Identity and payroll ID
Personal details and payroll number, carried into every report.
Employee records
Employee records kept up to date from hiring to exit
One record per employee, and around it everything that matters: role and site, manager, contracts, joining formalities, leaving steps and a dated history of every change.
The record
What an employee record holds
Role and reporting line
Company, site, department, job title and line manager.
Status and category
Active or left, permanent or temporary, with hiring and exit dates.
Excel import
A whole workforce loaded from one file instead of typed record by record.
Onboarding
No hiring formality forgotten
Every new starter gets a checklist in four groups: administrative file, hiring formalities, equipment and access, then integration. Steps are ticked off as they happen, and the end of the probation period is dated in the same place.
- Some steps only appear when they apply: is equipment being handed over? does an account need creating?
- Each checklist's progress shows as a percentage in the employee list
- The list filters on checklists not started, in progress or complete
- Notes and the name of the last person to update the checklist are kept
Offboarding
A prepared exit, from notice to final papers
Leaving follows the same logic in three groups: termination and notice, returns and access removal, then final pay and end-of-contract documents. What was handed over on arrival comes back on the list when the person leaves.
The exit itself carries a date and a reason picked from twelve: resignation, end of fixed-term contract, end of internship or assignment, termination during probation, negotiated departure, retirement, dismissal (gross misconduct, economic or other), job abandonment, death or other, with a field for details. These reasons feed the turnover view in the HR dashboard.
History
The employee's career on a dated timeline
When a record changes, EASY-RH keeps track of it: old value, new value, effective date and author. The timeline lists the changes that matter, newest first:
| Category | What is tracked |
|---|---|
| Role and assignment | Job title, department, site, company, line manager |
| Pay | Monthly or hourly salary, payroll number |
| Contract and status | Contracts from the Contracts module, category, status, hiring and exit dates, exit reason |
| Other | Any other change noted by hand, with its date |
Lines recorded automatically cannot be rewritten: only their effective date or note can be corrected. Lines added by hand stay editable.
Frequently asked questions
Can we import our current employees?
Yes, from an Excel file. Contracts can also be loaded in one go from a file.
Who can see employee records?
Managers see employees on the sites opened to them. An employee only sees their own information, in their self-service space.
Can we find an employee's previous role or salary?
Yes: the history keeps every change of role, site, pay or status, with its effective date.
Are onboarding and offboarding checklists mandatory?
No. They are a tracking aid you switch on if you wish; they never block a hire or an exit.
Related pages
Employment contracts
Types, dates, signed copies and end dates.
HR dashboard
Headcount, turnover, contracts and today's attendance.
Equipment and vehicles
Assigned equipment, returns and vehicle fleet.
Complete employee files at last
We show you an employee record, an onboarding checklist and a career history, with fictitious data close to yours.