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Employee Management with AnyDB

Overview​

This guide shows how to use AnyDB to manage your employee data and HR workflows in a structured, customizable way. You’ll learn how to create employee records, track roles and performance, manage documentation, and connect related data such as onboarding, timesheets, and equipment—all from a unified workspace.

Business Problem​

HR teams often manage employee data across disconnected systems like spreadsheets, HRIS platforms, emails, or folders. This leads to duplication, inconsistent data, and a lack of visibility across teams and processes. Updating records or managing lifecycle events (onboarding, exits, equipment returns, etc.) becomes error-prone and manual.

Solution Summary​

With AnyDB, you can:

  • Create and maintain centralized employee profiles using customizable templates
  • Link employees to onboarding tasks, performance reviews, timesheets, equipment, and more
  • Store files like resumes, contracts, and IDs securely within each employee record
  • Assign follow-up actions such as 30-day reviews or compliance updates
  • Use dashboards to track HR health metrics (headcount, retention, onboarding completion)

Step-by-Step Instructions​

1. Create a New Employee Record​

  • Go to your People or HR database
  • Click + New Item
  • Select the Employee template
  • Fill in fields such as name, title, department, email, start date, and manager

You can also attach a photo, upload files (like resumes or contracts), and link related records (e.g., onboarding or reviews).

  • Use reference fields to associate the employee with:
    • Onboarding checklists
    • Equipment issued
    • Timesheets or shift schedules
    • Performance reviews or feedback
  • Each related item remains connected to the employee profile

3. Assign Ownership or Follow-Up​

  • Set a Manager using a dropdown or reference field
  • Add a Follow-Up Date (e.g., 30/60/90-day review)
  • Use comments or task fields to assign items to team members

4. Track Documents and Files​

  • Upload signed documents (NDAs, offer letters, ID proofs) directly into the employee profile
  • Tag them for easier retrieval
  • Share with HR, finance, or IT teams using role-based access

Data Model & Structure​

FieldDescription
Full NameFirst and last name of the employee
Job TitleCurrent role
DepartmentTeam or function the employee belongs to
Start DateOfficial date of joining
ManagerReference to another employee or user
StatusActive, On Leave, Resigned, etc.
Employee IDUnique identifier or HR code
Email / PhoneContact details
Office LocationOffice or remote region
Files & DocumentsAttachments like resumes, contracts, ID proofs
NotesAdditional comments or history
Related RecordsOnboarding, Timesheets, Assets, Reviews

Reporting & Views​

Use filters and saved views to track:

  • Employees by department, location, or status
  • Start dates and anniversaries
  • Pending onboarding or follow-ups
  • Roles or team composition

Build dashboards to track:

  • Headcount trends over time
  • Average time to onboard
  • Equipment issued and returned
  • Retention and turnover metrics

Sharing & Collaboration​

  • HR can manage and control access with record-level permissions
  • Managers can view and update only their team’s records
  • Shared documents stay attached to the employee profile
  • Add guests (e.g., finance or external advisors) when needed

Tips & Best Practices​

  • Use folders or databases to group employees by office, function, or employment type
  • Tag records for easy grouping (e.g., Full-Time, Contractor, Intern)
  • Attach checklists or SOPs to standardize onboarding/offboarding
  • Link to external records (e.g., benefits portal or payroll system)

Note: The free plan supports unlimited employee documents but has storage limits. Upgrade for larger file support and advanced HR workflows.

Who This is For​

  • HR Teams – for managing employee lifecycle and compliance
  • People Ops – for performance, engagement, and onboarding
  • Team Leads – to track