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Managing HR records
Who is this article for?Users who want to learn how to manage HR records.
Administrator permissions are required.
This article explores the importance of an HR records page that allows for adding, editing, deleting, and reporting on employee data. With a user-friendly interface and robust security measures, an efficient HR records page streamlines administrative tasks, ensures data accuracy, and provides valuable insights for strategic workforce planning.
1. HR records
Video: HR Records
The HR Records page can be used for the tracking of various types of HR records such as letters of offer, meeting times and notes, employee complaints, promotions etc. HR documentation such as letters of offer, meeting notes etc can be uploaded against each record if required.
In the HR Records page of Lucidity HR, administrators can:
- Add new HR records for users.
- Edit HR records for users.
- Delete HR records for users.
- Export lists to Excel of HR records.
2. Adding HR records
To create a new HR record, from the HR Record page:
- Click Add New.
- Complete the fields (see Definition of Fields below).
- The details captured for each record may vary slightly between each system configuration. Fields marked with * are mandatory.
2.1. Definitions of fields
| Definitions of fields | Description |
|---|---|
| Person |
|
| Description |
|
| Date of record |
|
Documents can be attached to an HR record by:
- Click Add Document.
- Locate the document.
- Click Open.
- Enter the file name and description as applicable.
- Click Upload.
- Click Save.
3. Editing HR records
To edit an existing HR record, from the HR Record page
- Click Show Filters.
- Use filters as required to locate the relevant HR record.
- Click Filter.
- Locate the specific HR record at the bottom of the screen (Hint: hiding filters can make viewing the results easier).
- Click Edit to the far right of the relevant HR record.
- Update required fields.
- Click Save.
4. Deleting HR records
To delete an existing HR record, from the HR Records page:
- Click Show Filters.
- Use filters as required to locate the relevant HR record.
- Click Filter.
- Locate the specific HR record at the bottom of the screen (Hint: hiding filters can make viewing the results easier).
- Click Actions to the far right of the relevant HR record.
- Click Delete.
- From the pop-up box that appears, select Delete.
Important: Deleting HR records cannot be undone. Always use caution before using the delete function.
5. Reporting from the HR Records page
Here's how to generate a report for a specific group of HR record, from the HR Records page:
- Click Show Filters.
- Select the relevant filters.
- Click Division.
- Apply any other Filters required.
- Click Filter.
- All results will be displayed at the bottom of the screen.
- Click Excel Export to generate this report into Excel.