Employee directory, org chart and document records

Employee directory

Each person has a record with name, email, phone, status, department and position. The record is the one place to look when you need to know who someone is and where they sit.

Status matters beyond the directory: the payroll run covers the active employees who have a salary set. Employee data is personal data, so give access only to the people who need it.

Departments and positions

Departments and positions are managed as lists. A default catalogue is there to start from, and you can adjust it to your own structure by adding, renaming or removing entries.

Keeping the lists tidy pays off later: they are what every employee record, and the org chart, refer to.

Org chart

The org chart presents the company structure alongside the employee records, so the structure is visible at a glance. It is a view of what you have entered, so it is only as current as the directory behind it.

Document records

A document is registered against an employee with its type, a link to the file and an expiry date. You can sort by expiry date to see what needs renewing first.

The files stay where you keep them. 4softhr stores the record, not the file, so there is nothing to upload and nothing to migrate.

Roles and permissions

What a user can see and do depends on the permissions given to them. Approving leave, for example, is limited to authorised users. Review who holds which permission when people join or change role.

Import and export

• Import: employees can be loaded from a CSV or XLSX file through the API. Only name, email, phone, external id and status are imported.
• The panel shows the history of imports. The upload itself goes through the API.
• Export: tables can be downloaded as CSV, XML or PDF, for example to hand to an accountant.

What it does not do

• It does not import contracts, documents, history or leave balances.
• It does not upload or store document files, generate documents or sign contracts.
• It has no ready-made connector to other HR tools.

Frequently asked questions