Every employee's history in one secure record
Keep every employee's personal details, job history, documents and emergency contacts in one secure record, from joining to final settlement.
The HR Nova.ai Employee Records module is core HR software that stores each employee's personal details, job history, designation changes, documents, bank details and emergency contacts in one secure record. Every other module reads from it, and role-based access controls who sees what.
What is core HR software?
Core HR software is the central employee database of an HR system. It holds the information every other HR process depends on: who works here, in which role, reporting to whom, on what terms, since when.
What you get
One complete profile per person
Personal information, contact details, job title, department, grade, reporting line, employment type, bank details, emergency contacts and custom fields you define. Changes are dated and logged.
A document vault with reminders
Store ID cards, passports, visas, contracts, degrees and certificates against each employee. HR Nova.ai reminds HR before documents expire.
Job history that tells the story
Every designation change, transfer and increment is kept on a timeline, so appointment, increment and experience letters always use the right dates.
The right people see the right data
Managers see their teams. Payroll data stays with payroll staff. Employees update their own details through self-service, with HR approval.
Employee Records
Keep one complete profile for every employee, with documents, job history and access controls in one place.
- One complete profile per person
- A document vault with reminders
- Job history that tells the story
- The right people see the right data
| Document | Status | Expires |
|---|---|---|
| Passport | Verified | Mar 2031 |
| Work visa | Verified | 14 Nov 2026 |
| Employment contract | Signed | — |
| Degree certificate | Verified | — |
Common questions
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01Can we add our own employee fields?
Yes. Add custom fields for anything your policies need.
02Who can see salary information?
Only the roles you allow, such as payroll and HR managers.
03Can employees update their own details?
Yes, through self-service. HR approves changes before they apply.
04Does HR Nova.ai have an org chart?
Yes. It is built automatically from reporting lines.
AI drafts. A named person approves.
Nothing touches pay, ratings or an employee file until a named person signs off, and every approval is logged with their name and the date.
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