Use the HR records area

The HR portal is the staff records centre for people who already work in the home. It keeps contracts, probation and appraisal information, compliance documents and HR events together, separate from the daily rota, clocking and holiday requests.

Think of it as the official HR folder for each employee.

Only users with HR access can open these screens. Ordinary staff never see them.

• Dashboard — a snapshot of staff numbers and shortcuts into every HR area. You do not edit employee details here.
• Contracts — the employment contract file, employment status, PPS number, emergency contact and a probation flag. There is one contract record per person.
• Wages — hourly rate and maximum weekly hours, protected by a separate PIN.
• Disciplinary — concern letters, warnings and dismissal records, with reason, outcome, date and an optional document.
• Performance Plans — formal improvement plans with goals, deadlines, meeting notes and a final conclusion.
• Appraisals — review scores, comments and evaluation documents; several per person are allowed.
• Probation — probation dates, mid and final review notes, and a status of in progress, pass, fail or extended.
• Complaints — workplace complaints with date, description, status and outcome.
• Vetting — Garda or background vetting date, number, status and supporting file.
• CVs — one CV file per active employee.
• References — reference documents from previous employers; more than one per person is allowed.
• Medical Info — medical declarations, fitness paperwork and notes, treated as highly confidential.
• Eligibility — right-to-work documents with issue and expiry dates, so you can spot documents due soon or already expired.
• HR Timeline — a chronological diary of important HR events for each person.
• Incidents — HR and workplace incident logs with what happened and the outcome.
• Exit Interviews — leaving date and reason, notes, an optional survey file and whether the person is eligible for rehire.
• Recruitment Journey — where an employee sat in the hire path, from applied through to hired.
• Manager Notes — private management notes, showing who added each note and when.
• Export Hub — Excel summaries for each module.

1. Open Contracts.
2. Find the employee.
3. Select Add to create their contract record, as there is one per person.
4. Upload the signed contract file and set the employment status, PPS number, emergency contact and probation flag.
5. Save. You can open the document later in a new browser tab when you need to read it.

If someone already has a contract, edit the existing record rather than adding a second one.

Wages are protected by a wages PIN that is separate from your normal login. After entering it correctly you can browse and edit rates for that session, and you can lock wages again when you finish on a shared computer. The wages export in the Export Hub needs the same PIN.

Treat wages as confidential and never share the PIN.

• Most documents open in a new browser tab.
• Deleting is almost always permanent after a confirmation. There is no recycle bin.
• Contracts, vetting, eligibility, probation, exit interviews, the recruitment journey and CVs are usually one per person. Disciplinary records, appraisals, performance plans, complaints, medical entries, incidents, timeline entries, references and manager notes allow several.
• Medical, wages, disciplinary and complaint records need careful access control and careful wording.
• Export spreadsheets usually say yes or no for whether a file exists. Open the real documents from the module pages rather than from the spreadsheet, and store exports carefully because they contain personal data.