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How to Use Employee Profile Notes
How to Use Employee Profile Notes

Manage notes in the employee profile.

Jeffrey Mo avatar
Written by Jeffrey Mo
Updated over a week ago

We understand that keeping track of important information about your employees is crucial for effective HR management. One powerful feature at your disposal is the ability to add and manage notes in the employee profile. This feature allows admins to log conversations, details, and important events related to employees. In this article, we'll walk you through the process of using the employee profile notes effectively.

Why use employee profile notes?

You can use the employee profile notes to help you record and manage employee conversations and activities. This feature may be helpful to refer to during performance reviews, salary negotiations, and other critical matters.

Below are a few common reasons to take advantage of the employee profile notes:

  • Track conversations: Keep a record of conversations that admins and managers have with employees. This is especially useful for documenting discussions about salary negotiations, performance reviews, or any other important matters.

  • Monitor attendance and tardiness: Log instances of tardiness or attendance-related issues directly in the employee profile. This can serve as a valuable reference when addressing attendance concerns during performance evaluations or disciplinary actions.

  • Document employee requests: When employees make requests, such as a raise, moving their desk in the office, or even relocating to another office, you can log these interactions in the notes section. This ensures that all communication is documented and easily accessible.

Make sure any notes you enter in the employee profile notes maintain compliance. Adhere to company policies and HR principles by using the notes feature responsibly. Ensure that all notes entered are objective, factual, and align with the company's code of conduct.

Add a note to the employee profile

  1. Log in to Fingercheck as an Administrator.

  2. Go to Employees.

  3. Select an employee to open their profile.

  4. Select HR > Notes.

  5. Click Add.

  6. Enter the Add employee note details:

    1. Title: we recommend the title is quick and easy toremember fromr the conversation or note.

    2. Message: enter details of the conversation you had with the employee or other information that you would like to track.

  7. Click Save.

Click the More Info link at a later time to read the note you entered.

Attach a document to employee notes

It may be useful to attach any relevant documentation you have to the employee notes. From the employee notes section, click the paperclip to attach documents.

Best practices for using employee profile notes

Remember to be respectful of employees when entering notes. Avoid insensitive content in conversations when adding notes, and ensure notes adhere to company guidelines.

Be objective and factual: Stick to the facts when entering notes. Avoid subjective language or personal opinions to maintain objectivity.

Use consistent formatting: Standardize your note-taking format to ensure clarity and ease of reference. Include dates, subjects, and relevant details.

Respect privacy: Remember that employee profiles contain sensitive information. Ensure that your notes adhere to privacy regulations and company policies.

Regularly review and update: Periodically review and update notes to reflect any changes or resolutions. This ensures that the information remains accurate and relevant.

Train all admins and supervisors: Provide training to admins and supervisors who have access to employee notes on the responsible use of notes. Emphasize the importance of maintaining professionalism and confidentiality.

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