HR profile records

HR profile records store confidential employee data, such as name, personal contact information, email addresses, and emergency contacts.

HR profile records enable the organization to access and track employee information throughout the period of employment and beyond. HR profile records are associated with user records, but unlike user records, HR profile records are stored confidentially and are not publicly viewable.

HR profile records may be created as part of an HR process, such as the onboarding process. The default onboarding process creates an HR profile record for the new employee and automatically associates this to the employee's user record when the onboarding case is approved.

Organizations can use an integration method to populate HR profile records from their employee database. Workday integration is available. In addition, when a new HR case is created through the Create New Case module, the Create Profile button lets you generate an HR profile for the selected user.

Besides basic user information that is also in the user record, the HR profile includes the following sections and related lists.

Table 1. HR profile sections and related lists
Section or related list Description
Notes Comments and work notes.
Employment Information Information such as employment status and type of employment, employee number, and start and end dates.
Contact Information Information such as address, phone number, personal email address. Some field values are copied from the onboarding form or from Workday if that integration is being used.
Emergency Contacts A list of the employee's emergency contacts. One contact in the list is designated as the primary and others can be entered as alternates.
Employment History List of prior employers and dates of employment.
The following related lists are automatically populated. You can view records in the list, but you cannot enter new records from the related list.
Direct Reports List of the employees who report directly to the user.
Colleagues List of other employees who have the same manager as the user.
Cases Open HR cases for the user.