Contracts, qualifications, leave, appraisals and the documents you are required to hold, kept against the person rather than in whichever folder somebody filed them in.
Book a demoAn inspector asks for evidence that every teacher's clearance is current. The answer is in a filing cabinet, a shared drive and one person's memory, and assembling it takes two days.
Meanwhile leave is tracked on a wall planner that disagrees with the payroll deduction, and nobody can say how many days a teacher has left without counting.
When the personnel file is the record, both questions are a filter rather than a search.
Grouped by the job it does rather than listed as one long set of features.
Personal details, qualifications, contract terms and role history in one file that follows the person.
Clearances, certificates and right-to-work evidence held against the individual, with expiry visible before it lapses.
Requests, approvals and balances that agree with what payroll deducts, because they are the same record.
Review cycles with objectives and outcomes recorded, so a conversation next year can refer to the last one.
Courses attended and certifications earned, which is what inspection asks for and nobody can ever find.
Who reports to whom, across departments and campuses, so approvals route correctly.
Applicants through to staff members without re-entering the details you already collected.
A structured exit that ends access, closes the payroll position and keeps the record for as long as you must.
Headcount, turnover, leave taken and qualification coverage by department or campus.
The clearance that expired quietly. Nobody notices until an inspection asks. A document with no expiry date attached is a document you have to check by hand every year.
The leave balance nobody agrees on. The wall planner, the teacher's own count and the payroll deduction give three answers, and the argument happens in front of a class.
The teacher who works at two campuses. One person, two timetables, one salary. Systems that assume one member of staff belongs to one site force a duplicate record.
The appraisal that references last year. Objectives set twelve months ago are in a document somebody has to find first, so the review starts from scratch instead of from progress.
These are the cases worth testing in a demo. Bring the messiest one you have.
The same records, presented differently depending on the job.
Maintains records, tracks compliance, approves leave and runs the workforce reports.
See and update their own details, request leave, view their own payslip and training history. Nothing about colleagues.
Approve leave for their own team and see their own department, not the whole institution.
Identity documents, bank details and salary can be withheld from roles that have no reason to see them.
Staff attendance and approved leave feed payroll from the same record, so the monthly deduction agrees with the register without anybody reconciling two sheets.
The reporting structure decides who approves what. Timetabling reads staff availability. Examination invigilation draws on the same list. A leaver loses access everywhere at once rather than in whichever systems somebody remembers.
That is the difference between an HR folder and HR as part of the institution.
The parts of the institution this touches most.
The documents you are required to hold and the ones you struggle to produce on request. That is the useful thing to test.
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