HR keeps one record per person, however many jobs they hold.
- A person has their legal name, the name they are known by, and their work contact details.
- An employment is a contract with one legal employer. It has a start date, an employee reference, a department, location, manager and leave policy. Someone who leaves and comes back gets a new employment; the old one stays on record.
- A role (an assignment) is a job within an employment. A person can hold several at once, each with its own manager and deputy, contracted hours, working pattern, location, cost centre and pay agreement.
In the sandbox, Alex Morgan drives a collection vehicle for one manager and delivers safety training for another, in one employment.
Changes are dated
Changes to a role's terms or pay take effect from a date, today or later. What came before stays on record and shows under History. A change for a later date can be withdrawn until it begins. Only a pay change can start in the past, and only through a proposal: see Change a role's terms or pay.
What is restricted
Home address, home phone, personal email and HR notes are restricted. Only HR administrators and the HR lead see them, and they are never sent to another applet.
Who sees what
- The People directory shows work details only: nothing restricted, no pay and no absence. Search it by name or work email, and filter by Status, Department and Location.
- A line manager opens the records of the people whose roles they manage, and of those whose reviews they hold.
- HR administrators, the HR lead and auditors open everyone's.
- Pay agreements show to HR administrators, the HR lead and auditors on a person's page. They never show on My record.
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