> ## Documentation Index
> Fetch the complete documentation index at: https://human-resource-docs.ha-consultancy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Employee Records

> Manage the BC employee card — personal details, identification documents, family members, competencies, employment contracts, and HR letters in one place.

The employee card is where everything related to a person lives — their personal details, the documents they uploaded, their family members, their competencies, their employment contract. The system extends the standard Employee card with extra HR information without changing how you already use it.

## What you can do per employee

* Capture full HR details — branch, department, work type, direct manager, position, end of probation, nationality, religion.
* Upload **identification documents** (passport, ID, certificates) with file attachments, type, status, and expiry.
* Maintain a **family register** — spouses, children, dependents — each with their own document attachments.
* Track **competencies** — skills and certifications with expiry dates.
* Record the **employment contract** — type, dates, notice period, signing salary.
* Issue **HR letters** — employment letter, salary certificate, NOC — with optional approval routing.

## Before you start

* Set up your [master data](/features/master-data) first so the dropdowns on the employee card (departments, positions, nationalities, document types) have choices.
* For HR letters with approval, configure your approval workflow under [Approvals](/features/approvals).

## Walkthroughs

### Walkthrough 1 — Onboard a new employee

Add a new hire and capture all their HR details on one card.

1. Search for **Employees**. Click **New**. The employee card opens with the employee number generated for you.
2. Fill the **General** section: first name, last name, job title, birth date, employment date, status.
3. Scroll to the **HR** section and fill in:
   * **Branch** and **Department**.
   * **Work Type** (Full-time / Part-time / Contractor).
   * **Direct Manager** — pick another employee.
   * **Position** — pick from the list of approved job titles.
   * **End of Probation** — the date probation ends.
   * **Nationality**, **Religion**.
   * **Status** — Active / On Leave / Terminated.
   * End-of-service, social-insurance, and overtime rules — pick the matching plan codes (set up under [Payroll setup](/features/payroll-setup)).
   * **Related User** — link the employee record to their BC sign-in so the company can target announcements at them and they see their own data.
4. Click **Back** or press **Esc**. Saved.

All other HR features — leave, loans, salary package, roster — are now ready to use for this employee.

***

### Walkthrough 2 — Upload a document for an employee

Attach a scanned passport, ID, or certificate.

1. On the employee card, click **Documents** on the ribbon. A list of this employee's documents opens.
2. Click **New**.
3. Pick the **Doc Type** (Passport, National ID, etc. — see [Master data](/features/master-data) for setting these up).
4. Click the **Attach File** action and choose the file from your computer. The file name and date are filled in automatically.
5. Set **Status** to `Active`.
6. Press **Esc** to save.

The document is now linked to the employee and can be re-downloaded from the same page later.

<Note>If you forget to pick a Doc Type before uploading, you'll get a warning — pick the type first, then attach.</Note>

***

### Walkthrough 3 — Add a family member

Register a spouse, child, or dependent — useful for entitlement (e.g. air-ticket policy that covers family).

1. On the employee card, click **Family Members** on the ribbon.
2. Click **New**.
3. Fill in name, relation (spouse, child, parent…), gender, marital status, date of birth, contact details.
4. Press **Esc** to save.
5. To attach a marriage or birth certificate, open the family member's card and click **Documents** on the ribbon — same upload flow as employee documents.

***

### Walkthrough 4 — Record a skill or certification

Track a certification or qualification with expiry — useful for promotion review or compliance.

1. On the employee card, click **Competencies** on the ribbon.
2. Click **New**.
3. Fill in the competency name, level, certified date, expiry date.
4. Press **Esc** to save.

The list highlights expiring certifications so you can flag them for renewal.

***

### Walkthrough 5 — Record an employment contract

Capture contract details at hire or renewal.

1. On the employee card, click **Contract** on the ribbon.
2. Fill in contract type, effective from/to, notice period, signing salary, notes.
3. Press **Esc** to save.

End-of-service and probation calculations use these dates.

***

### Walkthrough 6 — Issue an HR letter

An employee requests a salary certificate for a visa application.

1. Search for **HR Documents Request List** (or open it from the employee card → HR Documents Request).
2. Click **New**. A blank request opens with a reference number filled in for you.
3. Pick the employee and the letter type (e.g. *Salary Certificate*).
4. Add notes if relevant (e.g. *For Schengen visa application*).
5. Save.

If the letter type requires approval, the request is routed automatically. Otherwise HR can generate and attach the PDF directly to this request, and the employee can download it from their portal.

<Tip>Employees with self-service access can submit the same request from their mobile app — it lands here for HR to handle.</Tip>

## Related features

The employee record is the anchor for everything else — once you've created the person here, [scheduling](/features/scheduling), [leave](/features/leave-management), [loans](/features/loans-and-advances), and [salary packages](/features/payroll-setup) all link back to it. [Announcements](/features/announcements) reach the right people by matching the **Related User** on the employee card.