People and HR files

The file is in sections; each person sees only the ones their role allows:

• Contact and emergency — the work phone, emergency contacts (each one tap to call), and for HR and the employee, the personal email and phone and the home address.
• Employment — hire and end dates, full time, part time, seasonal, temporary or 1099, and the pay rate (HR and the employee).
• Licenses — the driver's license class, state, endorsements and expiry and the DOT medical card's expiry; for HR and the employee, the birth date and license number too.
• Certificates — every certification on file for them, with its expiry, its copy and its reminders.
• Paid time off and Discipline and notes — HR and the employee. Absences, the last twelve months and Incidents — HR, the office and the employee.
• Schedule — the dispatches and plans they're on from today.
• HR documents, HR notes and Activity — HR only.

In the office, To finish at the top lists what's left before a new person goes out: a certificate their trade needs, the I-9, a crew-clock PIN, or getting them on the app.

• HR — owners, and anyone whose roles read HR files for the whole company (the HR manager role does): all of it. Accounting & payroll reads them too, and changes nothing.
• Admins, project managers and superintendents (whoever's roles read People beyond their own crew) — the work phone, trades, every certification with its copy, the emergency contacts, the license class and expiry, the medical card's expiry, absences, incidents, and their schedule. Not the pay, paid time off, birth date, license number, home address, personal email or phone, I-9, discipline, or HR's notes and documents.
• Foremen, for the people on the crews they run: name, trade, work phone, emergency contacts, and whether each certification is current, running out or run out (no copies).
• The employee — their whole file except HR's notes and documents.
• Everyone else — nothing.

What someone can't see is never sent to their browser or phone at all; it isn't just hidden on the page.

Owners always are. To make someone else HR, give them the HR manager role: on Company › Users and roles, select Edit beside their name (or Edit roles on their file's App access). Taking the role off takes it away at once. A role reads HR files when it has HR files at View for all jobs, and changes them at Edit; the Roles tab shows which roles do. Every change to someone's roles is on the Role changes tab.

HR also works the hiring needs a resource or project manager sends from the look-ahead, at People and safety › Hiring needs: Start recruiting, keep a note, and when someone's hired, Add the hire opens the employee form with the trade filled in. Saving names them on the need, and the need is filled once everyone is. See Hiring needs in the look-ahead guide.

1. Open the file.

   People and safety › Directory, the Employees tab, then the employee's name.

2. Edit.

   Select Edit on a section, change what's needed and save. Only what you changed is saved. Edit employee at the top opens the whole record on one page.

3. Add HR paperwork.

   Under HR documents, upload an offer letter, a signed policy or a write-up. Only HR can see or open them, and they're never sent to AI.

The birth date and driver's license number are stored encrypted. If the page says to set HR_DATA_KEY, the server has no key to encrypt them yet; everything else still saves. Ask whoever runs your Aggrado setup.

Each time HR opens a file or one of its HR documents, and each time anyone changes a file, it's recorded: who, when, and which items — never what they said. HR reads it under Activity on the file, with the license and medical card reminders that went out.

In Your employee file on the website (on the phone, Account › My file) an employee keeps their personal phone and email, home address and emergency contacts up to date, and sees their certifications and when each runs out.

To send in a new card, select Add a certificate, enter what it is and when it runs out, and add a photo of the card. It goes on the company's list right away, marked as sent in by the employee, and the people who look after certificates are told to check it.

When a certification of theirs is running out, the employee is reminded too — in Spanish if that's the language they chose.

A foreman taps a crew member's name in today's dispatch on the phone's Today to see their work phone and emergency contacts, each one tap to call, and whether their certifications are current.