Keep a staff file for everyone
Employment details, contacts, documents, and every tab on a person's file.
What this is for
Everything about one person lives in one file: when they started, what they're employed as, who to call in an emergency, their contract and position description, and tabs for their licences, policies, leave and inductions. When someone leaves, their file moves to Left and is kept.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Staff files list
- On staff · Starting soon · Leaving · Left
- How many people are on staff and how many have something to sort, who starts soon, who has a last day coming, and whose files are kept after leaving.
- On staff · Left tabs
- Switch between current people and people who have left.
- Each person
- Name, position, employment type and start date, with red or amber flags for expired licences and policies to sign, and a status: On staff, Starts, Leaving or Left.
Top of a person's file
- Name, position and status
- With Started, With the shop and, for HR people, Emergency contact with a tap-to-call number.
- Details · Licences & tickets · Policies · Health · Conduct · Leave · Inductions
- The tabs your shop has. Health is HR only; the person never sees their own. Conduct shows the person only what was formally issued to them.
The Details tab
- Employment
- Start date, Employed as (Full-time, Part-time, Casual, Apprentice, Contractor), Position and date of birth. HR people change it; End employment is for someone who has already left.
- Contact details
- Phone, address and emergency contact. The person can keep their own up to date.
- HR notes
- Private notes only HR people see.
- Documents · Add a document · New version
- Contracts, position descriptions and anything else, with every version kept. They can open it from their own file switches each one on or off for the person.
Before you start
- Your shop has the HR add-on. Staff see only their own file; HR people see everyone's.
Step by step
- 1
Open HR & Safety → Staff files. Everyone with a Sign OS login has a file; add people under Settings → Team → Users & permissions.
- 2
Open a person and fill in Employment on the Details tab: start date, employed as, position. Press Save employment details.
- 3
Add their emergency contact under Contact details, or ask them to fill it in on their own file.
- 4
Press Add a document for their contract or position description. Leave 'They can open it from their own file' on if they should see it.
- 5
Use the other tabs for their licences, policies, leave and inductions. Health and conduct records are covered in their own article.
Tips & gotchas
- Nothing on a file is ever deleted. Removing a document takes it off the file but keeps it under Taken off the file.
- For someone leaving later, or to switch off their login, start a leaving checklist rather than using End employment.
- Only HR people see why someone left.