FX Utilities — HR System

Update my details

You can keep these personal details up to date yourself. Employment details (job title, department, pay, right to work, DBS, etc.) are managed by HR — contact HR if any of those need to change. Submitted changes go to HR for approval before they take effect.

Employee directory

Find a colleague by name or employee ID.

	Name	Employee ID	Job title	Department	Work email	Site

Profile photo

Shown as a small thumbnail next to this person's name in the Directory, and here. HR Admin only — employees can't upload their own. Keep it a normal headshot-style photo; images over 2 MB won't upload from here.

Documents

Upload files to keep with this employee's record — e.g. signed contract, right-to-work evidence, DBS certificate. Stored in the HRSystem SharePoint site under "Employee Documents", so anyone with SharePoint access to that library can also see them there. Files over 15 MB can't be uploaded from here — upload those directly in SharePoint under Employee Documents / this employee's ID, and they'll appear below too.

Sickness and absence

Recorded in the Annual Leave system and shown here. Correct them there and this follows. Fit notes and other documents attached to a sickness record open from the links below.

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Contract of employment

The current signed contract. Uploading a new one replaces it, so there is never a question of which is in force — and the one it replaces is kept below rather than deleted. Up to 15 MB.

File name	Size	Last modified

What is missing

Every active employee you can see, and what is not on their record. Expiry dates count as missing once they are in the past, and are flagged when they are within 90 days. Leavers are left out.

Only people with something missing

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Employee	Right to work	DBS	Contract	Emergency contact	Date of birth	Start date	NI number	Training	Street works

Pending profile updates 0

Changes employees submitted themselves from My Profile — nothing here is applied to their record until you approve it. Rejecting a request just discards it; the employee keeps their existing details and can submit again.

Employee	Submitted	Changes

Add employee

Full name

Employee ID

Work email (their Microsoft 365 sign-in) They have no Microsoft 365 account

Tick this for a subcontractor or anyone else without a company login. Their record is kept here for health and safety the same as everybody else's — they just cannot sign in, so nothing is sent to them and they get no leave profile.

Job title

Department

Manager (optional)

Site / normal place of work

Employment type

Start date

Continuous service date

Only fill this in if different from Start date (e.g. TUPE transfer, re-hire).

Probation end date

Contracted hours / week

Annual leave entitlement (days)

Sensitive details (HR Admin only)

Ethnicity

Optional, and for equal opportunities monitoring only — never for a decision about an individual. Special category data under Article 9 UK GDPR. Leave blank if it has not been asked; “Prefer not to say” means they were.

Date of birth

National Insurance number

Salary / pay rate

Payroll reference

Bank details are deliberately not stored here — keep those in payroll software only.

Right to work status

Right to work expiry (if time-limited)

DBS status

DBS renewal due

Driving licence categories

Driving licence expiry

Personal email

Mobile number

Active

Address line 1

Address line 2

Town / city

Postcode

Emergency contact name

Emergency contact relationship

Emergency contact phone

HR notes (HR Admin only, never shown to the employee or Directory)

All employees

Name	Employee ID	Job title	Department	Start date	Right to work	DBS	Active

Add HR Admin

Current HR Admins

Name	Email	Scope	Level

Audit log

A best-effort record of who viewed or changed sensitive employee data, and when. See the README's security notes on the limits of a client-only audit trail.

When	Who	Action	Target	Details