Maintaining Employee Records

Members of Human Resources are responsible for keeping AngelTrack's employee records up-to-date. As such, they can view and modify everything in AngelTrack's employee records except for the employee's membership in the HR role; only the AngelTrack administrator can add or remove employees from that role. (See the Roles and Permissions guide for details.)

A big part of that responsibility is the ongoing management of crew certificates, including CPR cards, driver's licenses, patch renewals, and the like. To learn more, read the Certificate Tracking guide.

Secure HR Document Storage

Every employee record in AngelTrack includes an electronic document file, accessible only by members of HR (plus AngelTrack administrators of course).

You can upload anything you wish to the document file, and access the stored documents at any time in the future.

If you upload a .PDF document, AngelTrack will offer to extract all images from it, for faster printing later. This feature is intended for those who have sheet-feed document scanners that produce .PDFs containing all of the scanned images. Many web browsers cannot print a .PDF document, so extracting the images guarantees that any web browser will be able to retrieve, view, and print the contents.

Note: There is no need to print and upload disciplinary writeups created using AngelTrack's incident system; these are automatically attached to the employee's record, separate from the document storage.

Automatic De-Duplication

There is no problem uploading the same file over and over again for multiple employees. AngelTrack's document storage system has automatic de-duplication, so only a single copy of a document will be stored, even if it is added to many different employees.

Pay Rate History

AngelTrack stores the complete history of the employee's pay type and rate, for use in calculating payroll. Each time you modify an employee's pay type or rate, AngelTrack saves the previous pay type and rate, along with the effective date of the new pay type and rate.

Consequently, each employee's records will show the history of changes in their pay, like this:

Effective Date End Date Pay Type Pay Rate
January 1, 2015 [current] Hourly $13.00/hour
March 5, 2014 January 1, 2015 Hourly $12.00/hour
August 19, 2013 March 5, 2014 Hourly $11.00/hour

The history is automatically maintained for you; just input the employee's new pay settings whenever they change, and AngelTrack will do the rest.

You can edit the history if need be, even delete entire rows if there is a mistake. AngelTrack's Payroll Calculator uses the history, along with the timeclock, to calculate the employee's base and overtime pay for any chosen date range.

Employee Self-Edit

Click your initials to open the Employee Self-Edit page

The following data can be modified by employees using their Employee Self-edit page, which they can access by clicking their initials located at the top-right corner of every AngelTrack page:

However, employees are prone to overlook their responsibility to keep their information current, so it should be periodically reviewed for accuracy (or issue an announcement to remind the employees to do it).

AngelTrack provides some assistance here: when an employee's password expires, the "Choose a New Password" page also prompts the employee to check their mobile phone number, mailing address, and emergency contact, and update them as necessary. Set your password expiration interval using the "Preferences" item under the Settings page.

Access by Lieutenants

Lieutenants can view the Employees List. They can click any employee to view and modify all information about that employee except for the following datafields:

Access by Captains

Captains can do everything Lieutenants can, plus they can view the list of incidents where the employee is blamed, and can view and modify those incidents.

Help Index - AngelTrack Support