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How to manage a new employee’s profile in human resources

Managing employee records is easy if you know how to automate the process. We explain it in our article. Read us on the blog!

consultor

Isabel García

HR Consultant

manage a new employee's profile

17 of April, 2025

Managing employee records by HR in a company is essential for maintaining proper organization within the company. Moreover, the rise of new technologies has made it possible to move away from managing these records through Excel, as had previously been the case.

In this post, we are going to explain all the information you need when it comes to employee’s files, and the most appropriate document manager for them.

What is an employee file?

The term “file” sounds very old, however, they are still referred to in that way.

It is about having all the information of the employee in the same medium to have better access to this information. And, also, to be able to execute all kinds of tasks.

Examples: effect consultations, fill out documentation or react more quickly to unforeseen situations such as accidents or medical leaves.

Imagine if an employee of your company doesn’t show up to work or has had a work accident. In this case, you’re going to need access to their personal data to, for example, notify a family member of what has happened. The same could happen with tax data, for instance.

Since the onset of the pandemic, documents associated with employee records have moved to the digital scene. For this reason, having a box with hand-written files has become history.

However, remote work has negatively influenced this area. As leaders or managers have difficulties getting their workers to fill out certain information or effect arrangements.

This would not happen if employees stayed in the office, as was the case some years ago.

However, companies have contracted digital signature services so that remote workers can sign all kinds of documents without their presence being required.

The changes that have taken place in recent years have only increased. Currently, an employee record not only collects personal data.

But now the goal is to concentrate all the information in one database (tax information, vacations, payrolls, etc.) to effectively manage employee files.

How to manage employee files

If you own a company and are in the middle of a digital transition period, we encourage you to continue reading. This information will be useful for managing your employee’s files in a digital environment.

The first thing you should keep in mind is that data does not usually vary significantly in the working life of an employee.

However, you need to keep this information accessible to modify it whenever necessary to manage employee files.

Fiscal data

In this section, the basic information of the employee will be collected, as well as contact details and details about their role and responsibility within the company.

In terms of contact information, we recommend that you include the worker’s and some more for emergency cases.

Educational data

An employee’s academic data is essential for verifying and keeping track of the employee’s career.

Emergency contacts

As we have already pointed out, it’s essential to have emergency numbers when managing employee files.

These are used so the company can contact relatives or close associates in any type of unforeseen situation.

Software or Excel for managing employee files?

Employee files were manually drafted until about a decade ago. Then they began to be handled in Excel.

We do not recommend using Excel to manage employee files for the following reasons:

Therefore, the disadvantages make one consider the suitability of specific software to gather worker’s files.

In summary, managing employee files is easy if you have the right HR software for it.

If you like this type of news, we invite you to keep following Sesame HR. However, you can also contact us if you are interested in hiring any of our services.

Iris Serrador

Iris Serrador

People Partner | LinkedIn | | Web | +post

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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