Employee Records Software for Indian Employers

ZeniaHR keeps one record for every employee you hire directly: personal and job details, bank and statutory numbers, documents, payroll, leave, address, nominees and work terms. HR works from separate lists for active staff, previous employees, temporary joiners, pending approvals and drafts. Each record carries its own history of status changes and salary revisions. When someone resigns, HR records it and ZeniaHR works out the last working day from the notice period. The exit then closes with one structured reason and an eight-item clearance checklist.

Who uses it

HR teamCreates and updates records, links each person to a department, designation, grade and reporting manager, records resignations and closes exits with the reason and clearance checklist.

Company headSees every record across branches, gets a bell when anyone resigns, and decides through Access Control who may see salary, bank and contact details.

ManagersGet a bell when someone in their team resigns and, under the ready Manager role, see only their own reporting line with salary and bank details masked.

EmployeesSee their own profile in the mobile app, add their first nominee and ask HR to correct a detail they cannot edit themselves, which HR then approves.

One record, many tabs

The profile is split into tabs so each team finds its part quickly: personal, job, bank, compliance, documents, payroll, leave, address, nominees and work terms. The compliance tab holds statutory numbers such as PAN, UAN, PF and ESIC IP numbers. Education and previous experience sit on the same profile as separate records. The organization assignment links the person to your masters, so a department is picked from a list rather than typed three different ways. The documents tab and the Employee Documents module show the same files, and the payroll tab holds the salary structure that Direct Payroll uses.

How the record feeds the rest of ZeniaHR

Most of ZeniaHR reads from the employee record, so a correct record saves work everywhere else. A wrong reporting manager sends leave requests to the wrong person, a joining date typed wrongly changes the paid days in the first payroll, and a missing department keeps someone out of the right holiday list and wall posts.

The reporting manager is the first approver for leave, corrections, WFH, on duty, overtime and shift swaps, before HR.
Branch and department decide which holidays apply to the person and which wall posts they see.
Work terms set the probation end date for the probation queue and the notice period used when a resignation is recorded.
The salary structure on the payroll tab feeds Direct Payroll, and joining and exit dates bound the paid days.
The exit reason chosen at offboarding shows in the Employee Exit Report.

Who sees salary and bank details

Employee records hold sensitive data: salary, bank account numbers, phone numbers and statutory IDs. Once the Company Head switches on access control, each role sees salary, bank and contact fields in full, masked or hidden on the employee list and profile. The ready Manager and Auditor roles start with salary and bank masked. Data scope decides which employees a role sees at all, for example only one branch or only a manager's reporting line. The details are on the access control page.

Employee records features

Employee database and profilesHold personal, job, bank, statutory and nominee details for every employee in one profile, with separate lists for active, previous and draft records.Employee status and lifecycle historyTrack 13 employee statuses from draft to archived with fixed allowed moves, and a read-only history of status changes, job changes and salary revisions.Employee work termsRecord whether each person works from office, home, hybrid or field, with office days, probation length and notice period, using company rules as defaults.Resignation and notice periodRecord a resignation in one step: the last working day is worked out from the notice period, the status moves to On notice and HR and the manager are told.Offboarding and exit checklistClose every exit the same way: clearance steps, one structured exit reason, an eight-item checklist and HR remarks, then a move to the previous list.

See employee records on your own data

A 30-minute demo on a video call. We set it up for your departments and rules and show it running. Free for your first 50 employees.

Book a free demo See pricing

Frequently asked questions

What details does an employee record in ZeniaHR hold?

Personal details, job details, bank account, statutory numbers such as PAN, UAN, PF and ESIC IP numbers, documents, the payroll salary structure, leave, address, nominees and work terms. The organization assignment adds department, designation, grade, cost centre, location, employment type, category, reporting manager and HR partner. Education and previous experience are kept as separate records on the same profile.

Can I keep records of employees who have left?

Yes. When offboarding is completed, the record moves to the Previous list instead of being deleted, and its payroll and compliance history stays with it. The exit reason, clearance checklist and HR remarks are saved on the record, so you can answer a background verification call or an inspector's question years later.

Can managers see the salary of their team members?

Only if the Company Head allows it. Under access control, each role sees salary, bank and contact fields in full, masked or hidden. The ready Manager role sees only its reporting line and starts with salary and bank details masked. Until access control is switched on, the older permission matrix decides what each user can see.

How do I bring my existing employee data into ZeniaHR?

Use Data Import. Upload an Excel or CSV file of up to 10,000 rows, let ZeniaHR match your columns, review the row check and import. Existing employees are matched on employee ID, Aadhaar, PAN, email or phone, and blank cells never erase saved details. Afterwards, link department, designation and reporting manager in each profile's organization assignment.