Even in a small company, the HR department is not only concerned with recruitment, but also with its documentation.
Although the responsibilities of a human resources worker are not as significant as those of accountants or managers, they are usually the first official employee after the CEO when a new legal entity is established. And otherwise, who will hire and formalize the same accountant?
Returning to the topic of employee cards and personnel files, it is worth noting that personnel records are one of the most important tasks in any organization, be it commercial or municipal.
Whether employee cards are needed in a modern organization
The fact that personal employee cards are optional in no way diminishes their importance.
Actually, having specialized record cards is a great idea. Any institution with more than one employee needs convenient tools for maintaining personnel records.
Whether they are electronic or paper-based is not really essential. It’s just a matter of who is comfortable.
After all, the original goal was not official reporting or statistics. Each card is a kind of dossier on an employee, and it definitely needs to be unified. It contains:
- Passport data and identifiers;
- Attitude to military service, whether the person is subject to military service;
- Knowledge of foreign languages (it may be useful for business trips and meetings with foreign partners);
- Marital status;
- Work experience (in general and specifically in your organization);
- Information on qualifications and education;
- Day-off and leave records (including maternity and paternity leave);
- Social benefits;
- Having driving licenses;
- Awards and honors;
- Information on employment and dismissal (number of the employment contract; why was dismissed).
Just spend a few minutes studying it, and you will be able to get a general portrait of a particular employee based on this information.
How to fill out and maintain an employee record in Projecto
With Projecto, you have all the information you require about your employees at your fingertips. This is convenient and useful, especially when it comes to planning, tasking, and managing your team.
Projecto is the best project and time management tool.
What information can be found, viewed or recorded in an employee’s card (profile):
- Basic information — full name, login, gender, date of birth and start of work in the company;
- Role information from which department and in what status. An employee can be correlated with several companies and several positions at the same time;
- Contact information — phone numbers (including personal, internal and work phone numbers), email and physical addresses (places of residence).
Other personal information can be added at the request of the HR department. Only HR specialists and the employee’s supervisors will be able to see it.
User Profile in Projecto
When one of the team members opens the profile of a selected user, they will see a special page with summarized information about the employee. As mentioned above, no personal information will be visible here (at least to all uninterested parties).
After confirming the account, the user will be able to upload an avatar image (or their own photo) and change the password. Information about the employee and their contact details can only be entered by a human resources specialist or manager, which requires the appropriate access level in the Projecto system.
The user summary page allows to:
- Copy the employee’s full name. There is a special button for this purpose next to the avatar.
- View the time of the last visit and the type of device from which the login was made (iOS or Android app, cloud version of the service for PC).
- Write them a letter. To do this, it is enough to click on the line with e-mail.
- Call any of the specified phone numbers.
- Find out if the employee is on vacation (for example, on maternity leave).
- Add a note (only you can see it), tags (to speed up search and filtering) and a favorite list feature.
- Set up alerts for user moves within the company (when a user changes position or location) and birthday.
- View the history of profile changes.
But what is most interesting for a manager is that they will be able to find all tasks, projects, events, documents, and notes that a particular user is associated with. To do this, just click on the corresponding icon in the bottom panel.
If there are a lot of tasks, or they are very complex, you can filter them by status, role, time and priority, view them in the form of a kanban board or calendar schedule.
From the same interface, the supervisor will be able to switch to setting a new task.
The administrator can assign or change the current user rights (activated by checkboxes/switches):
- Ability to edit contacts,
- Access to system settings,
- Creation of corporate projects,
- Ability to create announcements,
- Editing corporate calendars,
- Access to document management,
- Create a limited account.
HR staff will love that the profile change history displays statuses about job changes, almost like an employee’s personal profile card. For example: «The employee was approved for the position «Analyst» in the department «IT Service» on 10.12.2010″. It is convenient and understandable.
Employee list
The Projecto system provides end-to-end search by accounts, documents, tasks and other parameters.
User profiles can be filtered by various criteria: job status (active, fired), access rights (personnel, calendars, announcements, etc.).
You can download data in PDF format or save it as an XLSX document.
Can Projecto replace specialized accounting or HR software? Of course not, but we have a different path from the beginning!
Projecto makes it very convenient to work with employees, track their promotion, and quickly view the basic information needed primarily for managers. Everything is in one place and nothing is superfluous.
