Onboarding starts before the invitation
Prepare the record as a draft first, then activate the employee once their team, employment details and account are ready.
Why employee records become fragmented
One change should not have to be repeated across every workflow
A new starter, team change, expiring document or departure affects more than one list. When employee details, documents and daily workflows sit apart, HR spends time searching, re-entering and checking information. WorkVine connects each employee record with the work around it, with access determined by users’ roles and the employees assigned to them.
One employee record connects everyday work
Keep scheduling, leave, sick leave, documents, tasks and development connected to the same employee record.
Not everyone should see the same information
Give each user the features and access to employees they need for their role.
1. Onboarding
Prepare the employee record before granting access
Add one employee or several new starters in the same step. WorkVine creates draft records and reserves their employee numbers; no welcome email is sent at this point.
When someone joins through WorkVine Recruitment, hiring them creates a draft record with their candidate data and documents. HR reviews the handover before activating the account.
2. Employee record
Keep personal details, employment information and team assignments together
Use the General, Contact, Employment and Account sections to record the employee’s team, job title, manager, employee number and account status in the right place.
Search for employees by name and filter the overview by team or status. HR can quickly find the right record and see who is in Draft, Invited, Active or Archived status.
3. Activation and invitation
Invite the employee only when their record is ready
Assign a team, complete the required profile and employment details, and then activate the account. Next, set the appropriate access role: Administrator, Manager, Team Assistant or Employee.
You then choose when to send the welcome email with its password setup link. Employees receive access to the Employee App; users with additional management permissions can also work in Office.
After onboarding, you can set up an induction plan with clear tasks for the manager and actions for the employee.
4. Employee App
Let employees review and complete their own profile details
During first use, WorkVine can ask employees to review their name, form of address and birth details, and complete their address, telephone number and other contact information.
Employees can also add an emergency contact and upload and crop a profile photo. Employees can update only their own profile details. The colleague directory does not give them access to HR records or permission to edit them.
5. Day-to-day follow-up
Turn the employee record into a starting point for everyday work
The employee record brings personal and organizational information together with the work pattern and relevant follow-up. Depending on the active modules and permissions, users can see contact moments, employee actions, tasks, leave, sick leave and recent hours.
Projects, conversations, legal HR documents, company assets and other employee documents are also accessible from the employee record. Open an item to continue working in the relevant module.
6. Documents and qualifications
Keep evidence and qualifications with the right employee
Record official evidence such as an identity document, driver’s license, certificate of conduct, diploma or professional certificate. WorkVine shows the fields configured for that document type, such as registration number, issuer and expiry date.
Expired evidence is clearly marked. When a document type is linked to a qualification, WorkVine recalculates its status as Active, Missing or Expired. Official evidence remains distinct from legal HR documents such as employment agreements.
7. Access and offboarding
Control who can view and work with each employee record
Administrators can work across the organization when granted that access. Managers and team assistants can work only with their assigned teams and employees, using the features and actions their role permits. Employees access their own information in the Employee App.
When someone leaves, HR archives the account. This keeps the active organization clear, while the employee overview can be filtered by status.
What changes
One employee record, tailored to each user’s role
HR, managers and employees use up-to-date employee information, with access to the details and actions appropriate to their role.
For HR
Prepare onboarding in a controlled workflow, keep the active organization clear, and use one employee record as the basis for data and follow-up.
For managers
Work with your assigned teams and employees, using the information and actions you need for your responsibilities.
For employees
Activate your account, review your own profile details, and use your personal WorkVine workflows in the Employee App.
Is this a fit for your organization?
For organizations that need employee data to do more than sit in a digital folder
WorkVine employee records software is designed for organizations that want to manage onboarding, access, documents and day-to-day follow-up from the same employee record.
- New starters need to be set up and reviewed before they receive access.
- HR manages multiple teams, job roles and account statuses.
- Managers should only have access to the teams and employees assigned to them.
- Official evidence and qualifications require clear expiry dates and status information.
- Employees need to be able to review and complete their own profile details.
- Scheduling, leave, sick leave, tasks and development need to remain connected to the same employee.
Capabilities
Digital employee records from onboarding to offboarding
Compare your employee journey step by step: from a draft record and access setup to evidence, connected workflows and archiving.
Onboarding and account
- Create one or more draft employee records
- Set up team, employment details, status and access role
- Choose when to send the welcome invitation
Personal details and employment information
- Record personal, contact and employment details
- Connect team, job title, manager and employee number
- Let employees complete selected profile details in the Employee App
Documents and evidence
- Record official documents with their configured registration fields
- Track the expiry and status of linked qualifications
- Keep legal HR documents distinct from official evidence
Workflows and offboarding
- Open scheduling, hours, leave and sick leave from the employee record
- Connect tasks, projects, conversations and development
- Archive leavers and find them by status
Frequently asked questions
Frequently asked questions about digital employee records
Clear answers about onboarding, activation, self-service, documents, access permissions and offboarding.
What does employee records software do?
Employee records software keeps each employee’s personal details, employment information, access permissions and documents together. Depending on the active modules and permissions, WorkVine connects that record with scheduling, leave, sick leave, tasks, projects, conversations and development.
Can I add several employees at once?
Yes. You can add one employee or several new starters in the same step. WorkVine creates draft records first, so HR can review and complete them before activation.
Can a candidate move from Recruitment into an employee record?
Yes. When a candidate is hired through WorkVine Recruitment, WorkVine creates a draft record with the candidate’s data and documents. HR reviews the record before activating the account.
What happens when an employee account is activated?
HR first completes the required profile and employment details and assigns a team. After activation, HR sets the appropriate access role and chooses when to send the welcome email with its password setup link.
Which profile details can employees review and complete themselves?
In the Employee App, employees can review their name, form of address and birth details, and complete their address, telephone number, other contact information, emergency contact and profile photo.
Can a manager see every employee record?
Not automatically. Their role determines which features they can use. Their assigned access determines which employees a manager or team assistant can view and work with.
How are official documents and qualifications connected?
Official evidence can include an expiry date and other configured information. When the document type is linked to a qualification, WorkVine recalculates that qualification as Active, Missing or Expired.
What happens to the account during offboarding?
HR can archive the account when someone leaves. This removes the employee from the active organization, while the employee overview can be filtered by status.
Where work, people and growth come together
Bring one employee journey to your WorkVine demo
Choose a familiar situation: a new starter, a change in access or an employee leaving. We will show how the profile, access, documents and connected workflows come together around the same employee record.