When added to an Onboarding Checklist, an HR Record is automatically generated for employees with the HR Status of Hired.
HR Records have three statuses used to track the contact’s legal relationship to the employer, federal work status, and compliance with client requirements.
Access to the HR Center is controlled by User Role permissions.
In the Core Records Section
To update navigate to Settings | User Roles | Desired User Role
In the Core Records section:
HR Fields (Contacts) -
None – Users with this role cannot access HR fields like legal identification or banking information on core records.
Read – Users with this role can view but not modify the HR fields on core records.
Full – Users with this role can view and modify the HR fields on core records.
HR Fields (Documents) -
None – Users with this role cannot access HR Documents like I-9, W-4, State Documents, etc…
Full – Users with this role can view and modify HR Documents.
Note: Users who will be involved in onboarding new employees must have Full access to HR Fields (Documents)
In the Employee Section
Link Users and Contacts – This permission allows users to set contacts as a Time Recorder user for timekeeping.
No – Users with this role cannot link users and contacts together.
Allowed – Users with this role are allowed to link users and contacts together.
Create Employee Users – This permission allows users to initiate Onboarding and set Contacts as Employee users.
No – Users with this role cannot create employee users.
Allowed – Users with this role are allowed to create employee users.
Employee Status Updates – This permission controls users level of access to update HR statuses on Employee records.
No – Users with this role cannot change the HR, Work Authorization, or Work Eligibility status for an employee.
Limited – Users with this role can update employee statuses through onboarding checklists.
Full – Users with this role can update employee statuses through onboarding checklists and can also update an employee’s HR Status on Contact records.
Note: Users that will be responsible for onboarding new employees will need Create Employee Users set to Allowed and Employee Status Updates set to Limited or Full.
HR Center Dashboard
The HR Center Dashboard presents Employee records across all statuses. Use the Quick Filter tiles to filter by common statuses.
Double-click to open an Employee’s HR Record.
Personal
Legal First name
Legal Middle Name
Legal Last Name
Home Address
Home Address Line 2
City
State
ZIP Code
Date of Birth
SSN
Personal Email Address
Personal Phone Number
Note: HR Fields are separate and distinct from fields on the associated Contact record.
Example: A contact may have the First Name of Tom, but the HR Legal First Name of Thomas.
Additional
Emergency Contact First Name
Emergency Contact Last Name
Emergency Contact Phone Number
Role
Job Title
Work Email Address
Hire Date
Start Date
Legal Worksite
Payroll
Pay Schedule
Compensation
Employee Id
Worker Type
Compensation Type
Pay Rate
HR Statuses
To update an HR Record’s HR Status navigate to This Employee | Update Status
Hired - When a candidate has completed the recruitment process and has officially started employment with an organization.
Terminated - When an employee’s employment with the organization ends. This can occur for various reasons, including voluntary resignation, involuntary dismissal (e.g., due to performance issues or misconduct), layoff, or retirement.
Furlough / Other - A temporary, unpaid leave of absence imposed by the employer, often due to financial constraints or lack of work. The employee remains employed but does not receive pay or work hours during the furlough period.
Work Authorization Status – This status denotes the employee’s legal status to work.
Authorized – The employee is legally authorized to work.
Not Authorized – The employee is not legal authorized to work.
Eligibility Status – This status indicates the compliance state of the employee.
Needs Attention – When Ongoing Checklists are used, a previous Eligible employee has new onboarding items added, or recent expirations of documents.
Eligible – The employee has completed all required onboarding requirements, is hired, authorized, and compliant to work.
Not Eligible – The employee is not compliant to work.