Employee Records Register (Mini HRIS)

About the Employee Records Register (Mini HRIS)

A private employee database for a small business that runs in your browser: one profile per person with personal and contact details, the job (title, department, manager, location, employment type, grade), the key dates (joining, end of probation, confirmation, contract end, last working day), pay and bank details, statutory and tax IDs (PAN, UAN, ESIC number, National Insurance number, the last four digits of an SSN — shown masked on screen), emergency contacts, issued assets, and the documents you attach: the contract, ID copies and certificates.

Alerts list what needs doing: probation reviews, contract ends, visas, work permits, passports, licences and certificates running out, people joining, birthdays and work anniversaries, and leavers whose records are due for review. The dashboard shows the headcount, joiners, leavers and attrition by month, department and employment type. Every change to a profile is kept in its history with who made it and when.

Everything stays in this browser on this device — encrypted with your passcode if you set one — with encrypted backups you keep yourself. The free preview keeps up to 5 employees with the alerts and the dashboard in full; a Premium pass keeps as many as you need, more documents each, and unlocks the staff directory, the register of employees and profile sheets as clean PDFs, the Excel workbook and the alerts calendar.

Common uses

• A shop, clinic, school or start-up keeping its staff records in one place instead of folders and scattered sheets.
• An HR or office manager who needs a reminder before a visa, work permit or probation runs out.
• An employer preparing a staff list or register of employees for an inspection, an auditor or a bank.
• A founder who wants headcount and attrition figures for the board without an HR subscription.

Your employees’ data and the law

The employer decides what is kept and is responsible for processing staff data lawfully. India’s Digital Personal Data Protection Act, 2023 lets an employer process personal data “for the purposes of employment” (section 7(i)), asks for reasonable security safeguards (section 8(5)), and requires personal data to be erased once its purpose is served unless a law requires keeping it (section 8(7)). In the EU and the UK, the GDPR keeps personal data only for as long as necessary (Article 5(1)(e), storage limitation).

• Where it is: in this browser on this device (IndexedDB). MySmartCoPilot never receives or sees it.
• Passcode: with a passcode set, every record and document is stored encrypted with AES-256-GCM, the key made from your passcode with PBKDF2-SHA-256 and 600,000 rounds. The register locks itself after a time without use. Nobody can reset a lost passcode: keep backups.
• On screen: IDs and bank accounts show as •••• and their last four characters until you press Show; the change history keeps them masked too.
• Retention: set how many months after the last working day a leaver’s record is reviewed; the alert then reminds you to delete what you no longer need to keep.
• What to record: only what you need for the job, pay and the law. Health, religion and similar details do not belong in an employee profile unless a law requires them.

What the alerts list

• Probation review: an end of probation without a confirmation date (it stays overdue until you record the confirmation).
• Contract ends: a fixed-term contract end with no last working day recorded.
• Expiries: visas, work permits, passports, licences, certificates and anything else you add with an expiry date; expired ones stay listed as overdue.
• Joining: people whose first day is still to come.
• Birthdays and work anniversaries: of active employees, in a shorter window of their own (a 29 February birthday falls on the 28th in other years).
• Records due for review: leavers whose retention period ends.

How headcount and attrition are counted

A person is employed from the date of joining to the last working day, both included. A month’s opening headcount counts the people employed on the day before it starts and its closing headcount those employed on its last day. Joiners joined in the month; leavers had their last working day in it.

Attrition = leavers ÷ average headcount × 100, where a month’s average headcount is (opening + closing) ÷ 2 and a period’s is the average of its months. It is the way the US Bureau of Labor Statistics computes its separations rate — separations divided by employment, times 100 (JOLTS) — with the average headcount as the employment. The department and employment-type rows use the same rule within each group.

IDs: format checks only

When you type an ID the register checks its shape and warns, without stopping you: a PAN is five letters, four digits and a letter (a person’s has P as its fourth letter), a UAN has 12 digits, an ESIC insurance number 10, and a National Insurance number two letters, six digits and A, B, C or D, with the prefixes HMRC never uses refused (NIM39110). Bank codes are read by their shape: an IFSC (four letters, a 0 and six letters or digits), a UK sort code (six digits) or a US routing number (nine digits with its check digit). Nothing is looked up anywhere, so a number in the right format may still be wrong.

The register of employees

Under Registers & exports, the register of employees lists everyone employed in the period you choose — leavers included — with their code, name, father’s or spouse’s name, gender, date of birth, nationality, date of joining, job, employment type, department, IDs, bank and address, and the date of and reason for leaving, with the IDs masked unless you tick Write IDs and bank accounts in full. It is a general register: where a labour law prescribes the form of an employee register, compare it with that form and keep what the law asks for.

Limitations

• One browser on one device: there is no shared login or sync. To use the register on another device, restore an encrypted backup there.
• It does not run payroll, file returns or contact authorities, and it does not check IDs or bank details against any official database.
• Documents up to 5 MB each (one per employee in the free preview, 20 with a pass); the browser decides how much room the site may use.
• Clearing this browser’s site data deletes the register: keep encrypted backups.
• The PDFs and the spreadsheet reader need a connection the first time, to load their engines.

Privacy

Everything happens in your browser. Employees, their documents and the change history are kept in this browser’s IndexedDB on this device — encrypted when you set a passcode — and are never uploaded. Backups and exports are files you download yourself.