The employee file: an end to paper chaos and Excel lists
Contracts, documents and personal data for your team in one place. Structured in clear sections, with a dashboard overview of upcoming deadlines and anniversaries. No paper, no more searching.
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- Set up in a few minutes, no IT knowledge needed
- Upcoming deadlines and anniversaries in view on the dashboard
- GDPR compliant, hosted in Germany
Lena H.
Tobias K.
Aylin D.
Mehmet Y.
Sophie B.
Mara W.Leave, 3 daysAylin Demir · 28–30 OctTraining, 1 dayTobias Krüger · 22 Oct
Leave, 3 daysNadia Schulz · 22–24 DecReview
Month endSeptember · Krämer payroll officeDone- Made in GermanyDeveloped and hosted in Germany
- Certified data centreISO 27001, located in Germany
- Web, app and terminalBrowser, iPhone, Android, Mac, Windows
- GDPR compliantServers in Nuremberg and Falkenstein
From paper chaos to digital order
Personnel folders, Excel lists and scattered documents cost time and carry risk. The digital employee file puts an end to that.
- Problem
Employee information scattered everywhere
Contracts in a folder, documents in email, notes in Excel: you waste time every day looking for personnel papers.
- Problem
Data protection risks with paper documents
Physical personnel files are hard to protect. Who has access? Where does the sensitive data sit? At the next audit that becomes a problem.
- Problem
Missed deadlines and anniversaries
End of probation, contract changes, anniversaries: without automatic reminders important dates slip through.
Every employee record, structured, in one place
Personal data, contracts, working time models, development goals and documents, clearly arranged in 5 sections. With access control and automatic reminders.
Everything in one placeNo more scattered folders: every employee record in one place and findable at once.
Everything about a person in one place
Model, leave, manager and open deadlines are at the top of the record.
Certificates with a deadline
Upload the certificate that is due: the deadline is met and the counter above drops to zero.
| Person | Department | Model | since |
|---|---|---|---|
| Sophie Braun | Reception | Full time 40h | 2021 |
| Aylin Demir | Lab | Part-time 30h | 2022 |
| Tobias Krüger | Reception | Full time 40h | 2026 |
| Lena Hoffmann | Reception | Part-time 32h | 2019 |
| Mara Wolf | Warehouse | Full time 40h | 2023 |
Ole JansenReception · starts 2 NovemberinvitedThis is how the digital employee file works
A few steps to complete personnel administration, from creating a record to using it every day.
Record employee data in one place
Create new employees and record personal data, contact details, bank details and emergency contacts in structured forms.
Every piece of information, structured, in one place
Personal data form Basic dataSophie Braun · staff number 1042Joining01.03.2021DepartmentReceptionAddressLindenallee 12, HanoverContractual weekly hours40Only people with the HR role see the tax ID and bank details.
- Basic data changedDr. Lindner · just now
Manage contracts and documents
Store employment contracts, references and other documents in clear folders. Share selected documents directly with the employee.
Document management with access control
Document folder structure DocumentsSophie BraunFiles in the record6Zeugnis_2026.pdfContracts · todaynewEmployment_contract_Braun.pdfContracts · 01 Mar 2021Hours_change_2024.pdfContracts · 01 Jan 2024Hygiene_training_2025.pdfCertificates · 12 Nov 2025First_aid_2025.pdfCertificates · 04 Jun 2025Dates in view on the dashboard
The dashboard shows you upcoming birthdays and anniversaries in your team. When remaining holiday is about to expire you are notified actively as well.
No more missed dates
Dates dashboard DeadlinesReception team · next 90 daysHygiene trainingSophie Braunin 14 daysProbation endsTobias Krüger31 DecFirst aid certificateLena Hoffmannvalid
What the employee file can do
Everything you need for clean personnel administration, without the frills.
- Personal data
Complete employee records
Personal details, contact, social insurance, bank details
5 structured sections with a copy function for email, phone and IBAN
- Contracts
Detailed contract management
The active contract and the previous ones, each with its own period
Working time, salary, holiday, overtime arrangements, notice periods: all documented
- Working time models
Flexible working time models
Daily, weekly or monthly, individually per person
A complete history of every change of model, with the date it took effect
- Development
Document how people develop
Record goals, sub-goals and progress in a structured way
Categories: career goal, technical development, people skills, working methods
- Documents
Clear document management
Nestable folders for proper organisation
Simple file upload, preview, download and sharing with the employee
- Access control
Role-based permissions
Management sees everything, employees only their own data
Team leads see the people who report to them, accounting sees time tracking only
- Overview
Deadlines and anniversaries in view
A dashboard widget for upcoming anniversaries and birthdays, with an active notification when remaining holiday is about to expire
Upcoming birthdays and anniversaries in the dashboard, with 30 days' warning before remaining holiday expires
- Compliance
GDPR compliant data storage
German servers, access by role, a change history for the employee data
Every change to protected personal data is logged with the person and the time
The employee file for your whole team
Whether you run the company, lead a team or work in it, everyone gets exactly what they need.
- Owner or director
A complete personnel overview
- Time wasted searching for contracts and personnel information across different folders and systems.
- Every employee record in one place and a few clicks away, from contract details to development goals.
- Team lead
Team overview and development
- No structured overview of the development goals and progress of the people in the team.
- Access to your team's data, development goals you can follow and feedback meetings you can plan.
- Employee
See your own records at any time
- Constant questions about contract details, pay slips or holiday entitlement.
- Access to your own contracts, documents and holiday balance at any time, without having to ask anyone.
- Accountant
Clean figures for payroll
- Every month, incomplete papers and missing contract details from the client.
- Every relevant figure as an Excel export: pay details, working time models and contract details at the push of a button.
Security and data protection
Personnel data is among the most sensitive information there is. Your data is safe: hosted in Germany and encrypted.
- Encrypted storage on German servers
- Role-based access control: everyone sees only what they are allowed to see
- A change history for every change to protected employee data
Frequent questions about the employee file
Everything you need to know about digital personnel administration.
Question not answered here? Every step is explained in the help centre.
Send us a messageHow many people can I manage?
As many as you like. The employee file grows with your business, whether that is 5 people or 200. No limits on documents or contract histories.
Is the data stored in a GDPR compliant way?
Yes. All data is stored encrypted on German servers. Access control lets you decide who may see which data. Every change to protected personal data is logged with the person and the time.
Can people access their own records?
Yes, everyone can view their contracts, download documents and check their holiday balance. That cuts down questions enormously. You decide which documents you share with the employee.
How does document management work?
Much like on your own computer: folders nested as deeply as you like, simple file upload and a preview in the browser. You can share individual folders or documents with the employee.
How do I keep deadlines and anniversaries in view?
The dashboard shows upcoming birthdays and anniversaries in your team at a glance. When remaining holiday is about to expire you are notified actively 30 days beforehand.
Is the employee file linked to time tracking?
Yes. Working time models from the file feed straight into time tracking. Holiday entitlements from the contract are taken into account in absence management. When a contract changes, every module updates itself.
Is the digital employee file included in every plan?
The digital employee file is part of the Professional plan. During the trial you can try it out with no obligation.
Ready to end the paper chaos?
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