HR Hero · Employee records
Employee records with one profile for every person
HR Hero keeps each employee's profile, contracts, documents and manager in one record. The same record makes someone a driver in Fleet Hero and gives them a login to Office Hero Connect, and its most sensitive fields are encrypted with your company's key.
Part of HR Hero Essentials, from €2.90 per employee per month, excluding VAT.
01How it works
What an employee record holds
Profile
A profile page for each employee
Each person's page shows their hire date, department, work country, manager, status and personal details, with quick e-mail and call actions. Their contracts and documents sit on tabs of the same page.
- Statuses: active, on leave, terminated and retired
- Full-time, part-time, contract and intern employment
Contracts
A contract history with every term
Record each contract with its type, salary and salary period, currency, dates and weekly hours, plus probation, notice period and collective agreement. Adding a new contract ends the open one on the day before it starts.
- Indefinite, fixed-term, apprenticeship and project contracts
- Monthly, annual or hourly salaries
- Salaries visible only to roles allowed to see them
Organisation
Departments, positions and the org chart
Build your department tree with codes, a parent department, a head and a headcount. Positions carry a code, a level and a salary band. The org chart draws the reporting lines, and you can reassign a manager there; HR Hero refuses a change that would make someone report to one of their own reports.
- Positions you switch on and off
- Job titles on the chart
Privacy
Personal data only the right people see
Nine personal fields, from first and last name to national ID and bank account, are encrypted at rest with your company's key; the full name in lists stays readable for search. Roles decide who sees what, and record-level rules can limit a user to certain employees.
- Ready-made roles such as HR Manager, HR Generalist and Employee
- An HR Generalist role without pay, contracts or performance
- Terminations and driver-status changes in the audit log
02Step by step
Adding a new employee
-
Step 1 Create the record
Enter the name, contact details, position, department, manager, hire date and work country.
-
Step 2 Give them a login
In the same form, invite them to Office Hero Connect or set a temporary password.
-
Step 3 Add the contract
Record the contract type, salary, weekly hours, probation and notice.
-
Step 4 Check the org chart
They appear under their manager, and in Fleet Hero if you mark them as a driver.
03Also included
Also part of employee records
Advanced and saved filters
Filter by department, manager, position, hire date, status or employment type, and save it.
Quick list actions
Delete several selected employees at once, or change a person's status from their row.
CSV export
Select rows on lists such as departments, positions or policies and download them as CSV.
Several companies
Switch between your companies without signing out; each keeps its own employees.
Policy handbook
Policies in seven categories, with numbered versions, effective dates and a comparison with the last version.
Leavers on record
End an employment with a date and a reason, and keep the record and its history.
Not yet available for companies in Germany, Austria and France, where the works-council approval step is not finished.
HR documents
Document categories, mandatory documents by country, employment type and position, and each employee's documents on their record.
Files are uploaded in the Office Hero Manager app, coming soon to the app stores.
Signing queue
Sign a waiting document with one click or decline it with a reason; the time and IP address are recorded.
Click-to-sign only, not an advanced or qualified eIDAS signature; requests are sent from the Office Hero Manager app.
Custom fields
Extra fields, such as text, dates or lists, on the employee form, in columns and in filters.
Our team sets up the fields for you; HR Hero has no editor for them.
Documents and signatures today
In the web app you set up document categories and rules, see each employee's documents and sign what is waiting for you. Uploading files, requesting signatures and collecting policy acknowledgements happen in the Office Hero Manager app, which is in testing.
05Questions
Questions about employee records
Not answered here? Write to [email protected]. A person from our team in Skopje replies, Monday to Friday, 09:00–17:00 CET.
Who can see salaries and personal details?
Only people whose role allows it. Contracts and salaries need their own permission, and record-level rules can limit a user to certain employees.
What happens when an employee leaves?
You end the employment with an effective date and a reason. HR Hero writes it to the audit log, removes the person's Office Hero Connect access and withdraws pending invitations. The record and its history stay. For companies in Germany, Austria and France, this is not yet possible, because the works-council approval step is not finished.
Can we import our current employee list?
HR Hero has no self-service import: employees are added one by one, each with an optional login. For a long list, ask us to move the data as custom work.
What kind of electronic signature does HR Hero use?
A simple one: the person clicks to sign, and the time and IP address are recorded with the document. It is not an advanced or qualified signature under eIDAS, so use a qualified provider for documents that need one.
Can employees update their own details?
Partly. In Office Hero Connect, employees change their account's name, phone number, language and time zone, and add or change the bank account for their salary after entering their password again. HR keeps the rest of the record up to date in HR Hero.
Which package includes employee records?
Employee records, the org chart and HR documents are in HR Hero Essentials, from €2.90 per employee per month excluding VAT, and in HR Hero Professional.
See employee records in HR Hero
Book a demo to see the directory, a profile and the org chart.