👥 Employee Records & Onboarding

Stop managing people
in spreadsheets

Every employee profile, document, department structure, and onboarding task in one searchable, permission-controlled database - accessible to HR, managers, and employees from anywhere.

Centralised employee profilesDocument managementMulti-organisation supportDepartment & designation hierarchyAsset trackingAppreciation & recognition

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CrmLeaf HRMS - Employee Records

1,247

Total employees

Onboarding now

Locations

🔍 Search employees, departments, designations…

Recently onboarded

Priya Ramakrishnan

Senior Engineer · Bangalore

Active

Mohammed Al-Farsi

Sales Executive · Dubai

Docs pending

Sarah Kim

Product Manager · Remote

Active

Rajiv Venkatesh

Finance Analyst · Mumbai

Onboarding

How it works

From offer accepted to payroll-ready
in under 30 minutes

Five steps, fully guided. No manual data entry between systems.

Hire accepted - employee profile created automatically

When a candidate accepts an offer in the Recruitment module, their profile is created in Employee Records with name, role, department, designation, salary structure, and joining date pre-populated. No re-entry. No copy-paste from email.

Why this matters: Most HRMS tools require HR to manually create the employee profile after hiring. CrmLeaf does it the moment the offer is signed.

Recruit → HRMS auto-createDepartment assignmentDesignation linked

Onboarding checklist - document collection and compliance setup

HR works through a structured onboarding checklist: collect ID documents, generate UAN (for India PF), register ESIC IP number, set up bank account, get IT declaration Form 12BB, and confirm emergency contact details. Each task is assigned with a due date and owner.

Why this matters: Missed compliance registrations at onboarding (UAN within 7 days, ESIC within 10 days) trigger penalties of ₹25/day/employee. The checklist makes sure nothing is skipped.

Document ManagementUAN generationESIC IP numberForm 12BB

Department and designation structure applied

Assign the employee to their department and designation within the org hierarchy. Departments carry leave policies, approval workflows, and reporting chains. Designations link to salary grades and access permissions. Change either and the downstream effects update automatically.

Why this matters: A designation change in most tools means updating 6 places manually - salary, payroll, performance, org chart, access control, reporting. CrmLeaf updates all of them from one change.

DepartmentDesignationApproval workflowsRoles & Permissions

Assets assigned and tracked from day one

Assign laptops, access cards, SIM cards, vehicles, or any company asset to the employee at onboarding. Each asset records its serial number, value, condition, and assignment date. At exit, the same list becomes the asset recovery checklist for F&F settlement.

Why this matters: Most companies discover missing assets at exit - too late. CrmLeaf tracks every asset from the day it's assigned, so F&F recovery is a single-click checklist, not a last-minute scramble.

Assets moduleAsset trackingF&F recovery

Employee goes live - self-service activated, payroll ready

Once onboarding is complete, the employee receives access to the self-service portal: payslips, leave applications, expense claims, OKR view, and documents. Their profile is simultaneously live in Attendance (shift assigned), Payroll (salary structure applied), and Performance (OKR cycle started).

Why this matters: In most systems, activating an employee across HR, payroll, and attendance is three separate tasks in three separate tools. CrmLeaf does all three when you mark onboarding complete.

Self-Service PortalPayroll activationAttendance enrollmentOKR setup

Key capabilities

Everything in the Employee Records module

📋

Complete employee profiles

Personal details, emergency contacts, banking details, employment history, probation status, confirmation dates, and a full activity timeline - all on one screen. Searchable and filterable by any field.

🏢

Department & designation hierarchy

Build your org structure with multi-level departments, designation grades, and reporting chains. Every leave policy, approval workflow, and access permission flows from the org hierarchy - change it once, it updates everywhere.

📁

Document management

Store, version, and retrieve employee documents - ID proofs, offer letters, employment contracts, policy acknowledgements, certificates, and statutory forms. Each document type has configurable expiry alerts and access permissions.

💻

Asset assignment & tracking

Assign company assets - laptops, phones, access cards, vehicles - to employees at onboarding. Track condition, value, and assignment history. Asset recovery checklist auto-generates at exit for F&F settlement.

🏆

Appreciation & recognition

Managers and peers can send recognition badges and appreciation notes directly on an employee's profile. Recognition history is visible to HR and feeds into performance reviews - visible culture, not just private feedback.

🏗️

Multi-organisation support

Manage employees across multiple legal entities, branches, or geographies from a single platform. Each organisation has its own employee data, payroll, reporting, and compliance settings - with a unified view for group-level HR.

Platform integration

Employee Records is the foundation - every other module builds on it

An employee record created here flows into every downstream workflow. Attendance assigns the shift. Payroll applies the salary structure. Performance starts the OKR cycle. Recruitment creates the record. All without a single re-entry.

Feeds from

Recruitment

→

This module

Employee Records

→

Feeds into

Attendance & Shifts

→

Feeds into

Payroll

→

Feeds into

Performance & OKRs

30min

Average time to onboard a new employee end-to-end - vs 2–3 days manually

100%

Compliance checklist completion rate - UAN, ESIC, document collection tracked to close

Duplicate employee records - single source of truth across all connected modules

1-click

Asset recovery list at exit - auto-generated from the same list assigned at onboarding

Tutorial: Set up your first employee record

Step-by-step guide - from creating the profile to activating payroll and self-service access in under 30 minutes.

Read tutorial →

Questions

Employee Records - FAQ

CrmLeaf HRMS stores complete employee profiles - personal details, emergency contacts, banking details, employment history, probation and confirmation status, documents (Aadhaar, PAN, contracts, certificates), assets assigned, salary structure, leave balances, and a full activity timeline. All data is searchable and accessible by authorised HR staff with configurable role-based permissions.

Yes. CrmLeaf HRMS supports Multi Organisation - you can manage employees across multiple legal entities, branches, or subsidiaries from a single platform. Each organisation has its own employee data, payroll, compliance settings, and reports, with a unified view available for group-level HR oversight.

When you complete the onboarding checklist in Employee Records, the employee's salary structure (set at offer stage in Recruitment) is automatically activated in Payroll. Their attendance shift is assigned, their ESS portal is enabled, and their OKR cycle is started - all without any manual steps across modules. The employee is payroll-ready the moment onboarding is marked complete.

Yes. Employee documents are stored directly on the profile with version control and configurable access permissions. Document types can be set with expiry alerts - for visa documents, work permits, contract renewals, or statutory forms - so HR receives notifications before documents expire.

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