What an employee record contains
Each record brings together everything you need to understand someone’s employment at a glance: Personal details - legal name, preferred name, contact information, and profile photo. Employment status - active, part-time, zero-hours, inactive, or any status your organisation uses. Department and team assignment - the department(s) and team(s) the person belongs to. Reports-to chain - the manager the person reports to, and (where applicable) who that manager reports to. Role history - a log of previous job titles and role changes over time. Custom fields - any additional fields your Super Admin has configured, such as “Start date” or “Contract type”. Training records - completed and scheduled training items linked to the member. Medical notes - stored in a separate, permission-gated section (see the note below).Who can see what
Campsite applies role-based visibility to records so sensitive information stays protected: Role What they can access HR users All employee records across the organisation Managers Records for members in their own team(s) only Staff Their own record only Sensitive fields - including medical notes - are only visible to users who have been granted the relevant HR permission by a Super Admin. If you need access and cannot see a field, ask your Super Admin to review your permissions.Adding custom fields
Super Admins can extend the standard record with fields that reflect your organisation’s needs. To add a custom field: Go to Admin → HR Settings Navigate to Admin → HR Settings and open the Custom Fields section. Create a new field Click Add field , give it a name (for example, “Start date” or “Contract type”), choose a field type (text, date, dropdown, etc.), and save. Field appears on all records The new field is immediately available on every employee record. HR users can then populate it for each member. Custom fields are visible to HR users and, where you choose to make them visible, to the employee themselves.Medical notes
Medical notes are stored in a dedicated section of the employee record and are not shown as part of the standard record view. Only users with the explicit Medical Notes permission can read or edit this section. This separation ensures that sensitive health information is handled with the appropriate level of care and access control.Documents on the employee record
Open an employee record and go to the Documents tab to upload private HR files (PDF, images, Word, or Excel up to 20 MB each).Standard categories
CampSite provides a grouped category list covering typical UK people-team documents, including:- Recruitment (application form, CV, cover letter, offer letter, job description, and similar)
- Right to work and identity (passport, visa, BRP / eVisa, NI number, driving licence, proof of address)
- Employment (contract, amendments, pay or hours changes, probation, secondment, and similar)
- Payroll and benefits (P45, bank details, tax code notice, student loan notice)
- Leave and absence (fit note, occupational health, maternity documents, jury service, furlough)
- Resignation and offboarding (resignation letter, notice of resignation, exit documents)
- People and compliance (disciplinary or grievance letters, PIP, training certificate, DBS check, GDPR consent, and similar)
Other and Miscellaneous
Use Other (specify type below) or Miscellaneous when nothing in the standard list fits. You must then enter a Document type (for example, Right to work share code or Onboarding pack). That name appears on the file list. HR users can also save reusable org custom categories from the Other flow (for example, a category your organisation uses often). Pick a saved org category instead of retyping the same document type each time.Photo and structured ID uploads
Employee photo and ID document (structured) are separate vault categories with their own permission rules. ID uploads can store document type, masked number, and expiry date.Employee self-upload and HR review
Employees can upload selected supporting documents from their profile (for example fit notes, occupational health letters, and training certificates). HR reviews these before they are treated as official records. Other categories remain HR-upload only. When an employee submits a document, CampSite notifies the relevant approvers based on document category:- Payroll and benefits (P45, bank details, tax code notices, and similar): finance approvers and tax document managers
- Leave and absence (fit notes, occupational health, maternity documents, and similar): the employee’s line manager and HR viewers
- People and compliance (disciplinary letters, grievance letters, PIPs, and similar): users with grievance or disciplinary view permissions, or HR record managers
- All other categories: org HR viewers