Employees · Human Resources
One person, opened: the contract and its dates, the documents, the skills and their expiry, the equipment signed for, and the tabs that read in from the apps beside it: the weeks planned, the hours logged, the leave taken, the expenses claimed, the payslips issued.
Everyone, with their role, team, manager and site. Filter by contract type, by skill, by the certificate that expires this quarter.
Everyone, with their role, team, manager and site. Filter by contract type, by skill, by the certificate that expires this quarter.
What the file holds, who may read each field and what the first week's checklist contains are yours to set.
Planning reads the hours in the contract and the skills. Timesheets reads the rate. Expenses reads the approver. Time Off reads the entitlement. Payroll reads the contract, the hours, the leave and the expenses. None of them holds a copy: they read the file, so a change on the file is a change everywhere on the same day.
The contract, its addenda, the certificates, the signed handover: on the file, as documents generated from it and signed in it, not in a drive folder named after the person.
The van, the laptop, the keys, the phone: each a record with a serial, a handover signed by the person, and a return date the offboarding checklist fills.
A skill is a line on the file; a certificate is the document behind it with an expiry date. Ninety days before, the person and their manager hear once.
A checklist per role, started by the signed contract or the notice, with a task for the manager, for IT, for the person, and a date on each.
One person, read five ways
Planning reads the hours in the contract and the skills. Timesheets reads the rate. Expenses reads the approver. Time Off reads the entitlement. Payroll reads the contract, the hours, the leave and the expenses. None of them holds a copy: they read the file, so a change on the file is a change everywhere on the same day.
What adapts: what the file holds beyond the contract (a site, a licence, a registration), which skills and certificates matter, what counts as equipment, who approves what, and what the month's hand-off to payroll carries. Two businesses can run Employees and share nothing but the word.
The file carries the sites the person is assigned to, the shift pattern, the keys and the uniform as equipment, the hourly wage class and the safety induction as a certificate that expires. Planning reads the sites and the pattern; the month's hours go to payroll by site.
The file carries the professional registration, the billable rate, the projects the person leads, the software licences as equipment and the permit and modelling skills the project lead searches by. Timesheets reads the rate; the appraisal is where the skills are updated.
The manager sees the contract hours, the skills, the equipment and the leave balance, and not the pay. HR sees everything and is the only role that edits the contract. The person sees their own file, edits their address and their bank account, uploads a sick note, and never sees a colleague's. The accountant sees the pay class and the bank account for the payroll run, and nothing about the appraisal. In Enobase each of those is a permission on a field of the file, so the same record is four different pages for four people, and every read of a private field is on the audit trail.
The contract is signed on Thursday. That is the trigger: the file is created from the contract's fields, the van and the laptop are reserved and the handover is drafted for signature on day one, the accounts are requested from IT with a date, and Monday to Friday of week one are placed on the planner's board beside the person who will show Karim the sites. Each line has an owner and a date, and the checklist is the same one next time, or a different one for an office role.
What the file holds, who may read each field and what the first week's checklist contains are yours to set.
The entitlement is on the file, the balance is read from it, and a day off is on the planner's board the moment it is approved. See Time Off.
Time OffThe candidate who accepts becomes the file, with the role, the start date and the documents already collected during hiring. See Recruitment.
RecruitmentThe appraisal sits on the file, on the cadence the role sets, and the skills it confirms update the matrix the planner reads. See Appraisals.
AppraisalsThe claim reads the approver and the bank account from the file, and the reimbursement joins the month's pay. See Expenses.
ExpensesIt holds the person well. It has never met the week they are planned on, the hours they bill, the van they drive or the claim they filed.
One file per person, with contract and documents
The person the planner puts on a week
The skills the planner searches by
The van and the keys on the file
Who sees which field
Hours, leave and expenses to payroll
Onboarding that reserves the equipment
Time to live
| What you need | A spreadsheet | An HR tool | A suite module | Enobase |
|---|---|---|---|---|
| One file per person, with contract and documents | A row and a folder | Yes | Yes | Yes, with e-signature on the record |
| The person the planner puts on a week | No | Exported | Sometimes, in their planning | Yes, the same record |
| The skills the planner searches by | A column | Yes, for HR | Rarely | Yes, with the certificate and its expiry |
| The van and the keys on the file | No | A laptop, sometimes | Rarely | Yes, any equipment, as records |
| Who sees which field | Everyone or nobody | By role, per section | By role | Yes, field by field, with an audit trail |
| Hours, leave and expenses to payroll | Retyped | Exported, from HR data only | Yes, in their payroll | Yes, read from the same file |
| Onboarding that reserves the equipment | A list | Tasks | Tasks | Yes, and the tasks create the records |
| Time to live | A day | Weeks | Months | One week |
Yes. On its own it is the file, the directory, the org chart, the documents and the checklists. Turn Planning on and the planner reads the file; turn Payroll on and the month reads from it.
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