---
title: HR Records — your whole team in one place
description: A friendly starter guide to TSync HR Records — keep employee files with contracts, documents and ID details, draw an org chart, write job descriptions, track training, run onboarding and offboarding checklists, manage leave, handle GDPR consent and data requests, watch document expiries, and see your team at a glance. Plain language, no HR background needed.
product: TSync Intelligence 11.3.6
language: en
canonical: https://docs.tsync.pro/modules/tsync-hr-profile/
source: https://docs.tsync.pro/llms.txt
---

# HR Records 👥

**TSync HR Records is the home for everything about your people** — who they are, their contract, their documents, who they report to, their training, their time off. One tidy place instead of scattered folders and spreadsheets.

It's also the foundation for **[HR Payroll](../tsync-hr-payroll/)** — the employees you keep here are the ones payroll pays.

Everything lives under one sidebar menu: **HR Profile**. Open it and you'll see the dashboard, your people, and all the tools below.

## What would you like to do?

### 🏠 Open the dashboard

**HR Profile → HR Dashboard** is your landing screen. It shows the headline numbers — total and active employees, who's onboarding, who's on leave today, how many departments you run — plus three "needs attention" cards: ID documents, contracts and other documents expiring soon, and pending leave requests. A small chart breaks down active headcount by department, and a recent-activity feed shows the latest changes.

### 👤 Keep an employee file

Open **HR Profile → Employees** to see your people. Filter by status or department, search by name, and click anyone to open their full file. Use **New employee** to add someone.

The employee form is organised into clear tabs so you only fill what you need:

- **Personal data** — name, gender, date of birth, nationality.
- **Address & Contact** — home address, phones, email, and an emergency contact.
- **Identification** — national ID (CNP for Romania, IDNP for Moldova) and the ID document itself (type, series, number, who issued it, issue and **expiry** dates). The national ID is stored encrypted; you'll only see the full number if your role allows it, otherwise it's masked.
- **Banking** — bank name and IBAN, used by payroll.
- **Manager / Department** — which department and position the person belongs to, who their manager is, and the staff user account they're linked to (for self-service). When your company uses the **Branch / Operational-Units** layer, you can also set the employee's **branch** here (the list shows only your company's branches; a new employee defaults to the company's main branch).
- **Employment status** — active, onboarding, suspended, offboarded or archived, plus hire date and, if they leave, termination date and reason.

The employee's page also gathers their **contracts**, **documents**, **leaves** and (if you may see it) their **audit log** in one view, with buttons to add each.

### 📄 Add contracts

On an employee file, use **New contract** to record an employment contract — number, type, start and end dates, probation end, gross salary, pay periodicity and weekly hours/days. You can edit or delete a contract from the same file. A contract with an end date inside 60 days shows up on the dashboard so you can renew it in time.

### 📎 Store documents (with expiry)

Open **Documents** on an employee (or the **Open documents** button on their file) to upload files — PDFs, images, Word and Excel documents. Give each a type, title, issuer, and optional **issue and expiry dates**. You can download a document or delete it. Anything with an expiry date feeds the expiry watch and the dashboard alerts.

### 🌴 Manage leave

**HR Profile → Leaves** lists every leave request (holiday, sick, etc.). Filter by status or employee, and use **New leave request** to add one against the right person, with a leave type and a date range. People who may approve will see **Approve** and **Reject** buttons; the team's availability is then clear and accurate.

### 🏢 Organise into departments and positions

**HR Profile → Departments** and **HR Profile → Positions** let you set up your structure — departments (with an optional parent department for a hierarchy) and positions (job titles, with salary grade). Assign people to them on the employee file. This is what powers the org chart and your headcount reports. A department or position that's still in use can't be deleted, so you won't break existing files by mistake.

> **Two different "departments".** These are **HR org-chart** departments — the structure your people belong to.
> They are *not* the **Support departments** used to route tickets (**Setup → Support → Departments**). Keeping
> them separate is deliberate: your support queues rarely match your org chart, and a page in HR Profile now says
> so on the spot.

### 🌳 See the org chart

**HR Profile → Organizational chart** draws your structure automatically from your departments and their parent departments — and now names the **manager** assigned to each department (you choose that manager on the department itself), with the headcount on each. So the chart reflects the real reporting lines — who leads each team, not just the boxes — and any department with no manager is flagged so you can fill the gap. Great for onboarding a new hire, or for explaining the company to someone new.

### 📋 Write job descriptions

**HR Profile → Job descriptions** keeps a library of role definitions — summary, responsibilities and requirements — linked to a position and grouped by a job-description group. New role? Reuse a description instead of starting from a blank page.

### 👨‍👩‍👧 Record dependants ("dependent persons")

**Dependants** (also called *dependent persons* — RO *persoane în întreținere*) are the people an employee
financially supports: children, a spouse/partner, or others. On an employee's file you list each one with their
**name, relation, birth date, ID number, a beneficiary flag, phone and notes**.

**What it's for:** it's HR record-keeping, and — importantly — it feeds **payroll**: the number of dependants
affects the employee's **personal deduction / tax exemption** (so the right deduction is applied on the payslip).

**The "HR dependent persons" permission.** In the role permission matrix you may see an **HR dependent persons**
feature with the usual View / Create / Edit / Delete boxes — that's who is allowed to see and manage these
dependant records. (Modern TSync HR also gates the Dependants tab behind the HR Records **Manage** right; the
"HR dependent persons" row is the underlying employee-dependents permission, and a [workflow automation](tsync-automations.md)
can approve/reject/delete a dependant.) Grant it to whoever maintains employee files and payroll.

### 🎓 Track training

**HR Profile → Training** is your record of courses and sessions — title, type, dates, provider, location, cost and status. Open a training to add **participants** and record each person's result, **score, merit points** and completion date. The merit points let you track the qualification or credit each person earned from a course, so you can reward it and plan development from real records. Handy for compliance and for planning who needs what next.

### 🚀 Onboarding and 👋 offboarding (Layoff)

When someone joins, **HR Profile → Onboarding** runs a checklist of tasks (paperwork, accounts, equipment) you tick off so nothing is forgotten — you can start it from an onboarding template so every joiner gets the same clean process. When someone leaves, **HR Profile → Layoff** does the same in reverse, from a layoff checklist, with a leaving date and reason. Open either one to see and tick its task list.

### ⏰ Never miss a document expiry

**HR Profile → Expiring documents** shows IDs, permits and contracts about to run out, within a number of days you choose, so you can renew them before they lapse. A daily background check also notifies admins when documents are coming up for expiry — no nasty surprises.

### 📊 See your team at a glance

**HR Profile → HR Dashboard** (the analytics view) shows the shape of your workforce on one screen — headcount, staff by department, by job/position, by age group and by seniority, hires by month, and this month's birthdays. **HR Profile → HR Reports** lets you pull the lists you need: laying off staff, qualifications by department, changes in staff by seniority, and changes in staff by month.

There's also a **Personnel movements** report in **[TSync Reports](../reports.md)** (under the HR category) — one line per employee with their code, name, department, **workplace**, **hire date, termination (exit) date, seniority and status**. It's the easy way to see who joined and who left over a period, together with where each person sits now, and to export the whole picture to Excel, CSV or PDF.

### 📣 Share company policy

**HR Profile → Company policy & Q&A** keeps your internal rules and a simple question-and-answer list in one place, organised by category, so everyone knows where to find the rules and the answers. You choose what's published.

### ⚙️ Set up your lists (HR Settings)

**HR Profile → HR Settings** is where you maintain the reusable lists the rest of the module uses — **contract types**, **salary types**, **allowance types**, **training types**, **job-description groups** and your **workplaces** (the sites or locations where people actually work, each with an address and city). Set these once and they appear as ready choices everywhere — you pick a person's **workplace** on their employee file, and it then shows up in the personnel-movements report. (Job **positions** — the job titles with their salary grade — are kept separately under **HR Profile → Positions**.)

## Privacy & GDPR

HR data is personal, so the module has privacy built in:

- **GDPR consent** — on an employee's file you can record what they've consented to (payroll processing, recruitment archiving, emergency contact, internal marketing, photo use, background checks), with the consent text and version. Every consent and withdrawal is timestamped and kept in a history.
- **Export DSAR** — produce a complete download of everything on file for a person (a Data Subject Access Request under GDPR Article 15), as a single file.
- **Right to be forgotten** — anonymize a person's record: personal details are replaced with a redaction marker, uploaded files are deleted, and the record is archived. This is a confirmed, one-way action, and only the right role can do it.
- **Audit log** — **HR Profile → Audit log** records who viewed or changed what, and when. Filter by employee, event or date range. Visible only to roles allowed to see it.

## Good to know

- HR Records is built so a record is **never lost in a migration** — when you move to TSync, the rich staff fields (passport, visa, marital status, bank, statutory details) come across as they were, never invented.
- People can be linked to a staff user account so they can see **their own profile** (self-service) without seeing everyone else's.
- It's available in **English, Romanian and Russian**, so your team reads it in their language.
- Keeping employees and contracts current here is what keeps **[Payroll](../tsync-hr-payroll/)** correct.

## Who can do what

Access is controlled by role — who can **view own profile**, **view other employees**, **see the plaintext national ID**, **create/edit/delete employees**, **upload/delete documents**, **approve leave**, **export DSAR**, **anonymize**, and **view the audit log**. Give each person only what their role needs.

## Where to go next

- 💸 Pay your team → [HR Payroll guide](../tsync-hr-payroll/)
- 🏠 Lost? Head back to [Getting started with TSync](../index.md)