Employee Record Centre complete field reference
Review all 117 code-defined fields, required flags, sensitive controls and select options in v1.3.0.
Exact navigation Admin Area → Human Resources → Employee Record Centre → Select employee → Current Record
Code-backed scope These instructions follow Human Resource Management v1.3.0. Use only controls visible to your permission level and confirm the saved record or audit entry after every action.
What you need before you start
- Access to Admin Area → Human Resources → Employee Record Centre → Select employee → Current Record.
- The Human Resource Management: View capability or administrator access.
- The correct employee, record, period or authorised evidence.
How to do it
- Open the employee’s Current Record.
- Use the six section headings to locate the required field.
- Enter the value exactly from authorised employment, payroll or right-to-work evidence.
- Review the field type, required flag and controlled/sensitive marker in this reference.
- Save with an amendment reason.
Fields and options
TitleSelect; options: Mr, Mrs, Miss, Ms, Mx, Dr, Prof.
First nameText; required.
Middle name(s)Text.
Last nameText; required.
Preferred nameText.
Previous namesTextarea; controlled/sensitive.
Date of birthDate; controlled/sensitive.
Personal emailEmail; controlled/sensitive.
Work emailEmail; controlled/sensitive.
Primary phoneText.
Alternative phoneText.
Address line 1Text; controlled/sensitive.
Address line 2Text; controlled/sensitive.
Town / cityText; controlled/sensitive.
CountyText; controlled/sensitive.
PostcodeText; controlled/sensitive.
CountryText; controlled/sensitive.
Emergency contact nameText; controlled/sensitive.
Emergency contact relationshipText; controlled/sensitive.
Emergency contact phoneText; controlled/sensitive.
Emergency contact emailEmail; controlled/sensitive.
HR employee numberText; required; controlled/sensitive.
Operational record statusSelect; controlled/sensitive; options: Active, Inactive, Left.
DepartmentText.
Job titleText.
Reporting managerManager Select.
Primary work locationText.
Employment typeSelect; options: Permanent, Fixed term, Temporary, Casual, Zero hours, Contractor, Apprentice, Intern.
Worker statusSelect; options: Employee, Worker, Casual worker, Zero-hours worker, Contractor, Agency worker, Director.
Start dateDate.
Fixed-term end dateDate.
Probation end dateDate.
Contracted weekly hoursNumber.
Other declared weekly hoursNumber.
Work patternTextarea.
Working Time opt-outSelect; controlled/sensitive; options: Yes, No.
Young-worker control confirmedSelect; controlled/sensitive; options: Yes, No.
Salary basisSelect; controlled/sensitive; options: Annual salary, Hourly rate, Daily rate, Piece rate.
Annual salaryNumber; controlled/sensitive.
Hourly rateNumber; controlled/sensitive.
Pay frequencySelect; controlled/sensitive; options: Weekly, Fortnightly, Four weekly, Monthly.
Employee noticeText.
Employer noticeText.
Holiday entitlement (days)Number.
RTW categoryText; controlled/sensitive.
Check methodSelect; controlled/sensitive; options: Manual document check, Home Office online service, Identity service provider (IDVT), Employer Checking Service.
Check dateDate; controlled/sensitive.
RTW resultSelect; controlled/sensitive; options: Verified — unlimited, Verified — time limited, Pending verification, Failed / not eligible, Expired.
Evidence referenceText; controlled/sensitive.
Permission valid fromDate; controlled/sensitive.
Permission expiry dateDate; controlled/sensitive.
Share-code expiryDate; controlled/sensitive.
Follow-up check dueDate; controlled/sensitive.
RTW restrictions / notesTextarea; controlled/sensitive.
Student restriction appliesSelect; controlled/sensitive; options: Yes, No.
Education providerText; controlled/sensitive.
Course start dateDate; controlled/sensitive.
Course end dateDate; controlled/sensitive.
Study levelText; controlled/sensitive.
Visa weekly limitNumber; controlled/sensitive.
Custom weekly limitNumber; controlled/sensitive.
External weekly hoursNumber; controlled/sensitive.
Full-time work allowed in vacationSelect; controlled/sensitive; options: Yes, No.
Self-employment prohibitedSelect; controlled/sensitive; options: Yes, No.
Permanent full-time work prohibitedSelect; controlled/sensitive; options: Yes, No.
Term 1 startDate; controlled/sensitive.
Term 1 endDate; controlled/sensitive.
Term 2 startDate; controlled/sensitive.
Term 2 endDate; controlled/sensitive.
Term 3 startDate; controlled/sensitive.
Term 3 endDate; controlled/sensitive.
Term 4 startDate; controlled/sensitive.
Term 4 endDate; controlled/sensitive.
Term 5 startDate; controlled/sensitive.
Term 5 endDate; controlled/sensitive.
Term 6 startDate; controlled/sensitive.
Term 6 endDate; controlled/sensitive.
Term 7 startDate; controlled/sensitive.
Term 7 endDate; controlled/sensitive.
Term 8 startDate; controlled/sensitive.
Term 8 endDate; controlled/sensitive.
Term 9 startDate; controlled/sensitive.
Term 9 endDate; controlled/sensitive.
Term 10 startDate; controlled/sensitive.
Term 10 endDate; controlled/sensitive.
Term 11 startDate; controlled/sensitive.
Term 11 endDate; controlled/sensitive.
Term 12 startDate; controlled/sensitive.
Term 12 endDate; controlled/sensitive.
P45 availableSelect; controlled/sensitive; options: Yes, No.
P45 leaving dateDate; controlled/sensitive.
Starter declarationSelect; controlled/sensitive; options: Statement A, Statement B, Statement C.
National Insurance numberText; controlled/sensitive.
Student loan statusSelect; controlled/sensitive; options: None, Deduction required.
Student loan planSelect; controlled/sensitive; options: Plan 1, Plan 2, Plan 4, Plan 5.
Postgraduate loanSelect; controlled/sensitive; options: Yes, No.
Bank account nameText; controlled/sensitive.
Bank sort codeText; controlled/sensitive.
Bank account numberText; controlled/sensitive.
Pension assessment statusSelect; controlled/sensitive; options: Pending, Eligible jobholder, Non-eligible jobholder, Entitled worker, Postponed, Opted out.
Pension postponement dateDate; controlled/sensitive.
DBS requiredSelect; controlled/sensitive; options: Yes, No.
DBS levelSelect; controlled/sensitive; options: Basic, Standard, Enhanced, Enhanced with barred-list check.
DBS evidence referenceText; controlled/sensitive.
Reasonable adjustmentsSelect; controlled/sensitive; options: No, Yes, Discussion required.
Adjustment notesTextarea; controlled/sensitive.
Equipment requirementsTextarea.
System access requirementsTextarea.
Mandatory trainingTextarea.
Privacy notice confirmedSelect; options: Yes, No.
Day-one written statement confirmedSelect; options: Yes, No.
Health and safety induction confirmedSelect; options: Yes, No.
Policies assignedSelect; options: Yes, No.
Final declaration confirmedSelect; options: Yes, No.
Identity document typeText; controlled/sensitive.
Identity document numberText; controlled/sensitive.
Identity document expiryDate; controlled/sensitive.
What the module checks
- First name, Last name and HR employee number are required.
- Sensitive fields follow the controlled-amendment approval route unless the editor has Approve permission.
- Select values must match the options displayed by the module.
What happens next
The module saves the permitted change and records the resulting status, version, delivery or synchronisation evidence. Reopen the relevant register and verify it.
Troubleshooting
- If the control is missing, confirm the required HRM permission and module version 1.3.0.
- If saving fails, correct the exact field or state named in the validation message.
- If an email/automation is missing, review the module delivery/audit log and host cron/mail settings.
HR data safety Restrict identity, right-to-work, payroll, bank, health, disciplinary and document information to authorised staff. Do not place protected values in free-text notes, email recipients or screenshots.
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