Documentation

Learn how to set up and use HR Staff Records for your organization.

Getting Started

Sign up at hrstaffrecords.com/signup. On first login, you are automatically the organization owner with full administrative access.

• On first login, you're the organization owner with full administrative access.
• Invite team members from Settings → Invite a Member.
• Set up departments before adding personnel — it keeps records organized from the start (recommended).

Departments let you group personnel by team, location, or function. You can assign each staff member to one department.

• Navigate to Departments from the top nav.
• Click Add Department to create one.
• Give it a name (required) and an optional description.
• Personnel can be assigned to departments when adding or editing their records.
• Deleting a department unassigns (but does not delete) its personnel.

Each personnel record is the central file for a staff member. Start with the required fields and fill in additional detail over time.

• Go to Personnel → Add Personnel.
• Required: First Name, Last Name, Email.
• Optional but recommended: Job Title, Department, Hire Date, Employment Type.
• After adding, you can fill in address, emergency contacts, and notes from the record detail page.

Track every credential with automatic expiration status so nothing lapses unnoticed.

• Open a personnel record → Certifications tab.
• Click + Add Certification and fill in: name, issuing org, issue date, expiry date.
• Optionally add a credential ID and verification URL.
• Licenses work the same way under the Licenses tab.
• Status is calculated automatically: valid, expiring-soon (within 90 days), or expired.

Document all disciplinary issues with full context to support audit trails and progressive discipline policies.

• Open a personnel record → Disciplinary tab.
• Click + Add Issue.
• Select issue type: Verbal Warning, Written Warning, Suspension, Final Warning, Termination, or Other.
• Select severity: Low, Medium, High, or Critical.
• Add description, action taken, and a related policy reference.
• Issues can be marked as resolved once addressed.

Store compensation and benefits information securely. This data is only visible to HR staff with editor or owner roles.

• Open a personnel record → Pay & Benefits tab.
• Enter pay type (salary / hourly / commission / piece-rate), rate, and frequency.
• Check applicable benefits: health, dental, vision, life insurance, 401k.
• For 401k, enter the employer match percentage.
• Enter PTO and sick leave days per year.
• Set an effective date to record when compensation changes took effect.

Every organization has unique data needs. Custom fields let you extend each personnel record with org-specific information.

• Organization owners can define up to 5 custom field names in Settings → Custom Fields.
• Name each field descriptively — for example: "Employee ID", "Uniform Size", "Security Clearance Level".
• Once named, these fields appear on every personnel record under the Custom Fields tab.
• Custom fields support text, number, date, select (dropdown), and textarea input types.

Export your personnel data for use in payroll systems, audits, or compliance reports.

Manage your organization's profile, team access, and custom configuration from the Settings page.

• Organization name can be changed by the owner at any time.
• Invite members via Settings → Invite a Member.
• Set role: Editor (can add/edit/delete records) or Viewer (read-only access to basic info).
• Remove members or change their role at any time — changes take effect immediately.
• Custom field names are managed in Settings → Custom Fields.

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