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Personnel register

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A staff register gives you an easy overview of your employees

The personnel register is the heart of your HR system. This is where you register and have an overview of your company's most important asset, the employee. The personnel register in 4human HRM is closely linked to the other modules in your HR system and, in many cases, the information is updated automatically as information is registered in the other modules. On the employee's employee card, you get an overview of everything the employee has done and the status of processes the employee is part of. For example, if the employee takes a course, either stand-alone or as part of a learning program, the competence overview is updated automatically if the course/training is linked to a competence type.

Why use 4human's employee register?

In 4human HRM you get one:

  • 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.

Key features of 4human's employee register

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 the 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.

By using 4human HRM as a master for employee data, you only need to register this information in one place. Our integrations then 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
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What is a personnel register?

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.

Personnel registers in practice

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).

Who must have a personnel register?

All companies that have employees have a need to register information about the employee. Many companies today have this information in different places; in Excel, on paper, in physical archives and in various computer systems. By gathering the information in one place it becomes easier to find, maintain and delete this data. By digitizing all information about the employee, you can gain access to the the data at any time and from any location. All you need is access to the internet. Through access management to the data, the company ensures that the privacy of the employee is safeguarded.

Requirements for personnel register

When setting up a new personnel register, it is important to ensure that the functionality is user-friendly, intuitive and adaptable. The system must have role-based access control to ensure that sensitive data cannot be viewed by unauthorized persons. It's also an advantage if the system can be customized to deactivate data fields that are not in use or not needed by the company. We at 4human are concerned that our customers' data is safe 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.

Staff register from your phone

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, for example, that an employee can register self-certification from their phone at home or that a manager can approve a holiday application from the cabin. Full flexibility and access to the system from anywhere and at any time.

Benefits of an employee register

4human HRM complies with all data protection regulations. The system allows access and deletion, and the role-based access management 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