Employee records

A stable person identity connects the employee’s service history, position assignments and documents. Rehire uses that established identity with a new employment episode, preserving the earlier departure and any break in service. Matching an email address alone cannot merge two people or restore an old account’s authority.

The authenticated user mapping establishes self-service access. An employee record is not itself a login, and a technical account marked active does not prove current employment. Current roles, entity scope and access grants are checked separately.

• Retain legal and preferred names for their appropriate purposes.
• Keep work contact details distinct from personal contact channels.
• Preserve current and original employment dates with their stated basis.
• Record rehire eligibility separately from employment and access status.

The employee profile reflects the approved employment episode and primary assignment at the current effective boundary. It identifies the employer, department, location, employment type, position and manager. Earlier arrangements remain available through their dated history.

An approved future hire stays pending until the applicable start conditions and actual commencement are confirmed. Future transfers or separations are scheduled changes, rather than immediate replacements of today’s profile. People on an approved leave of absence remain employed even when their operating status shows they are away.

My Profile gives Employee the permitted personal view. My Team gives Manager the current direct and indirect reporting scope, with privacy limits preserved. Recent Hires (last 30 days) and Upcoming Work Anniversaries help authorized teams follow real effective events and the configured service-date basis.

Employee can update the permitted self-service information, including preferred name, personal email, home address and work phone. Emergency contacts and dependent records belong to the same protected subject scope. Concurrent edits retain their version and actual updater rather than silently overwriting another change.

An employee’s self-service permissions do not allow them to approve leave, alter their employment status or change the reviewed contents of a submitted HR action. Material corrections use the appropriate HR workflow.

National identity information, date of birth, home address, personal channels and sensitive documents require the applicable HR or self-service access. HR Specialist receives explicitly granted fields and document classes for their work. HR Manager access is also bounded by subject, entity, classification and purpose.

Manager receives safe work information and operational absence or task status. Reporting responsibility does not expose medical notes, identity documents, dependent details or emergency-contact information. Peer organization views are limited to the permitted names, titles and reporting chain.

These restrictions apply to exports, joined views, notifications and document retrieval as well as the visible profile. Technical Admin access requires its own authorized purpose and scope; the administrative role does not make every private HR record readable.

Approved employee changes retain what was proposed, the exact decision and the effective result. Backdated corrections are reviewed against dependent employment, assignment and policy history. A later correction does not delete the original record of what the organization knew or did.

Retention follows the configured entity and information-class rules, including holds and confirmed storage outcomes. Separation does not itself authorize deletion of every record, and a deletion request is distinct from a confirmed result. A minimal audit record preserves the authorized action without republishing removed private content.

Headcount and Tenure Distribution use their disclosed employment populations and cutoff dates. Benefits status remains information for the external benefits owner; the profile does not establish enrollment, calculate pay or certify legal eligibility.