People records

The Peoplemodule keeps the HR record of each employee: who they are to the company (code, hire date, status, contract, line manager), their protected personal details, their KPI review sheets, and the spreadsheets your accountant needs for labour and tax filings. It is a company module — if you can't see People in the menu, ask an Admin whether it is switched on under Settings → Modules.

Who can do what

• HR (Admins) — create and edit every record, open and edit personal data, decide change requests, print and save review sheets, build filing packs.
• Managers— view the records of the people they manage and print their review sheets. They can't edit records, open personal data or build filing packs.
• Members — see only their own page, My record: their employment record, their own personal data, their review sheets, and a form to ask HR for a change.

The employee record

Open People → Records. The table lists code, name, titles, teams, manager, status and hire date; search by name or code, or filter by status. Below it, Users without a record lists people who can sign in but have no HR record yet — choose Create record next to a name.

1. Fill in the hire date, the status (Probation, Official, Apprentice or Left), the contract type and dates, and the line manager. The line manager is who approves that person's leave.
2. Leave Employee codeblank to number it from the company format (set under Settings → General), or type your own. A code can't be used twice.
3. Choose Create record or Save changes. The History tab shows who changed what and when.

Personal data (encrypted)

On a person's record, the Personal datatab holds identity (national ID, date of birth), tax code and social-insurance number, contact and emergency contact, bank accounts, and dependants. It is encrypted in your browser before it is saved, so the server can't read it.

• You need to unlock the payroll key(the same step as for payroll) before the tab opens: “Unlock the payroll key to open this record.” Without a payroll key grant you will see “You need a payroll key grant to open personnel records” — ask an Admin who holds the key to grant it.
• Editing needs the permission to manage records; viewing needs the permission to read them. Both also need the key.
• Saving makes two encrypted copies: one for the company and one the employee can read on My record. If the employee hasn't set up their personal key yet, you see “the member copy will be created when they enrol” — nothing is lost, the copy is added later.
• “This record can't be opened with the payroll key in this browser” means the key you unlocked does not match the one the record was sealed with. Reload, unlock again, and ask an Admin if it persists.

Change requests from members

A member who spots a mistake opens My record, types what should change under Change requests and chooses Send to HR. They are warned not to type ID, tax, insurance or bank numbers (such text is refused) — HR will ask for those through a secure channel. Only one request can wait at a time.

HR finds the request in Approvals (see the Approvals inbox article). Approving marks it resolved and rejecting marks it declined; the optional note is shown to the member. Neither changes the record by itself — make the edit on the record, then decide the request.

Review sheets

A review sheet is a one-page KPI evaluation for one person and one cycle: the scores, the grade, the breakdown, and the manager's assessment, with signature boxes for employee, manager and HR. It never shows bonus or pay.

• HR and managers: on a record, open Review sheets, find the cycle and choose Print (choose Save as PDF in the print dialog to keep a file). HR can also choose Save DOCX to records, which stores a Word copy in the document store; saved copies are listed under Saved review sheets.
• Members: print their own from My record → My review sheets. Only cycles with a result are listed, and what a member sees follows the company's KPI visibility setting.
• If a cycle shows “no result yet”, nothing has been calculated for that person in it.

Filing data packs

People → Filing data builds four spreadsheets for your accountant, entirely in your browser: Labour changes (hires and leavers of a month), PIT finalisation data and PIT withholding data (per year, from issued payslips) and the Dependants list. They are working data, not official forms — the app files nothing for you.

1. Unlock the payroll key (identities and figures are opened only in this browser).
2. Pick the year (and month for labour changes).
3. Choose Build & download beside the pack. Each file starts with a README sheet saying when it was generated and from which periods.

You need the export permission (Admins) and the payroll key grant. The PIT packs also need the Payroll module.