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, with an All records tab and an Approvals tab (records waiting on you).
• View record — a person's full profile.
• Classifications — your departments.
• 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 starts a fresh Update approval — the current record stays in place until the change is signed off, so nothing changes behind anyone's back. 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 (called classifications) 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. These groupings feed approvals, budgets and reporting across the suite. See Getting started for the basics.

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.