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Employee records software for small business

Keep every team member's role, manager, contact details and history in one place, together with the equipment, software and time off they have.

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An HR manager reviews a team member's profile on a laptop in a tidy small office

What employee records software does

Employee records software gives each person on your team one profile. It holds the basics, such as job title, team, manager, start date and contact details, along with an emergency contact and private notes for HR.

Small businesses often keep this in a folder, a spreadsheet and a few heads. When someone asks who reports to whom, or how long a person has been with you, the answer takes a search. One record per person makes those answers quick.

A good record also shows what is happening around the person. Open it and you see their equipment, software seats, time off balances and checklists, plus a running history of notes, promotions and recognition.

What small teams get with the HR app

  • One record per person

    Job title, team, manager, start date, contact details, emergency contact and private notes, all in one profile.

  • A running history

    Add notes, promotions and recognition over time, so the story of someone's time with you is not lost.

  • Equipment and software on the record

    Open a person and see the equipment they hold and the software seats assigned to them.

  • Time off balances at a glance

    See how much leave each person has left without opening another page.

  • Created when you hire

    A record is created when you mark an applicant Hired or add a team member, so you do not type the same details twice.

  • Linked to your team in Settings

    People with a sign-in are managed in one place, so names and emails never drift apart.

  • Onboarding checklists

    Marking someone Hired creates a checklist for HR, the manager and IT, which you can edit in setup.

  • Private by default

    Employee records are for admins, with private notes kept off the pages other staff see.

How it works

  1. 1

    Create the record

    Mark an applicant Hired or add a team member, and their record is created for you.

  2. 2

    Fill in the details

    Add job title, team, manager, start date, contact details, emergency contact and private notes.

  3. 3

    Build the history

    Add notes, promotions and recognition over time, and see equipment, software and time off on the same record.

Folders and spreadsheets or employee records software?

  • Who reports to whom

    Folders and spreadsheets: Ask around.

    IWANTAHELPDESK HR: Manager shown on each record.

  • Contact and emergency details

    Folders and spreadsheets: Scattered files.

    IWANTAHELPDESK HR: Kept on the person's profile.

  • Promotions and recognition

    Folders and spreadsheets: Remembered, maybe.

    IWANTAHELPDESK HR: A dated history on the record.

  • What equipment someone has

    Folders and spreadsheets: Check another sheet.

    IWANTAHELPDESK HR: Shown on the record.

  • Setting up a new hire

    Folders and spreadsheets: Rebuild the checklist each time.

    IWANTAHELPDESK HR: A record and a checklist when you mark them Hired.

Pay only for the apps you use

The base plan includes the Tickets help desk. Add HR and any other app one at a time, and switch it off whenever you like. See pricing

Questions about employee records software

Related tools

Give every person one place to be found

Try the HR app free for 30 days, with every other app switched on too.

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