Workforce management · Personnel records

Employee records software: personnel data in one record, expiring documents on a calendar

The Personnel screen holds all your employees; each person’s personnel file data sits in a separate record that only authorised roles see. Time-limited records such as OHS training, periodic health checks and operator certificates are notified to both the manager and the employee 30 days before expiry and when they expire.

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Company-defined fieldsKVKK consent on recordOHS training trackingAlert 30 days ahead

What does employee records software keep, and what not?

The Turkish Labour Law requires a personnel file for every worker: identity details and the documents and records required by law are kept and shown to the competent authorities on request (Law No. 4857 Art. 75). Which documents belong in the file and how long they are kept is explained, with sources, in our personnel file requirements guide.

This system keeps the record side of that file: employees’ personnel data, the fields the company defines itself and the dates of time-limited training and documents. Timesheet, leave and overtime records are linked to the same person.

To be clear: this is not a document archive. Signed contracts or scanned documents are not stored as files; a mandatory document record keeps the document’s type, number, date issued and expiry date. The document itself stays on paper or in your own archive. The exception is a sick note attached to a leave request: that document is stored encrypted.

Personnel records software: what is on the screen?

The employee list, the personnel record window and the Mandatory Documents screen all show the same person.

Employee list

Filtered by role, department, status and location. The list downloads as CSV (opens in Excel); new employees are added in bulk from a CSV file.

Fixed personnel fields

Identity, contact, payroll and social security, education groups: national ID number, place of birth, marital status, number of children, emergency contact relation, IBAN, SGK occupation code, contract type, education level, driving licence class and more.

Validation on entry

The national ID checksum and IBAN validity are checked; an invalid value is rejected with the field named.

Company-defined fields

The company defines its own fields: text, number, choice, yes/no or date. Four ready-made templates are added in one click: social assistance, work clothing, staff shuttle and emergency health information.

Employees see their own record

Employees see their own personnel record in their profile and fill in the fields they are allowed to. Only HR or an administrator changes the national ID number and IBAN.

Leaving record

When an employee is deactivated, the leaving date is written automatically; the SGK exit code is entered and used in the department turnover report.

OHS training tracking and mandatory documents: how is each record monitored?

On the Mandatory Documents screen every record carries a status badge: valid, within 30 days, expired, expiry unknown or renewed.

OHS training tracking and mandatory documents: how is each record monitored?
Record type	Where does the expiry come from?	Notification
OHS training	If the expiry printed on the document is entered, that; otherwise calculated from the workplace hazard class the company selected	30 days before expiry and on expiry
Periodic health check	Same rule: an entered expiry comes first, otherwise calculated from the hazard class	30 days before expiry and on expiry
Vocational qualification or operator certificate	Entered by hand from the document; the system assumes no period	If an expiry is entered, 30 days before and on expiry
Other document	Entered by hand from the document	If an expiry is entered, 30 days before and on expiry

If no workplace hazard class has been selected, the system does not assume one: no expiry is calculated and the screen says “hazard class not selected”. A workplace that trains or examines more often enters the expiry from the document by hand; an entered date always takes precedence.

How is an expiring document caught?

A document sitting in a folder is not enough; someone has to know in advance that it is about to expire.

A daily scan — every day during working hours, at 09:25, the system scans records approaching or past expiry; no notifications are sent at night.
Two recipients — the notification goes both to the manager who can renew the document and to the employee the record belongs to.
No repeats — for the same document and expiry the notification is sent once; if the expiry changes, it is notified again as a new deadline.
A renewed record goes quiet — when new training is entered, the old record becomes “renewed” and raises no alert. No alerts are raised for employees who have left.
One-tap filtering — the “Expired” and “Within 30 days” buttons narrow the list to those records; gaps are visible at a glance before an inspection.
Employees see it too — employees see their own training and documents with expiry dates in their profile; HR or an administrator enters the record.

How is KVKK consent kept for personnel data?

The KVKK legal basis of every company-defined field is written in its definition: information needed to run the work (work clothing size, shuttle stop) is collected on a statutory basis, while information that is not an essential part of the work (household details for social assistance) and health information are collected with explicit consent. Health data is a special category of personal data (Law No. 6698 Art. 6).

A field that requires explicit consent is not saved without the employee’s own consent given from their panel or the administrator’s declaration that “written explicit consent was obtained”. The declaration is recorded with who made it, when and against which text version. Employees can withdraw consent from their profile; when they do, the values in that category are deleted. Ready-made privacy notice and explicit consent text templates are in the panel; they are templates and should be reviewed with your company’s legal adviser.

For periodic health checks only the date is kept; there is no field for the result, and the notes field carries a “do not enter results” warning. The health check notification text does not use the document’s free-text name either.

Who sees what?

Employee

Sees their own personnel record, the consents they gave and their own training and documents with expiry dates in their profile; fills in the fields they are allowed to.

Department manager

Sees their team’s attendance and approvals; has no access to personnel records or mandatory document records. National ID, IBAN and health information are HR’s business, not the team manager’s.

HR and administrator

Enter and edit personnel records and mandatory documents, define the company’s own fields and receive document notifications.

How do you move to personnel record tracking?

Upload the employee list
The employee list is uploaded in bulk as CSV from the panel; the preview shows invalid rows and the file is written only if every row is valid.
Choose your fields
On top of the fixed personnel fields, define the fields your company needs or add the ready-made templates; set the KVKK basis of each field.
Enter the hazard class
Select your workplace hazard class in the settings; OHS training and health check expiries are calculated from it.
Record the documents
Enter the date each employee’s training and documents were issued and, if any, the expiry on the document; notifications run with the daily morning scan.

Sources

The article references in this guide are based on these official texts (in Turkish). Legislation can change; check the current text before acting.

Questions about employee records software

Does the employee records software store document files as well?

No. The system keeps personnel data and the type, number, issue date and expiry date of mandatory training and documents; it does not archive signed contracts or scanned document files. The exception is a sick note attached to a leave request; that document is stored encrypted and every view is logged.

How is the renewal date of OHS training determined?

If the expiry date printed on the document is entered, that is used. Otherwise the expiry is calculated from the workplace hazard class selected in the settings. If no hazard class has been selected, the system does not assume one and calculates no expiry; the screen says so.

Who is notified before a document expires?

30 days before expiry and on expiry, one notification each goes to the manager who can renew the document and to the employee the record belongs to. The notification is not repeated for the same document and expiry; no alerts are raised for employees who have left.

Can an employee change their own IBAN?

No. Only HR or an administrator changes the IBAN and the national ID number; letting employees change their own IBAN is a well-known route for payroll diversion fraud. Employees can fill in fields such as place of birth, marital status, contact and education themselves.

Is the result of a health check entered in the system?

No. For periodic health checks only the examination date is kept; there is no field for the result. Health data is a special category of personal data and the result is the responsibility of the workplace physician.

Does adding a company-defined personnel field require explicit consent?

It depends on the field. The KVKK basis of each field is chosen in its definition: information needed to run the work, such as work clothing or the shuttle, is collected on a statutory basis, while social assistance or health information is collected with explicit consent. A field that needs explicit consent is not saved without the employee’s consent or the administrator’s written consent declaration.

See expiring documents before the inspection does

We do the setup with you, free of charge: we import your employee list and define your personnel fields and hazard class. Try it free for 30 days.

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