Manage
One record for each person on your team
Stop digging through folders and inboxes. HRGP keeps each employee's job details, manager, position history, completed forms and files in one place.
This is the heart of an HRIS: one trusted record for each person, from the day you hire them to the day they leave.
An employee page and uploaded files with access levels (sample data).
How employee records work
Bring your people in
Upload a spreadsheet of employees, applicants or both. Check the preview, then add them. Nothing is saved until you choose Add. You can also invite people one at a time.
Keep job details current
Admins can edit job details, name, phone and position history from the employee's page. Your team list shows each person's job, manager and start date.
Send forms and see the answers
Send a form to one person or several. When they finish, open the answers from their record, in one clean view.
Keep files where you can find them
Upload a document to an employee's files and choose its access level. People whose role allows that level can open it. Everyone else can't.
Close the record cleanly
Terminate removes a person's system access right away and marks them inactive. Their record stays, and you can reactivate them if they come back.
What is on a record
Each employee page shows the employee code, position, manager, start date, end date, status, work type, email and phone, followed by position history. People with payroll access also get a Pay and benefits tab and a Send to payroll button on the same page.
- Job details: role, position title, code, manager, location and start date, plus part time, remote, contract, temporary, internship or volunteer.
- Position history: each job they've held, with the manager and dates. Adding history doesn't change their start date, pay or payroll.
- Name and phone: an admin can update these. The sign-in email can only be changed by the employee.
The Employees page
Tabs across the top keep people work together: Team, Invitations, Forms, New Hires, Leaving, Mira and Files, along with Team Map and 360 Surveys where your company uses them. The Team tab can be searched by name, email or job, and filtered to active people or everyone.
Importing without worry
An import takes a .csv or .xlsx file of up to 500 people. You choose whether the file holds applicants, employees or both, and what job or role to use when a row doesn't say. Emailing login details is off by default, so nobody gets a surprise message. If an import wasn't what you wanted, you can remove the people it added. Anyone changed since is left alone.
Why it helps
- Every file has an access level: Full, Limited or Minimal. Nobody can set or see a level above their own.
- Files are kept private and open only after signing in.
- Employees see their own forms, time off and pay in My Employee Portal, not anyone else's.
- Records connect to hiring, so a new hire doesn't start over on day one.
- No per-seat fees, so adding a person never changes your $99 price.
Employee record questions
Can I import my employees from a spreadsheet?
Yes. Upload a spreadsheet, check the preview, then choose Add. Nothing is saved before that.
Who can see an employee's files?
Each file has an access level, and each role has a Files level. A person can open a file only if their role allows that level.
What happens to a record when someone leaves?
Terminate ends their access right away and marks them inactive. Their record stays. Offboarding can add a checklist and an exit interview.
How long do I have to keep employee records?
Rules differ by state and by type of record. HRGP keeps the files, but it can't tell you what the law requires. Check with your lawyer or HR advisor.
Does adding position history change someone's pay?
No. It's history only. It doesn't change their start date, pay or payroll.
Will an import email my team?
Not unless you turn that on. It's off by default.
Related
Keep every employee record in one place
Part of HRGP, the HRIS for small business. $99 a month. No per-seat fees. 14-day free trial.