Employee records

What it is

Employee records is the backbone of your HR suite — the definitive profile for each person, holding their personal and job details, department, office location, line manager and more. Every other HR module reads from it.

Hubtoll uses a single identity for each person: their name and email come from their user account (set when they're given a licence), so they're never re-typed and never drift out of sync. An employee record adds everything else — employee ID, date of birth, contact details, nationality, tax and ID numbers, education, emergency contact, and their reporting line.

Screens

• Overview — a dashboard that adapts to your role (see below).
• Records — the people directory: All records shows your own record (the whole directory if you hold an employee-records permission), and Awaiting me shows record changes waiting on you.
• View record — a person's full profile.
• Departments — your organisational units.
• Office locations — where people work.
• Workflow (BPM) — the approval setup for record changes.

Adding an employee

An HR administrator creates records for the team:

• Open Add employee and pick the person from a list of licensed users — people already holding a seat, who aren't yet set up as staff.
• Their name and email are filled in automatically from their account — you don't type them.
• Add the HR details: department, office location, line manager, employee ID and the rest.
• Save — the record enters the approval workflow and becomes active once approved.

Editing a record

Editing works the same way as adding. If a record has already been approved, saving a change raises a change request — the current record stays in place until it is signed off, so nothing changes behind anyone's back, and only then does the change replace it. A person's name and email can only be changed from the licensing/identity area, never re-typed here.

Self-service records

Every licensed member can view and maintain their own record — no admin rights needed. If they don't have a record yet, the overview invites them to create one.

• Employees update only their personal details. HR-controlled fields (job, department, line manager, office) stay under HR's control and are preserved.
• Ownership is enforced — a member can only ever edit their own record, never someone else's.
• Self-service changes still run through the same approval workflow, so HR stays in the loop.

Departments & office locations

Departments and office locations are managed right here in Employee records. Create a department, then assign people to it; create office locations (Physical, Hybrid or Remote) and attach staff to them. Departments feed approvals, budgets and reporting across the suite. See Getting started for the basics.

Sub-departments & moving them

A department can sit inside another one — Operations › Field Teams. A department has one parent only, so the structure is always a tree.

• Add a sub-department with the + on a department's card; the form's header names the department it will sit under ("Sub-department of Operations").
• Move a department by dragging its handle onto its new parent (you're asked to confirm), or by choosing a different Parent department on its form. Clear the parent to make it top-level again. Everything beneath it moves with it.
• A department can't be moved inside itself or inside one of its own sub-departments — the move is refused and nothing changes.

A department's own page

Click a department's card to open its own page. It has its own address, so you can bookmark it or send the link to a colleague. The page shows the description, the head and sub-head, the sub-departments (click one to open it) and the members; anyone who can manage departments also gets Add Sub-Department and Edit Department there.

The organisation chart

Employee records › Organisation Chart draws your company's official structure. Turn on Company Department on a department's form to put it on the chart; teams, projects and working groups stay off it unless you turn them on. A company department sitting under a department that isn't one is drawn under its nearest company department above.

• Every licensed member can open the chart. Only a Super admin or someone with the Employee management editor permission can switch Company Department — a departments-only editor can still create and edit departments, but that switch is ignored for them.
• Each card shows the department's head and sub-head with their photos, how many people are in it, and the faces of its other members. Click a card for the details and a View Department link to its page (shown to people who can open department pages).
• Search by department or person, expand and collapse branches, zoom, fit to screen, or print. On a phone the chart becomes an indented list you can collapse.

Your photo

On your own employee record, the photo circle has a camera button. Choose a JPEG, PNG or WebP picture, frame it in the round crop (drag it, zoom, rotate) and save.

• It takes effect at once. A photo isn't part of the approved record, so it doesn't go through approval and doesn't raise a change request.
• It then shows beside your name on the organisation chart, on department pages and on the Departments list, in the employee list and the overview's Recent Hires, and as your own avatar: at the top right of every page (and in its profile menu), in the user card at the bottom of the sidebar, and on your My staff information card on the dashboard. The top-right avatar and the sidebar card change the moment you save or remove it, without reloading. Until you add one, people see your initials.
• Your colleagues see it wherever people are listed, not only on the pages above: the dashboard's birthday and Staff on Leave cards (with who is covering), leave, asset, exit, budget and timesheet requests and the approval trail on each, appraisals, projects and their teams, the people pickers, and the roles, licence and user lists. A person who hasn't added a photo keeps their initials — the same colour, shape and size as before.
• Remove Photo asks first, then deletes it and goes back to your initials. Nobody can change someone else's photo — not even an admin.

Dashboard & licence stats

The overview shows different things depending on your role. Everyone sees their own profile summary; approvers see records awaiting them; administrators get the full picture:

• Headline numbers — total staff, pending approvals, number of departments, number of offices.
• Hiring trend — a six-month chart of new records.
• Licence usage — a Licensed-vs-Unlicensed breakdown of your people, and a seat gauge showing how many of your purchased seats are in use.

This makes it easy to spot employees who still need a seat, or to see how close you are to buying more.

Finding people

The records list has a powerful, shareable filter builder. Combine conditions with AND/OR across fields like name, email, approval status, department, employee ID, created date, and even licence status and licence expiry. One-click presets let you jump to Active, Expiring within 30 days, Expired or Unlicensed people. Your filters and current view are saved in the page address, so you can bookmark or share an exact view with a colleague.

Permissions

All actions require an active HR licence. See Roles & permissions for how to grant these.

Good to know

• One identity everywhere. Name and email live on the person's account — change them there, and they update across the workspace and their record together.
• A user can't be set up as staff twice, and must hold an active seat to be added.
• Self-service is strictly limited to your own record and personal fields.
• Licence-vs-employee counts are worked out per person, so the dashboard and your people lists always agree.