Employee records

The employee record links a person to position, department, location, manager, pay grade and payroll calendar. It also carries employment type, status, country, entity, hire date and, where applicable, termination date. HR Business Partner maintains that core record so recruiting, onboarding, pay and performance can refer to the same employee.

The Employees page brings department distribution, one-employee detail and a live register together from a filtered employee population. Use the same population when discussing staffing with leaders. An employee marked on leave remains an employee; a terminated person’s history remains useful to authorized HR staff.

• Person and position. HR Business Partner links the employee to the right position, department and manager after the hire is confirmed.
• Dated changes. Employment history records Hire, Promotion, Transfer, manager change and other lifecycle events with an effective date.
• Dependent work. Payroll, leave, benefits and training reference the employee. Changes to core details need a deliberate review of those dependent records.

A position is a seat in the organization. Its job title, department, location and reporting position can be maintained independently of the person filling it. This distinction matters when one employee leaves and a new employee later fills the same seat.

Choose the identifier used when importing existing employees and decide how duplicate people are reviewed. Set the owner for position and department changes, especially when a transfer changes manager, location or pay grade. Agree the effective-date convention for hires, leaves and terminations. The employment history event should say what changed and who recorded it.

Limit sensitive salary, national identity and birth date access to people who need it. Payroll Admin sees employees for pay work, while Hiring Manager reads the recruiting pipeline. Access to one does not imply authority over the other. Test the employee page and any exports under each configured role before inviting the full team.

A candidate accepts an offer for an Operations position. HR Business Partner checks the employee identity, hire date, position, department and manager. The Hire event records the effective date. The Employees page then shows the person in the proper department distribution and employee detail.

Later the employee transfers to another department. HR Business Partner records a Transfer event with the prior and new position where applicable, then updates the current employee record. Payroll Admin checks whether the new location or calendar changes pay preparation. The earlier event remains available for the next reviewer.

• Employee Register — Current employees with their position, department, manager and employment status.
• Onboarding Task Queue — Assigned start work for Admin to coordinate alongside the employee handoff.

Read offer to onboarding for the hire boundary and time to payroll for dependent pay work.