One record per person, from hire to final pay.
The contract, the promotions, the leave, the warnings, the clearance — and the actual documents behind all of it. Usually a filing cabinet and three spreadsheets — and the day you need to prove something is the day you find out what is missing.
| Contract | regular, signed | on file | v3 |
| NBI clearance | expires 02 Nov 2026 | on file | 38 days |
| Food handler’s permit | expires 19 Jan 2027 | on file | current |
| Promotion — Supervisor | effective 01 Sep 2026 | applied | reviewed |
| Leave balance | carried and accrued | 9.5 days | |
| Offboarding checklist | not started | — |
A 201 file holding the documents themselves, employment changes that take effect on a date, joining and leaving as checklists, and provable policy versions.
What it actually does.
The 201 file, with the documents actually in it
Contracts, government IDs, permits and certificates kept against the person rather than in somebody’s drawer — each one private, versioned, and carrying its expiry date. A permit about to lapse tells you before it lapses rather than after.
- Private by default: an HR document is not visible to a manager who is not entitled to it.
- Every replacement keeps the one before it, so the history is intact.
- Expiry is a date the system watches, not a reminder somebody sets.
Each item has a name against it and a date. Nothing is forgotten because the person who usually remembers was on leave.
Changes take effect on a date
A promotion, a transfer, a change of rate. Recorded once, reviewed, and applied from the day it really starts — so March is paid at March’s rate and nobody retypes a number into payroll.
- The change is reviewed before it applies, not discovered afterwards in the register.
- Dated, so a correction to a past period still computes at that period’s rate.
- One entry, and payroll, attendance and the org chart all follow it.
Recorded once, dated from the day it really starts. September is paid at September’s rate and nobody retypes a number into payroll.
Joining and leaving are checklists, not memory
A list of what has to happen when somebody starts and when somebody goes, each item with a name against it and a date. Nothing is forgotten because the person who usually remembers was on leave.
- Assigned, so there is always somebody answerable for the outstanding item.
- Clearance and final pay draw on the same record rather than a separate handover note.
- What is still open is visible before the last day, not after it.
Your staff stop queuing at the HR desk
An employee opens their own payslip and sees exactly what changed since the last one. They raise a discrepancy or ask for a copy of a document themselves, and see the answer come back.
- They see their own record and nobody else’s — held by the database, not by the screen.
- A query is a tracked request with a response, not a conversation nobody wrote down.
- Seeing your own payslip and seeing everybody’s are two different permissions.
Policies, with versions
Which policy was in force in June, what it said, and who had seen it. That is the question asked in a dispute, and in most businesses it cannot be answered at all.
- Each revision reviewed and dated, so the effective one on any day is knowable.
- The version in force when something happened, not just the current one.
- Published to the people it applies to, and recorded as published.
The ones people ask about this.
Who can see an employee’s documents?
Only people entitled to, and that is held in the database rather than by which screen somebody was given. A manager seeing their team is not the same grant as HR seeing a contract.
Can an employee raise something themselves?
Yes — a discrepancy on their payslip, or a request for a copy of a document. It is a tracked request with a response, not a conversation nobody wrote down.
What happens to a change dated in the past?
It applies from the date it was effective, so a correction to an earlier period still computes at that period’s rate rather than today’s.
Do we have to move our existing files in first?
No. Start with the people and the changes from here, and add the historical documents as they come up. The record is useful from the first one.
Nothing here is a separate product.
Payroll
SSS, PhilHealth, Pag-IBIG, withholding, 13th month, final pay
See the pageTime & attendance
Live from your biometric readers — no exports, no sheets
See the pageSecurity & access
Enforced in the database, down to the action
See the pageReporting & analytics
190 reports, each opening the rows behind it
See the pageSee it on your own figures.
Bring one ordinary day from your business and we will run it through in front of you, on your own items and your own prices.