/hr/records) to access the full records list, search for a member, or open an individual profile.
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: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.
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.Archiving and exporting records
When a member leaves your organisation, you can archive their record rather than delete it. Archiving removes the person from active lists and rota views while preserving their historical data for compliance and reporting purposes. To archive a record, open the employee profile, click the ⋯ menu in the top-right corner, and select Archive member. For HR reporting, you can export records in bulk from the Records list view:Open the Records list
Go to HR → Records and apply any filters you need (department, status, date range).
Select records
Use the checkboxes to select individual records, or choose Select all to capture the entire filtered set.