HR - Records

Within Chronicle, you can define various types of records and the details of those records. These can then be applied to employee's to help you track them by importance or current status.

Along with tracking these data records, notifications are provided to make you aware when something might be no longer valid or needs refreshing such as training.

To create 'Record Types' and their relevant 'Record Detail' you'd first need to access the settings via the cog in the top-right corner. Then, 'HR Records' on the left-hand side.

You'd need to begin by creating the 'Record Types' - Access this using the 'Record Type' option within 'HR Records'.

The record type would be what that record/document relates to - For example, this can be 'Skills', 'Training', 'Certificates', 'Medical'.

The creation process is as simple as defining a name of this record type.

From there, you can define the type in further detail. You'd do this via the 'Record Details' by selecting this option on the left-hand side.

By selecting the green + button, you'll have an interface where you'll 'Record Type' which you had just created and the specific document that this may be

In the example below, the 'Safety Equipment' type has been selected and the details has been entered as 'Steel Toecap Boots' - This would be the type of item/document that relates to the type selected.

Now that the types and details have been created, you'd need to apply this to the employee(s) on an individual basis, or in bulk.

Allocating the HR Records to the employee(s).

This can be allocated on an individual basis via the employee record which can be access via the 'Live Data' or 'Attendance' screens by double-clicking on an employees name. Alternatively, you can do this via 'Employees' then 'Employees' within the settings of your environment. 

Once you have accessed the relevant employee record, navigate to the 'Records' tab.

To apply a new record to the employee, simply select the green + button, which brings up the below interface: 

Record Detail - This is where you'd define which record detail it is that you're adding to the employee - In this example it is 'Safety Equipment' (Type), 'Steel Toecap Boots' (Detail).

Provider - This can be the provider of this type/detail - For example 'Chronicle Computing' could be the provider of the safety equipment.

Start Date - This would be when this record begins, it could be the date of when training was completed, when the equipment was provided, date of appraisal.

End Date - This would be when the record expires or needs to be recomplete - For example when the training expires and needs to be re-taken.

Cost - Here you can enter any costs that this record might have incurred, such as the price of any equipment, cost of training.

Importance - You can define how important this is, between 'High, Medium, Low, Mandatory'. You can filter to a specific type of importance via the HR records dashboard.

Document - With this, you can attach any document to this record that has been uploaded to the employee record already for example a certificate or a signed appraisal.

Record Label - This is where you can use any created 'Record Labels' to further define this record.

Recurring - This is where you'd define if this is reoccurs at all, from 'No, Weekly, Monthly or Yearly'.

Completed - If adding this at a later date, you can define this as already completed if necessary.

Notes - Here you can add any additional notes onto the record, such as who performed the training/appraisal.

Records can also be added to multiple employees at once, however not in as much detail as doing this individually. This can be done via the 'Bulk Editor' found within the 'Toolbox' drop-down along the top. 

Within the bulk editor, simply select all of the employees that are required to have this added then navigate below the table of employees. On the right-hand side, you'll see the below option to define details of the record. Once complete, select the 'Create' button.

HR Records Dashboard

This is where you'll be able to view all of the records that are applied to employees and filter to specific date(s), types, importance and status'.

To access this, simply hover over the 'HR' option along the top and select 'Records'.

On the left-hand side, you'll be able to filter what is displayed down to:

• Tag: A specific team or department.
• Employee: A specific employee.
• Start/End Date: Records between a certain period of time.
• Record Type: A specific record type.
• Importance: High, Medium, Low, Mandatory, All
• Status: Valid, Expiring, Expired

The records are colour coded using a Legend.

• Green – Valid

• Amber – Expiring in 60 days

• Red Expiring in 30 Days

• Red Triangle - Expired