved (e.g. a grievance that has been concluded) and reopen it if needed.
You can also attach supporting documents to any record — for example, a sick note for a return to work form, or other evidence relevant to the check-in.
Viewing all records
Under Staff > Employee Records, you can see all records across your organisation, including:
Upcoming records
Overdue records (check-ins that haven't taken place yet)
Closed records
You can filter by location, record type, or search by name. Clicking a staff member's name takes you directly to their individual records page.
Coming soon
Future updates will include automated record creation triggered by key events, such as:
Termination flow
New joiner onboarding (probationary records)
Return to work after sick leave