HR records
What an HR record keeps about each person, who can see it, and how Ghana Card, SSNIT and other statutory numbers are kept encrypted and seen only with a reason.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Every person in Console → People has an HR record beside their directory entry, on every plan. Open someone and choose HR record. The directory (name, preferred name, photo, job title, department, sites, manager, phone, email and employee number) stays as it is; the HR record holds what only the person, HR and the people your organisation chooses should see.
What the record keeps
Personal
| Detail | Notes |
|---|---|
| Legal name | As on the person's Ghana Card, when it differs from the name they go by |
| Date of birth | |
| Gender | Female, Male or Prefer not to say |
| Nationality | |
| Marital status | Only if you turn on Ask for marital status in Console → Settings → People and HR; off by default |
| Personal email and phone | Kept apart from their work email and phone |
| Home address | With its GhanaPost GPS digital address, checked as it's typed and kept as GA-123-4567 |
| Languages | The languages they speak |
| Disability | Only if the person chooses to declare one, with the date you notified the Public Employment Centre (Labour Act, section 47). It's health data, kept with their consent |
Employment
| Detail | Notes |
|---|---|
| Started on, left on | From People's employment details, as before |
| Contract type | Open-ended, Fixed term (with its end date), Casual, Apprenticeship, National service or Internship |
| Probation ends on | Within any contract |
| Notice | Agoo shows the notice the Labour Act gives the person (section 17): one month, or a month's pay, on a contract of three years or more; two weeks on a shorter one; the end of any day for casual work. You can set a longer notice, never a shorter one |
| Work pattern | Monday to Friday, Six days a week, Seven days a week, Shifts or Flexible |
| Grade and cost centre | |
| Continuous service from | When it differs from their start date, such as after a transfer from a related company |
| Position | The position they hold, and since when (Growth and above) |
Changes to someone's job (title, grade, department, position, manager, sites, employment type, contract and hours) go through job changes, so each is kept in their history with its date.
Pensions
Their Tier 2 trustee and scheme, and any Tier 3 scheme with the percentage they pay into it. SSNIT's Tier 1 needs only their SSNIT number, below.
Contacts
| Kind | How many | Notes |
|---|---|---|
| Emergency contacts | Up to five, one the primary | Name, relationship, phone, another phone, email and address |
| Next of kin | Up to three | |
| Beneficiaries | Up to ten | For SSNIT and insurance nominations; their shares must add up to 100% |
Statutory numbers
| Kind | Notes |
|---|---|
| Ghana Card | The PIN, such as GHA-123456789-0. Agoo checks its form. Since 1 April 2021 an individual's Ghana Card PIN has also been their TIN |
| SSNIT number | For Tier 1 contributions |
| TIN | Only if the person still has an older 11-character TIN; otherwise their Ghana Card PIN is their TIN |
| Passport | With its expiry date |
| Work permit, Residence permit | With their expiry dates |
| Driver's licence, Voter ID | Where the job needs them |
| Other | With a label of your own |
Each person has one of each kind (and as many Other numbers as you need), with the date it was issued and when it expires.
Kept encrypted, shown as the last four
- Encrypted as it's saved. The full number never appears in a list, an export, a report, a notification, an email or the audit trail. Everyone, the person included, sees the last four: Kept encrypted. Only the last four are shown.
- One person each. The same number can't be on two people's records: Agoo says whose record already has it, so you can find the mistake.
- Seeing a full number. Only the Owner and HR can, by choosing Show and giving a reason of 5 to 500 characters. The number shows for 60 seconds, then hides; it's never kept on the screen or the device. The reason, who saw it and when go into the audit trail as Saw someone's full statutory number. Admins keep records but never see a full number.
- Changing or removing a number is recorded as Changed a statutory number or Removed a statutory number, without the number.
A person who spots a mistake in their own number asks HR to correct it; HR approves the request and the new number replaces the old one.
Who sees what
| Who | Can |
|---|---|
| Owner | See and change every record, and see full numbers with a reason |
| Admin | See and change every record, never a full number |
| HR | See and change the records of people at their sites (every site, unless their role is limited to some), and see full numbers with a reason |
| The person | See their whole record, and change what you allow |
| Their line manager | See their job and its history, never their personal details, contacts, numbers or accounts |
| Everyone else | The directory only |
Agoo's support team never sees an HR record, a number or an account, even when you give them access to your organisation. Every change to a record is in the audit trail as Changed someone's HR record, naming the fields and never a number.
What people can change themselves
In Console → Settings → People and HR, Owners, Admins and HR choose what people may change about themselves in My record, in Agoo Workspace or the Console. By default:
- Yes: personal email and phone, home address and digital address, languages, a disability, emergency contacts, next of kin, beneficiaries, and where they're paid
- No, unless you allow it: gender, nationality and marital status
- Never by themselves: their legal name, date of birth and statutory numbers. They ask HR to correct them, and HR approves the request.
The same settings choose whether people change their own pay accounts or ask HR to.
How long records are kept
HR records are kept while someone works for you and for your organisation's period after they leave, set in Console → Settings → Data & privacy:
| What | Kept after they leave |
|---|---|
| HR records: the record, contacts, job history, change requests, the Ghana Card, SSNIT and TIN, and pay accounts | 6 years unless you choose between 1 and 10; Agoo warns under 6 |
| Identity numbers not needed for tax: passports, permits, licences, voter IDs and others | A year unless you choose up to 6 |
Six years matches how long tax records and electronic employment records must be kept, and how long a contract claim can be brought. A legal hold (Enterprise) keeps a person's record however old it is. The full organisation export includes HR records, with numbers and account numbers as their last four only.
People and HR
One HR record for each person you employ, with statutory numbers and pay accounts kept encrypted, departments and positions, and every change to a job kept from the date it takes effect.
Departments and positions
Keep your departments with their heads, parents and cost centres, and on Growth and above the positions inside them, filled or vacant.