Employee records, onboarding and leaving

Open Users in your business and choose a person. Their page has tabs; you see the ones your role allows.

• Overview: their details, role and apps. Mail has a lock: every user has a mailbox, and it can't be turned off.
• Profile: date of birth, phone, personal email, home address, pronouns and emergency contact. Only they and the people who keep employee records see it, and it is encrypted where it is stored.
• Employment: job title, department, manager, start date, whether they work as an employee, contractor, freelancer or intern, paid or not, on site, remote, hybrid or in the field, hours, notice period, probation and status.
• Documents: contracts, ID, right to work, visas and certificates. Add one from Drive or your computer, Ask for it so it shows in their Personal app, Mark checked (with your name and the date) and set when it runs out. You and they are reminded 30 and 7 days before a right to work, visa, ID or certificate runs out.
• Onboarding: their checklist (see below).
• Offboarding: their notice and handovers (see below).
• Customers: the customers they may chat with in Vire. See Who business users can chat with.
• Audit trail: every change to their access, records and documents, and every time someone opened one of their documents.

The owner and admins keep the records. To let someone else, turn on Keep employee records and documents for them in Roles.

Onboarding

A new user gets a checklist the moment you create them: accounts, equipment, policies to read and agree to, documents to add and meetings with their manager. Each task belongs to them, their manager or an admin, with a due date from their start date. Agreeing to a policy or adding a document ticks its task on its own, and when everything is done their status goes from Onboarding to Active.

Choose Checklists on the Users page to make your own: for everyone, one role or one department. Until you do, the built-in checklist is used.

When someone leaves

On Offboarding, record the day they gave notice and their notice period; their last day is worked out for you. Then hand over, one click each, to a colleague you choose:

• Mail: forwarded to the colleague, with a copy kept in their mailbox.
• Drive files: the colleague becomes the owner, folders and all.
• Tasks: their open tasks move to the colleague.
• Leads: their open leads are given to the colleague.
• Customers: the customers they chat with in Vire go to the colleague.

There is a leaving checklist too. On their last day sign-in turns off on its own, and their mailbox and records are kept as your privacy at work policy says. Finish now does it straight away; They are staying undoes the notice.