Employee records

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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 - progress, status, due dates, and notes on the person Training tab and on Profile → Payroll & records → Training. Medical notes - stored in a separate, permission-gated section (see the note below).

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How the employee file is laid out

Jump To sections sit across the top of the employee file (Overview, Onboarding, Job, Leave, and the rest). Identity stays in a left column: photo, name, job, About, and Contact. The selected section fills the right pane. Deep links keep working with ?tab= on the URL. Line manager, departments, and attendance access stay on Overview. They are not repeated in the identity column.

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Line manager and departments

On the employee record Overview tab, people with HR manage access can set Line manager and Departments, then save org structure. This is separate from Campsite access (roles and permission overrides), which stays under Admin → All members. Line manager controls who approves leave for that person. Department membership affects broadcasts, rota visibility, and directory filters.

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Required from employee

On the same Overview tab, HR can set what information is Required, Optional, or Not required for that person (for example payroll, right to work, emergency contact, or home address).

• Not required for payroll or right to work uses the same Campsite checks as before (skip bank/tax prompts or RTW verification when the person is handled outside Campsite).
• Not required or Optional for emergency contact means that field no longer counts against record completeness.
• Role, department, and contract-type rule templates are not in this release. Set requirements per person for now.

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Pay grade and salary

On the employee record Job tab (Pay section), HR chooses a pay grade from the Finance pay catalog. Selecting a grade fills the salary label from the catalog rate (for example £12.60/hr) and sets that person’s default pay element for rota, clock, and timesheet rates. Staff see pay details on their profile but cannot edit grade or salary. When Finance runs a Yearly Finance update (COLA uplift) on a catalog grade, Campsite updates the salary label for everyone already on that grade. Employment history records the change (for example £28,000 → £30,000).

1. Open the employee record and go to the Job tab.
2. Edit Pay, then choose a pay grade from the Finance pay catalog.
3. Confirm salary filled from the catalog, then save. That also sets the default pay element for rota, clock, and timesheets.
4. After a Finance Yearly Finance update, check employment history for the salary change (for example £28,000 → £30,000).

Timed wagesheet rates use the default (and secondary) pay elements set from the employee record. Salaried weeks without rota shifts still use the signed contract rate. See Timesheets and Payroll.

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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.

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Clock in and out access

On the employee record Overview tab, Attendance access lets people with member-permission rights turn Allow clock in and out on or off for that person. Org-wide defaults still live under Admin → Roles & permissions (Clock in / attendance on each role).

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Adding custom fields

Super Admins can extend the standard record with fields that reflect your organisation’s needs.

1. Go to Admin → HR Settings and open Custom Fields.
2. Click Add field, give it a name (for example, “Cost centre”), choose a field type (text, date, dropdown, and similar), and save.
3. The field appears on every employee record. Populate values on the HR file Custom tab (same store as My Profile → History for fields visible to staff).

Do not use freeform key/value pairs on the Job tab for new custom data. Defined custom fields are the single place to edit so Profile and HR stay aligned.

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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.

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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). The same documents appear on the person’s Profile → Documents tab. A file added in either place shows in both. The Documents list uses the same dense table on both surfaces. Columns are:

• Person name (optional: referee, issuer, or other named contact)
• Email (optional)
• Company (optional)
• Document name
• Date entered
• Expiry (optional)
• Preview and download

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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, reference, 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, end of studies / student status proof, and similar)

Choose the closest category when you upload. The file list shows the category name (or your custom label where you specified one). For references and DBS checks you can also record contact details (name, email, company) and an optional expiry via Edit details on the document.

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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.

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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.

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Right to work on the employee record

When right to work still needs review, Overview shows Open right to work (and Record completeness shows Open check / Edit check). That takes you to the right place:

• Onboarding tab when an active right-to-work run exists: review evidence, then approve or reject.
• Job tab (edit) when there is no active run: update status fields and use Approve RTW / Reject RTW.

You can also open the check from the Job tab Compliance panel when status is not approved.

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Employment contract on Record completeness

Record completeness treats a signed employment contract as required, separate from Working pattern (hours pattern on the Job tab).

• No contract assigned when this person has no signed contract on the Contracts tab
• Awaiting signature when a contract has been issued but the employee has not signed yet
• Complete only after the contract status is signed

Use Open contracts from the completeness list to issue or follow up. On the Job tab (Compliance / Right to work), you can:

• See classification (UK citizen, settled, pre-settled, visa or work permit, or other) and the share code when you have permission
• See when the route was assigned from employee eligibility answers (or set by HR)
• Set or change right-to-work status (for example required, pending review, approved, rejected, expired, or not required)
• Record when the check was done and when leave to remain / RTW expires
• See who checked it (filled automatically when HR approves, rejects, or saves status as approved or rejected)
• Use Approve RTW / Reject RTW when evidence is awaiting review. Visa and pre-settled status need an expiry date before you can approve
• Upload RTW evidence (passport, visa, BRP / eVisa, and similar) straight from Compliance. Files are stored on the Documents tab under Right to work & identity. You can also open Documents from there.

After evidence is uploaded, set the RTW expiry date on the Job tab (or when you approve on Onboarding). Campsite notifies HR viewers and the line manager one month before that date, and again if it has already passed. The alert opens this Job tab. UK citizen and settled status can stay blank when there is no end date.

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Payroll and right to work bypass

Some people are paid and checked elsewhere (for example university staff). On the employee file, people with HR manage access can use the left-hand Attendance controls:

• Disable Right to work check
• Disable Payroll submission

These sit under Allow clock in and out. When a disable is on, a green Bypass pill appears next to the person’s name and next to that checkbox. Campsite then skips that check for that person. When payroll is bypassed, Campsite does not treat bank details, tax details, payroll export, or timesheet pay rates as outstanding. When right to work is bypassed, the durable status is Not required, and the check no longer appears in Needs attention. Untick either box to restore the normal Campsite checks. Optional external document URLs can still sit on the Job tab, but prefer Documents for secure storage. For new hires, prefer the HR file Onboarding tab while a right-to-work run is open. That is the main place to complete the check.

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Employee self-upload and HR review

Employees can upload selected supporting documents from their profile (for example fit notes, occupational health letters, training certificates, references, DBS checks, and end of studies / student status proof). HR reviews these before they are treated as official records. Other categories remain HR-upload only. When HR approves an end of studies / student status proof, they set an expiry date. Soft alerts go to managers and HR viewers before that date (configured under HR metric alerts). This does not block rota, clock, or pay by itself. Separately, organisations can enable graduation date tracking under Eligibility side-effects. When that is on, HR can set a graduation date on the Job tab. Soft alerts and optional hard side-effects follow the org’s post-graduation eligibility years. See Eligibility side-effects. Pending employee uploads appear on HR → Onboarding Approvals, and on the employee HR file Documents tab (filter: Pending review). HR metric alerts for pending documents open the employee Documents tab directly. 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

Finance approvers also receive alerts when payroll-related documents are uploaded to the tax vault or when payroll-category HR documents are added.

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HR uploads and employee confirmation

When HR uploads an important document (for example a contract, job description, or pay change letter), the employee receives an in-app notification on their profile. HR can tick Require employee confirmation when uploading a supporting document. The employee then sees an action-required section on their profile, can open the file, and confirm they have read it. HR can see whether confirmation is pending or complete on the employee record.

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Profile documents

Documents on a person’s profile and on their employee record are the same shared store. Supporting documents uploaded by HR or by the employee appear on both surfaces when the employee has View own HR record access. Use Preview or Download from the Documents table on either surface. Close the preview panel to stay on the same tab. Files that are not PDF or image can still be downloaded from the panel. When a document has an expiry date, the row shows a chip: expired, due within 30 days, or the expiry date. Documents without an expiry date still open as usual. Right-to-work expiry also shows on the Job tab and on Onboarding right-to-work.

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Record reviews

Organisations can ask people to confirm their records on a schedule. HR configures the interval and included sections on Record reviews (/hr/record-reviews). People confirm or update details from My Profile. See Record reviews.

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Internal moves

On the employee record History tab, people with HR manage access can Record move for a promotion, secondment, department transfer, or other change. The move updates job title, department membership, and line manager without a rehire. Optional re-onboarding is a flag plus a link to Onboarding, not an automatic pack. See Internal moves.

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Evidence pack

Open an employee record and go to /hr/records/[userId]/evidence (or use Open evidence pack from an ops case) for a printable due-diligence snapshot. The pack brings together:

• Person header (name, job title, departments, manager)
• Open and recent ops cases
• Sickness absences in the Bradford window (voided spells marked)
• SSP ledger rows for that person
• Fit notes, return-to-work interviews, and end-of-studies proof
• A 1:1 compliance one-liner when available
• Recent attendance events with location when present

Use Print in the browser for a paper copy. This is not a polished PDF export.

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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. Export Click Export and choose your preferred format. The file downloads to your device. Exported files may contain personally identifiable information. Store and share them in line with your organisation’s data protection policy and applicable law.

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Multiple employment arrangements

On a person’s Job tab, use Employment arrangements to add Employment 1 and Employment 2, with further entries available when needed. Each entry has its own job title, weekly hours, hourly rate in GBP, employment type, legal kind, start and end dates, work location, department, employed-under details and notice period. HR users with permission to manage employee records can edit these entries. For example, HR Administrator can be a part-time role at 15 hours per week, alongside an Events Crew role at 10 hours with a different hourly rate. On Contracts, choose the employment for the new contract before selecting Issue contract. The preview uses that entry’s details. Each employment can have its own contract awaiting signature. A replacement contract applies only to the same employment. Editing an employment changes future contract previews. Issued and signed contracts retain their saved text and employment snapshot. Existing contracts remain linked to their original legacy details; adding entries does not reassign them. Role-specific signing does not overwrite the person’s generic Job record. This workflow does not change rota assignment or aggregate payroll and leave calculations across roles. Templates can use {{job_title}}, {{weekly_hours}}, {{contracted_hours}}, {{hourly_rate}}, {{pay_rate}}, {{employment_type}}, {{contract_type}}, {{start_date}}, {{end_date}}, {{employed_under}}, {{employment_number}} and {{notice_period_weeks}}. Values come from the selected employment; missing values remain blank. Update the employment entry before issuing a contract if required details are missing.