Personnel register

The personnel register is the very heart of your HR system. Here you register and have an overview of the company's most important access, namely the employee. The personnel register in 4human HRM is closely linked to the other modules in your HR system and the information is updated through information being registered in the other modules. On the employee's employee card, you get a comprehensive overview of everything the employee has done and the status of processes the employee is a part of. For example, if the employee takes a course, either standalone or as part of a learning program, the competency overview is updated automatically if the course/training is linked to a competency type.

IN 4human HRM you get a:

• Powerful employee register that is highly intuitive and user-friendly
• In many cases, the employee card can be adapted to the company's needs so that only relevant fields are visible and accessible
• If your company operates in many countries, you can have different, country-specific templates to ensure that all relevant and legally required information is registered for employees in the specific country.

The personnel register in the HR system consists of data fields with information about the employee. The fields can be related to the user, personal data, employment or position data. Some of this data can also be inherited from the position's affiliation in the organization via department or company.

4human HRM has functionality to register and manage multiple positions and shared positions linked to an employment relationship. In this way, the system can handle one or more, multiple, employment relationships.

Through using 4human HRM As an employee data master, you only need to record this information in one place. Our integrations ensure that the integrated solutions (e.g. payroll, time registration and other front-end systems) are always updated with the correct master data.

In the personnel register, the information per employee is displayed on a clear employee card. Example of data registered on each employee card:

• Information about the employee's position, job percentage, salary and contract documents
• Information about the employment relationship and seniority
• Personal information such as next of kin, children and payroll account number
• Implemented and planned changes to the employee's position
• Documents, e.g. certificates, previous CVs, application letters and warnings
• The employee's competencies and competence requirements related to the position
• Current CV that updates automatically and can be easily exported
• Overview of 1:1 conversations that the employee has been a part of and that are planned in the future
• projects where the employee is, or has been, a resource and contributor

In a personnel register, the company collects all relevant information about the employee in one place. By registering all employee data in the personnel register, it becomes easier to find, maintain and delete the data. Access control ensures that only relevant managers and HR staff have access.

If desired, several people in the company can create and maintain key data in the personnel register. Many want the employee to create and maintain personal information such as next of kin, children and salary accounts. If desired, you can set up a notification when this data is changed. In practical terms, one of the employee's tasks in the onboarding program is often for the employee to log in to the system and create this information in connection with the employment. Based on our integration capabilities and standard APIs, we can assist with reading in employee data from available sources as a one-time import (e.g. payroll system or other HR system).

When a company is going to establish a new personnel register, it is important to emphasize that the functionality is user-friendly, intuitive and adaptable. The system must have role-based access control so that one is sure that sensitive data cannot be seen by unauthorized persons. It is also an advantage if the system can be customized so that one can deactivate data fields that are not in use or that the company does not need. We in 4human is committed to ensuring that our customers' data is secure and we have therefore taken privacy into account when developing the system, so-called "Privacy by Design". It is an advantage if the system is cloud-based, i.e. the data is accessible from anywhere via the internet.

4human HRM offers a responsive interface that enables employees and managers to access the system from all surfaces (mobile, tablet and PC, regardless of operating system). This means that, for example, the employee can register a self-report from the phone from home or that a manager can approve a vacation application from the cabin. Full flexibility and access to the system from anywhere and at any time.

4human HRM follows all rules set for privacy. The system allows for access and deletion, and the role-based access control ensures that only authorized persons have access to the employee's information.

Advantages of collecting all information about the employee in a personnel register:

• The registry is GDPR compliant
• Complies with all privacy regulations
• All information about employees and relatives
• No paper documents and everything in one place
• Everything in one place in the cloud
• Standard integration with many payroll systems