Employee record
Core workforce and employment information around one person.
HR SOFTWARE FOR UK SMALL BUSINESSES
One core workforce record from onboarding to payroll
Bring employee details, employment history, documents, organisation structure and approved people changes into one connected HR workflow for UK small businesses.
Your everyday HR, in one place
A useful employee record before you connect payroll.
Organise employee information, new starters, documents and day-to-day requests around the same person. Add connected payroll when your team needs it.
Stop rebuilding the same employee story across forms, folders and payroll messages.
Employee information becomes difficult to trust when personal details, employment history, documents and manager relationships live in different places.
The full worker record is hard to see
Managers open several systems to understand the person, their role, their history and the records attached to them.
Organisation structure lives in a spreadsheet
Departments, managers, locations and reporting relationships drift away from the employee directory.
Every starter creates another chase
Personal details, documents, references and internal actions arrive through separate forms and conversations.
Employee changes are entered again
Starter, leaver, job and pay information is retyped when the workforce record and payroll process are disconnected.
THE EMPLOYEE RECORD
See the person, their role and their history in one place
Build a record that remains useful after onboarding: personal details, emergency contacts, employment information, documents, job details and connected payroll context.
- Searchable employee directory. Find the right worker record without navigating separate spreadsheets or folders.
- Employment and address histories. Keep relevant historic information attached to the employee.
- Emergency and personal details. Maintain the core information authorised managers need to access.
- Job and pay context. Keep role, manager, working schedule and payroll information closer together.
ONBOARDING AND LIFECYCLE
Move from new starter to active employee without rebuilding the record
Collect employee information, documents and references through a controlled journey, then preserve that record through later employment changes.
- Bulk employee preparation. Use structured employee data to reduce repetitive manual setup.
- Configurable onboarding actions. Separate employee steps from the internal actions managers need to complete.
- References and supporting history. Keep collected evidence with the employee rather than in an inbox.
- Termination and rehire records. Preserve the employee history when their working relationship changes.
DOCUMENT CONTROL
Keep workforce documents organised around the employee
Store documents with folders, permissions and recorded expiry dates so authorised users can find the supporting record without searching shared drives.
- Employee document storage. Keep contracts, evidence and supporting files with the person.
- Folders and categories. Organise records in a structure that managers can navigate.
- Permissions and ownership. Control who can access and maintain sensitive information.
- Recorded expiry dates. Make time-limited records visible for authorised follow-up.
EMPLOYEE SELF-SERVICE
Give employees access without giving up manager control
Let employees use their own account for relevant personal information, documents, payslips and workforce requests while managers retain approval responsibilities.
- Personal-information access. Give employees a clearer route to view or update relevant details.
- Document access. Make appropriate workforce documents available from the employee account.
- Payslips and payroll context. Keep employee access connected to the same platform as payroll.
- Leave and request workflows. Give employees a consistent place to submit and follow routine requests.
ONE EMPLOYEE LIFECYCLE
Build the record once, then keep it useful through every people change.
Workmax keeps employee information and approved changes connected. Your organisation remains responsible for employment, right-to-work and deployment decisions.
Workmax employee record with employee details · Open full-size image (new tab) Step 1
Add or import the employee
Create an individual record or prepare employee data in bulk, then assign the person to the right role, team and manager.
Workmax employee onboarding workflow and document tasks · Open full-size image (new tab) Step 2
Complete the employee story
Collect personal details, emergency contacts, documents, references and employment information through one controlled workflow.
Workmax employee leave request and approval view · Open full-size image (new tab) Step 3
Keep lifecycle changes connected
Retain approved job, pay, leave, termination and rehire information around the same person and connected payroll workflow.
A new starter without the admin scavenger hunt
A new starter is added to the employee directory, assigned to a department and manager, completes their information and provides supporting documents. The manager reviews what was submitted, keeps the employee history attached to the same record and passes approved job and pay information into the connected payroll workflow.
- Employee
- Uses one account for information, documents and relevant requests.
- Manager
- Reviews the person, their history and outstanding actions in context.
- Payroll
- Receives approved employee and pay information without a separate re-entry exercise.
- Owner
- Sees a clearer workforce structure and fewer disconnected employee files.
The details behind your employee record.
Explore the supporting capabilities and controls when you need more detail.
Give managers one workforce record instead of a collection of HR files.
See the employee, their organisational context and their supporting history without reducing HR to document expiry reminders.
Employee 360 records
Keep personal details, contacts, histories, documents, skills and job information around one person.
Bulk employee setup
Prepare multiple employee records from a structured import instead of adding every person manually.
Organisation structure
Connect departments, job titles, managers, reporting relationships and locations.
Onboarding and lifecycle workflows
Coordinate new-starter information, supporting documents, termination and rehire records.
Document and right-to-work records
Store evidence, folders, permissions and follow-up dates for authorised review.
Employee self-service
Let workers access relevant documents, payslips, personal information and leave workflows.
Performance records
Keep objectives and review notes as a secondary people-management capability.
Understand the person and their employment
Keep the information managers need to understand an employee around one searchable record.
- Personal and emergency details
- Address, education and employment histories
- References, documents and recorded expiry dates
- Job, pay and working-schedule information
Understand the workforce around them
Connect each employee to the structure, access and workflows that shape their working relationship.
- Employee directory and search
- Departments, managers and locations
- Organisation chart and reporting relationships
- Skills and certification records
Follow the employee record through Workmax
Each screen supports a distinct part of the employee lifecycle rather than presenting HR as a document store alone.
Onboarding
Employee and manager actions visible through one workflow.
Documents
Supporting files organised around the employee record.
Right to work
Evidence and follow-up information available for authorised review.
Self-service
Relevant information and actions available from the employee account.
HR-gated employee records
Employee-management views are tied to the Workmax HR module.
Role-based access
Admin, manager and employee roles receive different routes and actions.
Connected payroll context
Job and pay information remains close to the employee record and Workmax Payroll.
Connected HR workflows
Employee information, documents and approved changes stay connected across the working relationship.
A broader employee record without vague compliance promises.
Workmax connects people information, organisational structure, documents and payroll context while authorised users retain employment and compliance decisions.
Employee 360 context
Bring the person, their history, documents, role and payroll context into one workforce record.
Organisation visibility
Use departments, managers, reporting relationships and locations to explain how the workforce fits together.
Controlled employee access
Give administrators, managers and employees access appropriate to their role and responsibilities.
Support-assisted migration
Prepare and import agreed employee data, then review representative records before wider rollout.
HR pricing
£25 per workspace per month + £3 per active HR employee.
Choose HR for your employee records and people workflows. Payroll and other workforce modules are priced separately.
A person whose Workmax account remains active and has the relevant module enabled during the billing month. Additions are prorated from activation; deactivated users stop billing from the next billing period.
10 HR employees
£55/month + VAT
£25 platform fee + £30 user charges
25 HR employees
£100/month + VAT
£25 platform fee + £75 user charges
Your HR workflows
✓Employee 360 records
✓Bulk employee setup
✓Organisation structure
✓Onboarding and lifecycle workflows
✓Document and right-to-work records
✓Employee self-service
✓Performance records
30-day standard trial · No setup fee · Monthly billing · Month-to-month with 30 days' notice
Review your selected modules and dependencies in the pricing estimate.
SETUP AND MIGRATION
Move the employee structure before asking people to fill the gaps.
Workmax support can help prepare employee data and configure a staged move without implying that every historic record is automatically complete or verified.
Prepare people and structure
Agree active workers, roles, departments, managers, locations and the histories that need to move.
Configure access and workflows
Set permissions, onboarding actions, document ownership and employee self-service around your HR process.
Review representative records
Validate imported employees and organisational relationships before inviting the wider team.
HR questions
HR software questions, answered.
Practical answers for UK small businesses reviewing HR software.
What is included in Workmax HR?
Workmax HR includes employee records, employee self-service, right-to-work tracking, document storage and organisation-chart functionality. The wider platform can connect those records with payroll, time tracking, scheduling and other Workmax modules.
Can we import employees in bulk?
Workmax provides a structured bulk employee setup workflow. The migration plan should still confirm which fields and historic records are supported by the available source data.
Can Workmax represent departments and reporting relationships?
Yes. Employee records can be connected to departments, job titles, managers, reporting relationships and company locations, with an organisation-chart view for the workforce structure.
What information can sit on an employee record?
The product supports personal and emergency details, address, education and employment histories, references, documents, skills, job information and connected pay context. Access depends on the user role and enabled Workmax modules.
Can Workmax store right-to-work evidence?
Yes. You can keep evidence and follow-up dates with the employee record. An authorised person must still complete the correct check and follow current GOV.UK guidance.
Can managers see expiring documents?
Workmax can make recorded expiry and follow-up dates visible and issue reminders. Managers must decide what action is required and verify the underlying record.
Can you help migrate existing HR records?
Workmax support can help prepare and import agreed employee data. Your team reviews the migrated records and decides what historic evidence should be retained.
Does HR connect with payroll?
Yes. Employee, starter, leaver and leave information can stay in the same platform as payroll, reducing separate handoffs while payroll owners retain final control.
Your next step
See one employee record from onboarding to payroll.
In your demo, we’ll show the employee directory, organisation structure, personal and employment information, documents, onboarding actions and connected payroll context.