Personal Records

These records are located on the staff member’s profile page and can automatically expire after a certain period of time. When created, the manager is presented with a template they can customise and adjust for the staff member or incident concerned.

Creating Personal Record Templates

You can create and edit the record templates under System > Documents & Forms > Personal Record Templates.

You’ll be asked to provide a Title, Category and Department, along with the Active Duration. The active duration automatically moves items from the Active Records box to the Archived Records box after the active duration has expired. You can also set a Folder in My Documents that this will be filed under.

So when would you need to use a personal record template? Personal Records can be really helpful for keeping a record of 1-1 meetings with staff or disciplinaries. Using a disciplinary as an example, you might create a template called Verbal Warning under the category Disciplinary (where we will place all Disciplinary related records) and set it to have an active duration of 6 months because that is the length of time the staff member will have their conduct under review. If the issue is resolved then this record will be archived. If the issue has escalated, this record will still be archived but you might create an escalated personnel record, called Written Warning.

Access to Personnel records

Once you have set your details, you must set what level of staff has permission to view this record and also who can add records to a staff member’s profile. Make sure that if you have allowed personnel to add records, they also have permission to view the record. Otherwise they won’t be able to view the records they are meant to be adding to a staff member’s profile.

Template Content

You then have a text box where you can leave written guidance for managers reviewing the personnel record. The guidance is displayed above the template content when a manager is completing the record on a staff member’s profile.

The actual text is the template they will see and can edit. This can include dynamic content.

Within the template text box, you can add dynamic content tags such as [date] and [recipient] to merge some of the relevant details automatically. A full list of the available options is displayed just below the text box.

Requesting a Signature

If you want the staff member to sign to acknowledge the record, you must include the tag [recipient signature] within the text.

The system will recognise this and automatically email the staff member to inform them that a signature has been requested. It will also display on their dashboard.

Assigning a Record to a Staff Member

Under a staff member’s profile, use the Actions menu to find Documents > Add Personal Record.

You will be shown a list of the record types you can assign (The record types you have created.):

When you select one then will be shown the template text that you can update or expand before adding to the staff member’s record.

Completed records will be displayed on the Personal Records tab of the staff member’s profile.

Non-attendance Record

With this update, there is now a recorded entry of the number of shifts not attended, easily accessed on a staff member’s profile under Shifts > Shift Stats, which will remain as part of Shift history. This will come up as Unauthorised Absences.

You can view the details of the missed shifts and can add a note about absence if there is any relevant information about the absence. If a valid explanation is given for the unexplained shift absence and changed to sickness it will be removed automatically from the record.