All Your Employee Records in One Secure Place
Your people are the foundation of your business. Their records should be the foundation of your HR.
Employee records shouldn't live in six different places. We've put an end to that.
Employee records are the foundation of good HR. Most growing teams are building on sand - information scattered across spreadsheets, shared drives, email threads and filing cabinets. It works until you need to find something quickly, until someone leaves, or until you figure out sensitive information is sitting somewhere it shouldn't be. HR Partner gives you solid ground.
Without HR Partner
- Employee details spread across spreadsheets and shared drives
- Contracts saved in a folder no one can find
- Salary history known only to one person
- Performance notes in a doc saved locally on someone's laptop
- Passport and licence expiry dates tracked in a spreadsheet
- No idea which employee has which laptop or piece of equipment
- Sensitive information accessible to anyone with drive access
- Paper files and manual records that can't be searched or reported on
With HR Partner
- Every employee's complete record in one secure, searchable place
- Documents attached directly to the employee record, always accessible
- Position and salary history tracked, with controlled access
- Reviews logged, stored and visible to the right people
- Automated reminders before documents expire, no manual checking
- Every asset tracked and assigned, with return date reminders
- Granular permissions so the right people see the right information
- Flexible reporting across your entire workforce in seconds
Everything in one record.
Nothing falling through the cracks.
A complete picture of every person in your team, from day one.
- Contact details, emergency contacts and personal information
- Position and salary history, with full audit trail
- Leave and absence history, with visual heatmap by day of week
- Benefits and plans, dependants and prior education
- Skills matrix and training history
- Grievances, complaints and internal notes
- Free form notes for anything that doesn't fit a category
- Custom fields to capture information specific to your organisation
No more hunting through shared drives for a contract from three years ago.
- Upload and store contracts, certificates, offer letters and any other documents directly against the employee record
- Documents are where you would expect them to be, attached to the person they relate to
- Control who can access sensitive documents with role based permissions
- Search and retrieve any document in seconds, from anywhere
One of the most underestimated compliance risks for growing teams is not knowing what is about to expire.
- Track documents that need renewing - passports, licences, certifications, working rights and more
- Set automated reminders so you are notified before anything expires
- Never be caught out by a lapsed document, a missed renewal, or an employee whose right to work needs reconfirming
Growing teams loan a lot of equipment. Most lose track of it.
- Log every asset assigned to an employee - laptops, phones, uniforms, access cards, vehicles, specialist equipment
- Transfer assets between employees without losing the history
- Set reminders for assets that need to be returned, updated or replaced
- When an employee leaves, know exactly what needs to come back
A complete record of how each employee's role and remuneration has evolved.
- Every position change and salary update logged with dates
- Upload contracts or position descriptions alongside each record
- Control access so only the right people can see sensitive remuneration data
Not every conversation needs a formal review. But it should still be recorded.
- Log informal discussions, warnings, commendations and internal notes against the employee record
- Add file attachments to any note
- Set reminders so follow ups don't get forgotten
- Control who can see sensitive notes with granular user permissions
Employee records contain some of the most sensitive information your organisation holds. HR Partner treats it that way.
- Granular user permissions mean each person only sees what they need to
- Sensitive data including salaries, performance notes and personal information is access controlled, not open to anyone with a login
- HR Partner is fully GDPR compliant, with daily backups and enterprise grade security infrastructure
- Request a full export of your data at any time
NO END OF YEAR SALE HERE
Just exactly what small businesses wants.
New subscribers only
The foundation everything else builds on.
Employee records are the foundation everything else builds on.
- Leave requests flow into the absence history.
- Onboarding checklists are completed and stored.
- Recruited candidates become employee records in one click.
- Performance reviews, expense claims, timesheets and signed documents all sit where they belong, against the person they relate to.
No re-entering data. No switching between systems. No wondering where something was saved.
Purpose-built for teams of 20 to 500. Simple enough that you don't need an IT team to run it, powerful enough that you won't outgrow it.
Trusted by thousands of happy customers
What Customers Say
“I really like how HR Partner can house multiple types of employee data for HR. I'm able to include all time off types (including custom days), house training data, and employee title/pay history.”
"The platform provides a clean, straightforward interface for basic HR functions like employee records management and leave tracking. For smaller teams or organizations with simple HR needs, it covers the essentials without overwhelming complexity."
“I use HR Partner for handling employees' data, managing leave requests, and tracking attendance, which all work well for me. The reminders for employees' birthdays and work anniversaries are a nice touch.”
Employee Records FAQs
Employee records software is a secure system for storing and managing everything you need to know about each person in your team - contact details, contracts, salary history, performance notes, training records and document expiry dates. HR Partner includes a full employee records module as part of its all-in-one HR platform, purpose-built for teams of 20 to 500.
HR Partner stores contact details, emergency contacts, position and salary history, leave and absence records, performance reviews, training history, skills, benefits, assets on loan, grievances, internal notes, file attachments and more. Custom fields let you capture anything specific to your organisation.
Granular user permissions mean each person only sees the information relevant to their role. Salary data, performance notes and personal details are all access controlled. HR Partner is fully GDPR compliant with daily backups and enterprise grade security infrastructure.
Yes. HR Partner lets you track renewable documents such as passports, licences, certifications and working rights, with automated reminders before anything expires. It removes the risk of a lapsed document going unnoticed.
Yes. Every asset assigned to an employee is logged and tracked, with reminders for return dates and a full history of transfers between employees. When someone leaves, you know exactly what needs to come back.
Yes. Through HR Partner's employee self-service portal, employees can update their own contact details, emergency contacts and personal information. Every change is logged so you always know what has been updated and when.
Yes. Contracts, offer letters, certificates, position descriptions and any other documents can be uploaded directly against the employee record. Access is controlled by permissions, and any document can be retrieved in seconds from anywhere.
Yes. HR Partner includes flexible reporting tools so you can pull data on employee demographics, salary history, leave, assets, training and more. Reports can be exported to CSV or PDF in one click.
Yes. HR Partner integrates with platforms including Xero, so leave balances and employee data stay in sync without duplicate entry.
HR Partner is purpose-built for growing teams of 20 to 500 employees. Powerful enough to replace the spreadsheets and shared drives most teams outgrow, simple enough that you don't need an IT team to run it.
Ready to Streamline Employee Records?
Join thousands of companies using HR Partner to manage HR
