Employee records in Pitch N Hire HRMS
Employee records in Pitch N Hire HRMS are the single master file for every person you employ. Personal details, job and reporting data, salary structure links, documents and history all sit on one record, edited through controlled fields, protected by role-based access, and versioned so every change is traceable to a person and a date.
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What employee records includes
What sits in the employee master record?
The employee master record in Pitch N Hire HRMS holds every field the rest of the system reads from. Personal details cover name, date of birth, gender, marital status and emergency contacts. Contact details hold current and permanent address, personal email and phone number. Job details carry employee code, designation, department, work location, employment type, reporting manager, date of joining and confirmation date. Statutory identifiers sit in their own group so payroll can pick them up without anyone retyping them elsewhere. Compensation points at the assigned salary structure instead of storing a loose figure on the profile. Each group is a set of configured fields, so you can add one your organisation genuinely uses — a cost centre, a grade, a client account, a badge number — and it becomes available in filters, exports, approval conditions and reports. No module keeps a second copy of the person.
How does a new joiner become a full employee record?
A candidate becomes an employee record when the offer is accepted and joining details are confirmed. Fields captured during hiring and onboarding — name, contact, designation, department, manager, joining date, salary structure — carry forward instead of being keyed again, and the joiner completes the remainder themselves through a first-day form. HR reviews what was submitted, corrects anything mistyped and activates the record. Activation is the switch that matters: from that point the person appears in the org chart, in attendance rosters, in the leave accrual run and in payroll input for their joining month. Before activation the record exists but is excluded from those processes, so a pre-joining candidate cannot accidentally enter a payroll cycle or consume a leave quota. Rejoining employees can be linked to their earlier record, keeping service history continuous rather than restarting it. Duplicate detection flags a joiner whose contact details already match an existing record.
Where do employee documents live on the record?
Every file belonging to a person is attached to that person rather than sitting in a shared drive folder somebody named after them. Identity proofs, address proofs, education certificates, previous employment papers, signed letters and policy acknowledgements each occupy a named slot, so HR can see at a glance which slots are filled and which remain outstanding. Upload is done by HR or requested from the employee, who receives a task and uploads from their own portal. Each file records who provided it, when, its version and, where the type has one, an expiry date that raises a reminder before it lapses. Access follows the same rules as the fields around it, so a manager does not gain sight of an identity document simply by managing the person. The document vault module owns the templates and issuing side of the same store.
Who can see which fields on an employee profile?
Visibility is set per role and per field group rather than per screen, which is what makes a single record safe to share across departments. A reporting manager typically sees job details, leave history and performance data for their own team and nothing financial. An HR business partner sees the full profile for employees in their scope. A payroll administrator sees compensation and statutory identifiers across the company but has no reason to hold address history. The employee sees their own record in full and edits only the fields you open. Because rules attach to field groups, a field added later inherits that group's permissions instead of leaking by default. Views of a restricted group are recorded, so when somebody asks who opened a compensation field last quarter the answer sits in the log rather than in anyone's memory.
How do you import existing employee data in bulk?
Bulk import runs from a template you download, populate and upload back. The importer maps each column to a field, remembers that mapping for the next run, and validates every row before anything is written — checking date formats, duplicate employee codes, unknown departments, managers who exist in neither the file nor the system, and blanks in fields marked mandatory. Failed rows come back with the specific reason on the line so they can be corrected in place, while valid rows wait rather than committing half a file. The same mechanism handles ongoing bulk change: a department rename, a location move, a promotion cycle, a manager reassignment after a restructure. Imports are logged as a batch, so a change applied to many people at once is traceable to one upload and one user, and reviewable later as a single event.
What happens when an employee record is corrected?
Nothing overwrites silently. Each field change writes a history entry holding the old value, the new value, the person who made it and the timestamp, and that history stays on the record for as long as the record exists. Changes that matter downstream carry an effective date rather than applying from the moment somebody pressed save — a designation change effective next month, a manager change effective from the restructure date — so payroll and reporting reflect the period the change actually belongs to. Corrections raised by employees arrive as requests through self-service and wait for HR approval, which means master data cannot drift because somebody edited their own department. When a record is deactivated at exit the history is retained rather than removed, so service letters and later verification requests can still be answered.
How does employee master data reach payroll and attendance?
Downstream modules read the record rather than keeping their own copy. Payroll takes the salary structure, the joining and exit dates, the statutory identifiers and the bank account from the profile, so a mid-month joiner is prorated because the record says when they started. Attendance and shift rosters take location, employment type and reporting manager. Leave takes joining date and grade to decide entitlement. The org chart takes the reporting field. Approval routing takes department and manager. This is why one wrong field surfaces quickly: correct the joining date once and proration, leave accrual and the probation clock all follow it. If you are still assessing the category rather than the product, our employee database software guide covers what to compare; this page covers how the module behaves here.
Employee record field groups, typical contents and who maintains them
| Field group | Typical contents | Maintained by |
|---|---|---|
| Personal | Name, date of birth, marital status, emergency contact | Employee, applied after HR approval |
| Contact | Current address, permanent address, personal email, phone | Employee, applied after HR approval |
| Job | Employee code, designation, department, location, manager, joining date | HR only |
| Compensation | Assigned salary structure, revision history, bank account | Payroll admin; bank account raised by the employee |
| Statutory identifiers | The identifiers your payroll filings need, as configured | HR or payroll administrator |
| Documents | Identity, education, previous employment, issued letters | Employee uploads, HR verifies |
| Custom fields | Cost centre, grade, client account, badge number | As configured on the group they sit in |
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Employee records — FAQs
Is an employee record the same thing as employee database software?
Can we add fields that are specific to our organisation?
How do we migrate employee data from spreadsheets or another HRMS?
Who can see salary information on an employee profile?
Can employees update their own details?
What happens to the record when someone leaves?
Does every change get logged?
Can we hold contractors and consultants in the same system?
How do we see who reports to whom across the company?
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