Digital Personnel File
All personnel data centrally in one place
All personnel data and documents are stored in digital personnel files and only need to be managed there. This means: a clear data base that saves you time with further tasks.
Key features of the digital personnel file
- Flexible access rights
Individually define who can view or edit which areas of the personnel file – for example, for public data, personal information, or specific HR data. Read and write permissions can be assigned per block and employee.
- Store & manage documents securely
Save and categorize all relevant documents such as contracts, certificates, or attestations directly in the digital personnel file. Use document categories and assign specific permissions for upload, visibility, and download.
- Plan future changes
Record planned changes such as new positions or department changes in advance. With an effective date, adjustments are activated automatically at the right time – ensuring smooth processes and planning security.
Edit and manage easily
With just a few clicks, you can conveniently update and manage all employee data. Whether contact information, department, or position – changes are possible immediately and instantly visible to authorized persons. This keeps your personnel file always up to date and organized.
Clear access rights and traceable data maintenance
Precisely define who can view or edit which employee data – per data area, with read or write permission. Whether personal information, salary data, or public details: all areas can be individually controlled, e.g., for roles such as HR, managers, or the employees themselves.
Changes can be assigned an effective date, so they only become active at a certain time. This allows future changes to be planned and documented in advance.
All adjustments are always traceable thanks to a detailed change history – including change date, responsible person, and activation date. This ensures maximum transparency with minimal administrative effort.
Store documents automatically, securely, and traceably
All relevant documents – whether employment contract, medical certificate, or personal proof – are stored and organized directly in the digital personnel file. Employees with the corresponding permissions can upload, view, or edit their own documents. All uploads are traceable: including date, source, and uploader.
System-generated documents such as certificates in the context of absences are also automatically archived and correctly categorized. These documents cannot be deleted manually, only when the associated absence is removed. The assigned document category is automatically derived from the respective absence policy.
All uploaded or generated files can be downloaded and viewed as needed. This keeps your digital personnel file complete, secure, and always traceable.
Frequently asked questions about the digital personnel file
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