Employee Record Page

The Employee Record page is the central hub for managing an employee’s information within WorkSmarter.

It brings together job details, employment terms, compliance records, payroll information and emergency contacts into one secure digital HR file.

Access to this page is permission-based, ensuring employee data remains secure and visible only to authorised users.

Responsibilities

The Responsibilities tab defines the employee’s role within WorkSmarter.

• Role

• Job Title

• Departments (as a staff member and/or manager)

Health & Safety Roles

You can assign specific responsibilities such as:

• Key Holder

• First Aider

• Fire Marshal

• Health & Safety Marshal

• Mental Health First Aider

• Driver

These roles link to wider platform features such as absence coverage alerts and asset tracking.

Employment Terms

The Employment Terms tab stores key contractual and employment information – Example fields below.

• Employment Dates

• Employment Start Date

• Employment End Date (if applicable)

• Probation Review Date

• Contract Date

• Probation dates can trigger reminders to ensure reviews are not missed.

• Employment Details

• Employment Type (e.g. full-time, part-time, contractor)

• Source of Recruitment

• Reports To

• Grievance Contact

• Contracted Hours

• Sickness Entitlement

• Terms of Employment

• Workplace Terms

• Working Hours Terms

• Overtime Terms

• These fields allow you to digitally record specific employment conditions in one structured location.

• Background Checks

• The Background Checks tab supports compliance and right-to-work documentation.

• Passport & Right to Work

• Passport Number

• Passport Expiry Date

• Nationality

• Place of Birth

• Visa Expiration Date (if applicable)

• DBS Check

• DBS Number

• DBS Valid From

• DBS Valid Until

This ensures important compliance documentation is stored securely and accessible for audit purposes.

Payroll

The Payroll tab stores payroll-related information securely.

• Payroll Details

• Payroll Number / Employee Number

• National Insurance Number

• Salary

• Salary / Pay

• Pay Frequency

• Pay Band

• Salary Currency

• Scheduled Salary Updates

Managers can schedule future salary changes, which automatically update on the effective date.

• Bank Account

• Bank Name

• Name on Account

• Bank Account Number

• Sort Code

Access to payroll information is strictly controlled by permissions to protect sensitive financial data.

Emergency Contacts

• The Emergency Contacts tab stores next-of-kin information.

• Next of Kin

• Title

• First Name

• Last Name

• Email Address

• Phone Number

• Relationship

• Additional Emergency Contact

This information ensures the correct contact can be reached quickly if needed.

Security & Permissions

• WorkSmarter uses role-based permissions to protect employee data.

• Only authorised users can access the Employee Record page

• Sensitive tabs (such as Payroll and Background Checks) can be restricted

• Managers only see records relevant to their departments

• Employees cannot view confidential HR-only information

• If a user does not have permission, the information will not be visible to them.

This ensures GDPR compliance and protects sensitive personal data.

Employee Self-Service

If Employee Self-Service permissions are enabled, employees can update certain personal details directly within their record.

This typically includes:

• Home address

• Personal contact details

• Next of kin information

When updates are made:

• Changes are recorded in real time

• Relevant HR users are notified

• Records are automatically updated

Employees cannot amend protected employment, payroll or compliance information.

Why This Matters

The Employee Record page forms the foundation of your digital HR file.

It supports:

• Compliance and audit readiness

• Accurate payroll processing

• Clear management structures

• Health & safety visibility

• Reliable reporting

With everything stored securely in one place, WorkSmarter helps you manage employee information confidently, accurately and efficiently.