Skip to main content
StaffCore
Employee files

One employee file the entire system relies on

In most companies a worker's details exist in five places and none of them are up to date. The employee file in StaffCore is the single point of truth — every other module reads from it and writes to it.

Source of truthOne file per worker
DocumentsWith expiry tracking
HistoryComplete and logged
AccessBy permission
The problem

Without one file, you do not really have information

The details exist — but scattered, duplicated and contradictory.

01The same worker in several records

Onboarded twice under different names, and suddenly there are two partial histories.

02Documents in local folders

The passport in one person's folder, the contract in someone else's email.

03Out-of-date contact details

An old phone number, and an address for an apartment the worker has already left.

04No assignment history

It is hard to answer where the worker was six months ago and why they moved.

05Everyone sees everything

A site manager sees payroll data and a coordinator sees medical information — with no reason to.

06A search that takes minutes

Answering a simple client question means opening three systems.

How it works

From the first record to closing the file

The employee file is built in stages, and each stage adds a layer of information you can rely on.

New file

Opening a file

  • Automatic recognition from the passport
  • Duplicate check against the database
  • Required fields marked
What the file holds

The layers of the employee file

Personal details

Identity, citizenship, contact details and an emergency contact.

Documents and expiry dates

Passport, visa, insurance, certificates and expiry alerts.

Learn more

Operational assignment

Employer, client, site, responsible manager and shift.

Housing and transport

Apartment, bed, route and the deductions that follow from them.

Learn more

Payroll history

Payslips, components, deductions and rate changes.

Learn more

Permissions and logging

Who may see what, and who viewed or changed it.

System views

What an employee file actually looks like

Overview

Worker card

  • Status: active · North Tower site
  • Seniority: 2 years 4 months
  • Documents: 6 valid · 1 expiring soon
  • Apartment 12 · route North-A
The advantage

What changes when there is one file

An answer in secondsEvery question about a worker is answered from a single screen.
No duplicatesA duplicate check at onboarding prevents two records for the same person.
No document expires quietlyAdvance alerts on every document that carries an expiry date.
History that is keptEven after transfers, rate changes and end of employment.
Measured exposureEvery role sees only what it needs.
A base for every moduleAttendance, payroll, housing and documents all read from the same source.
Frequently asked questions

Employee files — frequently asked questions

Yes. You can import a worker list from Excel or CSV, map the columns to system fields and run a duplicate check before the records are actually created.

Want to see a real employee file in the system?

In the demo we will open a sample file and walk through the documents, the assignments and the permissions.

Book a demo

1-800-100-350jerry@alinclean.co.il