• Platform
  • Operations
  • Employee Profiles

Every employee. Every detail. One place.

A complete digital record for every person on the team — connected to shifts, leave, payroll and performance.

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See how it works
Employee profiles - profile-priya

1 place

for every employee record, document, and history

%

of employee data GDPR-compliant and audit-ready

%

of HR admin automated from a single employee profile

Who it helps

One system.
Useful for everyone.

Operations Managers

Find the information you need, fast.

Contract type, emergency contacts, certifications, right-to-work — everything in one place, visible when you need it.

HR Teams

Records that hold up to any scrutiny.

Complete employment history, document storage and change logs. Built for audits, grievances and everything in between.

Business Owners

A workforce you can actually see.

Headcount, contract mix, turnover trends and cost data drawn from live employee records. No spreadsheets required.

Employee profiles - profile-jamie

Core employee record

A complete picture of every person on the team.

Every employee gets a digital profile from day one — personal details, contract, pay, documents — all updated in real time.

  • Personal details, contacts & emergency contacts
  • Job title, department, site and reporting line
  • Contract type, working hours, pay rate, start date
  • Custom fields specific to your business
  • Full change history — see what changed & when
Employee profiles - documents for Priya Anand

Document storage

Contracts, certificates & compliance docs — stored and tracked.

Every document filed digitally, expiry-alerted, audit-trailed. No more lost paperwork or shared-drive scrambles.

  • Digital storage for contracts, RTW docs and certificates
  • Expiry alerts for visas, licences and qualifications
  • Secure e-signature for contracts & policy sign-off
  • Version control — you always know what’s current
  • Audit trail of every view, signature and update
Employee profiles - history of Priya Anand

Employment history

Everything that’s happened — from hire to today.

Every change logged automatically. For a review, a grievance or an audit, the full picture is already there.

  • Full timeline from start date to present
  • Pay history — date & reason for every change
  • Role & contract change log with approvals
  • Absence, RTW notes & fit-note storage
  • Disciplinary, grievance, promotion & transfer records
Employee profiles - compliance-dashboard for all the staff

Right-to-work & compliance

Compliant without building a tracking spreadsheet.

Right-to-work, visas, qualifications and DBS — tracked, alerted and evidence-stored, so you’re never caught out.

  • RTW document storage & expiry tracking
  • Automated alerts before documents expire
  • DBS certificate management & renewal reminders
  • GDPR retention rules per employee or contract type
  • Audit-ready records for Home Office or regulators
Employee profiles - my-details-mobile app dashboard

Employee self-service

Staff keep their own details up to date.

Move house? New bank? New emergency contact? Staff update it themselves — with manager review before changes save.

  • Update personal details, bank info, emergency contacts
  • Manager review & approval before changes apply
  • Mobile access — staff update from anywhere
  • View own payslips, contracts and documents
  • Cuts inbound HR queries from staff checking themselves

Also included

Everything your team needs in one place.

Time & attendance

Hours worked, lateness and shift history pulled directly from the employee profile.

Leave & absence

Full leave history and absence records attached to the profile. Bradford Factor included.

Payroll

Pay rate, tax code, pension and deductions stored on the profile and fed to payroll automatically.

Performance

One-to-ones, reviews, improvement plans and goals — all linked to the employee record.

Onboarding

New starter checklists, contracts and documents completed and stored before day one.

GDPR-compliant

Role-based access, data retention rules and secure storage. Built for UK and Irish compliance.

Every employee, every record, every document — in one place. Right-to-work, audits, grievances: we used to dread them. Now we just open the profile.

Kat Ryan

Head of People, Apex

Built for your industry

Configured for the workforces where employee records can’t go wrong.

  • Construction

  • Healthcare

  • Hospitality

  • Manufacturing

  • Retail

Trusted by operations teams across the UK & Ireland

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See it for yourself

See it working for your operation.

A free, no-obligation demo. We’ll show you how HR Duo manages employee records for your industry and team size.

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FAQs

What information is stored in an employee profile?

Personal details, contact info, emergency contacts, contract type, working hours, pay, start date, reporting line, right-to-work status and documents, qualifications, employment history, and any custom fields specific to your business.

Can employees update their own details?

Yes. Staff can update personal info, bank details, emergency contacts and more from the mobile app or desktop. Changes flag for manager review before they’re saved — so the record stays accurate without HR having to be involved in every change.

How does HR Duo handle right-to-work checks?

RTW documents are uploaded to the profile, expiry dates are tracked, and automated alerts fire before anything expires. For sponsored visas, you get clear timelines for renewals so you’re never caught out by a Home Office check.

Is document storage included or an add-on?

It’s included. Every employee profile has unlimited document storage for contracts, certificates, fit notes, RTW docs and more — with version control and full audit trail.

How does the employee profile connect to payroll?

Pay rate, tax code, pension scheme, deductions and bank details all sit on the profile and feed payroll automatically. Any change — a pay rise, a new tax code — is logged with date, reason and approver.

What happens to employee data when someone leaves?

Profiles are marked as leavers, not deleted. You can set GDPR retention rules per employee type — e.g. keep payroll records for 6 years, anonymise PII after 12 months — and the system enforces them automatically.

Is employee data GDPR-compliant?

Yes. Data is encrypted in transit and at rest, access is role-based, retention is rule-driven, and every view or edit is logged. Built for UK and Irish data protection law out of the box.

Can we set different access levels for different managers?

Yes. Access can be restricted by role, team, site or specific field — so a site manager sees their own staff’s rota and basic info, HR sees the full picture, and finance only sees pay-related data. Audit logs capture who accessed what.