HRIS and employee records
Employee records and profiles
Autessa Homebase includes employee records: one HR record per person that every other part of the HRIS reads from. Colleagues see the directory side (name, title, team, manager and work contact), while personal details, pay, reviews and HR notes stay with the person and HR.
- One record per person, shared by time off, reviews, onboarding and pay
- Personal and emergency details visible only to the person and HR
- Panels from every module on the profile, shown only when the viewer may see them
- Status that moves on its own: Joining soon, Active, Leaving, Left
The problem
People data scattered across spreadsheets goes stale
When titles live in one sheet, managers in another and emergency contacts in an inbox, nobody trusts any of them. Every new tool asks HR to type the same person again. Homebase keeps a single employee record, so the org chart, time off, reviews and onboarding all agree because they all read the same place.
How it works
How employee records and profiles works in Homebase
HR adds the person
Add a person (or import a spreadsheet) creates the record with their job, dates and manager. If the start date is ahead, they show as Joining soon and become Active on the day.
The person completes their profile
On My profile they add a preferred name, pronouns, a photo, a short bio, skills, phone and time zone, and their personal and emergency details unless HR has turned self-editing off.
Colleagues find them
The directory and org chart show the public side of the record. Opening a profile shows their manager chain, reports, teams and anything else that viewer is allowed to see.
Modules add their panels
Time off, performance, documents, onboarding, compensation and app access each add a panel to the profile. A panel with nothing for the viewer simply does not appear.
HR keeps the job facts
Title, level, department, manager and location change only through Change job, with a date, so every change is kept in the person’s job history.
Options and settings
Every option, in plain words
| Option | What it does |
|---|---|
| Status | Joining soon, Active, On leave, Leaving or Left. Joining soon and Leaving move on their own on the start or last day. |
| Person type | Employee, contractor, or member (an Autessa user who is not staff). |
| Employment type | Full time, part time, intern or temporary for employees; contractor (direct) or contractor (agency) for contractors. |
| Employee number | An optional ID, for example the one from your payroll provider. |
| Public profile | Preferred name, pronouns, photo, bio, skills, work phone and time zone, edited by the person. |
| Personal details | Personal email and phone, home address, birthday and emergency contact. Private to the person and HR. |
| HR notes | Notes on the record that only HR can read. |
| Eligible for rehire | Recorded when employment ends, and shown if the person comes back. |
| People update their own personal details | A privacy switch in Settings. Off means only HR edits personal and emergency details. |
Permissions
Who can do what
✦ AI assist
How the assistant helps
Open a profile and ask the assistant “Who reports to this person?” or “Summarize this person’s goals and reviews”. It answers from what you are allowed to see, nothing more.
It acts with your own access, and anything important waits for you to press Confirm.
About the HR assistant →Connected
How it connects to the rest of Homebase
Effective-dated job changes →
Every change to the job facts on a record is dated and kept in job history.
Custom fields →
Add your own fields to the record, each with its own visibility.
Employee documents →
Offer letters, contracts and IDs live on the same record.
Roles and privacy →
The server decides what each viewer sees on every record.
FAQ
Questions about employee records and profiles
What is an employee record in an HRIS?
It is the single place a company keeps everything about one person’s employment. In Autessa Homebase it holds their profile, job, dates, manager, personal details and history, and every module reads from it.
Can colleagues see my home address or birthday?
No. Personal and emergency details are private to you and HR. Colleagues see only the directory side: name, title, team, manager and work contact details.
Can employees edit their own records?
Yes, within limits. Everyone edits their preferred name, pronouns, photo, bio, skills, phone and time zone, and their personal details unless HR turns that off. Job facts are kept by HR.
What happens to a record when someone leaves?
Nothing is deleted. The person shows as Leaving until their last day, then Left, and their record and history stay in HR. Rehire brings them back.
Can I track contractors in Homebase?
Yes. Contractors have their own record type with direct or agency contracts, an agency name and a contract end date, and HR is reminded 30, 14, 7 and 1 days before the contract ends.
100% customizable, code and all
Make Autessa Homebase fully your own.
Use it out of the box, then change anything. Ask Autobot, Autessa’s AI builder, for a new field, screen, report, workflow or agent and it builds it into your copy of the app. Or open the code and edit it yourself. Nothing is locked: the app, its data and its code are yours.
Start free and make it yours