Staff Administration & Digital Personnel Files
Bring employee records, documents and changes into one controlled HR process.
Employee information often ends up spread across spreadsheets, folders, emails and separate systems. HRManagement365 brings employee records, documents and staff changes together around one structured employee record.
Give HR one place to manage the employee record while providing managers, employees and other authorised teams with the information and actions relevant to them.
One structured employee record with controlled documents and workflows.
IMAGE PLACEHOLDER — Employee record / digital personnel file
Product screenshot showing the employee record with employee details, documents, employment information, history and related actions. Recommended landscape screenshot, approximately 16:10.
Employee details
Documents
History & actions
From fragmented records to one governed process
Stop searching across folders, inboxes and spreadsheets for the employee record.
Staff administration becomes difficult when different parts of the employee record live in different places. A personnel change can mean checking multiple files, emailing several people and manually updating downstream information.
Without a Connected HR Process
When employee information is scattered
HR teams spend time finding the latest information, checking which document is current and coordinating changes through email or manual updates.
- Employee information held in different locations
- Documents stored separately from employee records
- Changes coordinated through email
- Difficult to see previous information and actions
- Sensitive information harder to control consistently
With HRManagement365
One employee record. One controlled process.
HRManagement365 brings employee information, documents, history and related processes together around a structured employee record.
- Central employee information
- Documents connected to the employee
- Controlled HR workflows
- Accessible employment history
- Role-based access to sensitive information
Staff administration in HRManagement365
Make the employee record useful, not simply digital.
The aim is not to replace one filing cabinet with another digital filing cabinet. HRManagement365 connects the employee record to the processes, documents and changes that HR teams manage every day.
One structured employee record
Maintain the key information associated with each employee in a consistent HR record rather than relying on disconnected spreadsheets and folders.
Operational gain
HR has a clear place to find and maintain employee information.
Documents connected to the employee
Keep relevant personnel documents associated with the employee and the HR process they belong to.
Operational gain
Reduce time spent searching for documents or determining which file relates to which employee.
Processes around the record
Use workflows, approvals and defined HR processes when employee information changes rather than managing every change manually.
Operational gain
Create a more consistent way to manage employee changes across the organisation.
From employee change to completed record
Turn employee changes into a visible, controlled workflow.
A change to an employee should not disappear into an email chain. HRManagement365 can bring the request, approval, employee information and related actions into one process.
1
Employee Change
A change is requested or initiated, such as a new address, role change, employment detail or other staff update.
2
Review or Approval
The appropriate HR user, manager or process owner reviews the change according to the configured workflow.
3
Employee Record Updated
Approved information becomes part of the structured employee record.
4
Documents and History Retained
Relevant documentation and previous information remain connected to the employee and process.
5
Relevant People and Systems Informed
Where configured, downstream HR activities or connected Microsoft processes can continue using the approved information.
Digital personnel files
Keep employee documents connected to the person, process and employment record they belong to.
A digital personnel file should make HR information easier to find and govern. HRManagement365 gives HR teams a structured way to associate documentation with individual employees rather than depending on separate folders and inconsistent naming conventions.
Employee Documents
Keep documents with the employee record
Associate relevant employment documentation with the appropriate employee record.
Document History
Keep the history accessible
Maintain visibility of documentation associated with an employee over the course of their employment.
Controlled Access
Give access to the right people
Provide access according to the roles and permissions defined for your HR environment.
Connected Processes
Keep documents close to the process
Keep documents closer to the HR processes and employee changes that created or require them.
A clearer experience for everyone involved
Give each person the information and actions they need without giving everyone access to everything.
HR Teams
Less searching. Better control.
Maintain employee records, documentation and changes from a more consistent HR workspace.
- Find employee information faster
- Maintain personnel documentation
- Review employee history
- Coordinate staff changes
Managers
Complete the HR actions relevant to your team.
Managers can participate in appropriate employee processes without relying on HR to manually coordinate every step.
- Submit or review relevant changes
- Participate in approvals
- Access authorised employee information
- Follow defined processes
Employees
A clearer route for employee information.
Where self-service processes are enabled, employees can interact with HR information through defined processes rather than informal emails.
- Submit relevant information
- Complete HR actions
- Access permitted employee information
- Reduce unnecessary HR administration
IT & Operations
HR within the Microsoft environment.
HRManagement365 is designed around Microsoft Power Platform and can connect HR processes with the wider Microsoft and Dynamics environment.
Built around the Microsoft environment
Keep HR connected to the Microsoft systems your organisation already uses.
HRManagement365 is built on Microsoft Power Platform and is designed to work within the broader Microsoft ecosystem, rather than operating as an isolated HR application.
Microsoft Power Platform
A Microsoft foundation for HR
HRManagement365 uses the Microsoft platform as the foundation for HR data, processes and automation.
Business Central
Connect HR with Business Central
Connect relevant HR information and processes with your wider Business Central environment where required.
Microsoft 365
Bring HR closer to familiar tools
Bring HR processes closer to the Microsoft tools employees and managers already use.
Power BI & Automation
Extend HR into reporting and automation
Extend HR information into reporting and automated processes using Microsoft technologies.
Sensitive employee information needs clear controls
Control who can access confidential employee records and documents.
Personnel files contain some of the organisation’s most sensitive information. Staff administration therefore needs more than convenient document storage: access, ownership and governance must be clearly defined.
Role-Based Access
Control access by responsibility
Provide users with access according to the roles and permissions configured for their responsibilities.
Microsoft Identity and Security
Work within the Microsoft technology environment
HRManagement365 operates within the Microsoft technology environment, allowing HR processes to sit alongside established Microsoft identity and governance approaches.
Defined Retention and Governance
Configure policies around your requirements
Document retention, security requirements and HR policies should be defined during implementation so the configured solution reflects the organisation’s requirements.
Supporting note: Exact retention policies, permissions and governance should be confirmed as part of solution design rather than presented as universal defaults.
See how the employee record works
Inspect the employee record, documents and processes before you evaluate the software.
A demonstration should show how the actual HR process changes — not simply provide a tour of menus.
IMAGE PLACEHOLDER — Employee record, documents and process actions
Large product screenshot showing an individual employee record with personnel documents, employment information, history and the actions available to the HR user. Recommended landscape screenshot, approximately 16:9, with no confidential data.
Employee Record
Employee record
See the information HR maintains for an individual employee.
Personnel Documents
Personnel documents
See how documentation is associated with the employee and HR process.
History and Actions
History and actions
See how HR users review information and continue the relevant employee process.
During a tailored demonstration we can work through your current process step by step: who initiates the change, who approves it, what information is updated and what happens next.
Designed around your HR processes
Configure the employee record around the information your organisation actually manages.
Different organisations maintain different employee information, approval structures and HR policies. HRManagement365 can be configured around the required fields, processes and organisational structure rather than forcing every customer into an identical personnel file.
1
Employee Information
Define the information you need
Define the employee information required for your HR processes.
2
Workflows and Approvals
Define how changes move through HR
Configure the appropriate route for employee changes and HR actions.
3
Roles and Responsibilities
Define who does what
Align access and process responsibilities with the people who administer, review and approve HR information.
Staff Administration FAQs
Questions to answer before you change your employee record process.
How is confidential employee information secured?
Access should be configured according to the roles and permissions required within your organisation. During implementation, the solution design should establish who can view, maintain and participate in each relevant HR process.
Where are personnel documents stored?
Can we configure our own employee fields?
Can employee changes require approval?
How does this connect with Business Central?
Can we migrate existing employee records and documents?
Bring your current process
See what one structured employee record would look like in your organisation.
Bring us the way you currently manage employee records, documents and staff changes. We will use the demonstration to show how the same process could work through HRManagement365 — including the employee record, users, approvals, documentation and Microsoft connections.
Show us your current process. We will demonstrate the equivalent HRManagement365 workflow.
Ready to see HR Management 365 in action?
Book a practical demonstration based on your Microsoft environment and current HR processes.