Every Employee Record at Your Fingertips

Employee records software stores everything you know about the people who work for you, such as personal details, contracts, documents, absence, training and performance, in one secure database instead of spreadsheets and paper files. Good systems also let staff update their own details, control who can see what, and keep an audit trail for compliance.

A UK personnel file usually holds the employee's personal and contact details, emergency contacts, contract and any changes to it, right-to-work evidence, job title, pay and bank details, holiday and absence records, training and qualifications, appraisals, and any disciplinary or grievance records. Sense HR keeps all of this on one record, with custom screens for anything specific to your business.

Most UK employers keep a leaver's personnel file for six years after employment ends, because that is roughly how long someone can bring a contract claim. Some records have their own rules: right-to-work documents for two years after employment ends, working time records for two years, and statutory maternity pay records for three years after the end of the tax year. In Sense HR, leaver records stay stored and searchable, and you can set data-retention rules so records are removed once you no longer need them.

Yes. Under UK GDPR, employees can ask for a copy of the personal data you hold about them by making a subject access request, and you must normally respond within one month, or up to three months for complex requests. In Sense HR, employees can already see much of their own record in the mobile app, and HR can find everything held about one person in a single place when a request comes in.

Yes. Employee records are personal data under UK GDPR, and health and sickness details are special category data that need extra care. That means holding only what you need, keeping it secure, controlling who can see it, and not keeping it longer than necessary. Sense HR helps with role-based access controls, a full audit trail of every change, UK hosting and ISO 27001 certification.

Only the people you allow. In Sense HR, role-based permissions decide who can see and edit each part of a record, so a line manager might see holidays and absence but not salary or medical details. Every change is logged in the audit trail.

Yes! Sense HR gives you unlimited storage for custom data screens of any type. People use this to create screens or fields for information such as:

• Right to work expiry
• Training certifications
• Equipment issued
• Staff uniform
• Security clearance levels

Learn about customisation →

Free data migration is included when you sign up for Sense. Our data migration experts will help you bring your data across from systems like:

• BambooHR
• HiBob
• Breathe
• Sage

We can also help you mass-migrate data from CSV exports or spreadsheets, and most data migrations take less than five working days.

Yes, because Sense uses UK hosting and ensures no data leaves the UK. We help you further, too, by giving you a full audit trail for every record change, role-based access controls, configurable data-retention rules, and a DPIA template and DPA. You can also rest assured that we take data security seriously across our own workforce, too – we are ISO27001 accredited, and are independently audited on our security controls annually. Read more about security

Our AI tools are all self-contained, meaning no data ever gets shared outside of your private instance of Sense HR, and none of your data is ever used to further train the model. In terms of how it works? It couldn’t be easier – you ask a question, then get a response. For example, you might ask things like:

• Who has expired right-to-work?
• How many people left in Q3 last year?
• Who was off sick last week?

AMI understands your question, and queries the database on your behalf, returning an answer in seconds.