Employee records with statutory details
One record holds each employee's position, PAN, Aadhaar, UAN, PF and ESIC numbers, family and nominees, education, past jobs, background checks and bank accounts. The stage (probation, confirmed, notice, separated) moves by itself, and every change is kept with its date.
PLANSEvery plan
The problem it solves
- Statutory numbers sit in one spreadsheet, nominees in a file and bank details in an email, and nobody knows which copy is right.
- Nobody notices when someone's probation is over or when a person enters their notice period.
- A promotion or a change of manager is made on the record and the old value is gone.
- PF nominations and emergency contacts are missing when they are needed.
How it works
- Add the employee under Employees > Employees > Employees: name, department, designation, manager and work location. On the Employment tab, add the staff category, employment type, grade and Date of Joining. People hired through recruitment arrive from the accepted offer instead.
- On saving, the system gives the next Employee Code and makes the person record. The stage becomes Probation, with Probation Ends worked out from your rule. With no probation in the rule, the person is confirmed from the joining date.
- Open the Person to add PAN, Aadhaar, UAN, PF and ESIC numbers, passport, family and nominees, education, previous jobs, background checks and bank accounts.
- The stage moves by itself. Confirmed comes with the approved confirmation or Confirm Now, Notice Period with an approved separation, and Separated when the person is relieved.
- Every change of department, designation, manager, grade and other key fields goes to History. Each line has the date, the old and new value and the reason.
Everything it does
The employee record (the position in one Entity)
- Employee Code, Person, staff category, employment type, grade, designation, department, manager, work location
- Attendance Mode: punch (device, phone or web), exempt (present unless on leave), part-time by hours or part-time by days. Empty takes it from the staff category, then the employment type
- Dates: Date of Joining, Probation Ends, Confirmed On, Resigned On, Last Working Day, Separated On
- Separation Reason: resignation, termination, retirement, absconding, death, end of contract, transfer within the group
- Filters On Probation and Serving Notice in the employee list
The person record (shared by the group)
- Date of birth, gender, blood group, religion, marital status, personal email and mobile
- PAN, Aadhaar, UAN, PF Member ID, ESIC IP Number, passport, Group Service Since
- Family and dependents: relation, date of birth, occupation, phone, Dependent, Emergency Contact
- Nominees for PF, pension (EPS), gratuity and others, with Share % and a guardian for a minor
- Education with the board or university, year of passing, score and certificates
- Previous employment with dates, designation, last monthly salary, reason for leaving, a reference and the relieving letters
- Background verification: identity, address, education, previous employment, criminal or police, reference, medical; agency, date, result and reports
- Bank accounts with IFSC, a primary account and Salary Split % to pay into more than one
Employee codes
- EMP and five digits to start with (EMP00001), one series across every Entity of the group
- A code you type yourself is kept, so the codes of your old system can stay
- A different prefix or length is set by SmartMy support
Stages and history
- Probation, Confirmed, Notice Period, Separated, worked out from the dates
- Probation months and notice days come from your Probation & Notice rule, else the staff category, else the employment type. They are 6 months and 30 days to start with
- History types: joining, transfer, promotion, designation, department, location, manager, grade, category or type, stage, correction
- A change typed directly on the record is also written to History, dated today
- Rules can differ by stage, for example a leave policy for staff on probation
Privacy
- Statutory numbers and personal details are tracked: who changed them and when
- An HR role can hide personal details, statutory numbers and bank, documents or disciplinary cases (Growth)
Who uses it
HR UserAdds employees, keeps their person records and checks the stages.
HR ManagerSets up staff categories, employment types, grades and the probation and notice rules.
EmployeeSees their own record.
Payroll OfficerReads the statutory numbers and bank accounts for payroll, without changing the record.
Where you use it
- Web: Employees > Employees > Employees (Employment tab) and Employees > Organisation > People (Group)
- Web: Employees > My Profile for the employee
- The SmartMy HRMS app: the Menu shows each employee their own records. Each sits in its area (Payroll, Leave, Expenses and the others) (built and in testing, not in the app stores yet)
- Not on a separate portal: employees sign in to the same system and see only their own menus
What you control
Settings
- Employee code: EMP plus five digits to start with
- Probation & Notice rule: Probation (months) 6, Max Probation Extensions 1, Extension (months) 3, Notice During Probation 15 days, Notice After Confirmation 30 days
- Employment type: Probation (months) 6 and Notice Period (days) 30 to start with
- Financial Year Starts In: April to start with
Questions
Can we keep our current employee codes?
Yes. Type the code when you add the employee, or put it in the Employees sheet of the go-live import. A code you type is kept as it is.Do we see full Aadhaar numbers?
No. Keep the full copy on the document if your process needs it.Who changes the stage to confirmed?
The system does, on the day the confirmation is approved or when HR clicks Confirm Now. The notice period and separation follow from the approved separation and the last working day.Can the joining date be in the past?
Yes. Probation, leave credits and service count from the joining date. HR can create attendance for past days without punches, with a reason.Can we see what a person's designation was last year?
Yes. History on the Employment tab lists every change with its date, the old and new value and the reason.Related features
EMPLOYEES AND ORGANISATIONDepartments, grades, locations and policies by scopeModel the organisation as it is: departments with sub-departments, designations, grades, employment types, staff categories and work locations. Every HR rule says who it applies to, from the whole Entity down to one employee, and the most specific rule wins.EMPLOYEES AND ORGANISATIONTransfers, promotions and group companiesRun several Entities of your group in one account. A person who works for more than one keeps one identity, with their PAN, UAN and group service. Promotions and transfers take effect on a date, go through approval and stay in the history. A move to a sister Entity keeps the UAN and the years of service.LETTERS, CARDS, DOCUMENTS, ASSETSEmployee documents, letters and ID cardsKeep each employee's documents with scans and a reminder 30 days before one expires, and track the original certificates you hold and lend back. Issue letters from templates with a QR code anyone can check, and print ID cards with a re-issue charge taken through payroll.JOINING AND PROBATIONProbation, confirmation and new joiner check-insA probation review opens for the manager 30 days before probation ends, with attendance during probation already filled in. HR approves confirmation, an extension up to your policy limit or no confirmation, and the letter goes out. Short check-ins at 30, 60 and 90 days show who is unhappy before they leave.LINKS AND PLATFORMGo-live import from ExcelBring your employees, their PAN, UAN and bank accounts, opening leave balances and this month's attendance in from one Excel workbook. Starting mid-year, add the months already paid, open loans and the assets people hold, so tax and payroll are right from the first run.ROLES AND ACCESSWho sees what: employees, managers and HR officersEach employee sees only their own records and each manager sees everyone below them. HR staff get roles per Entity, limited to some departments or locations if you wish. A role can also hide parts of the record, such as bank details.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.