Employee Records

One record for every employee

Employee details, statutory numbers, documents, and contract dates — in one place, instead of spreadsheets, folders, and inboxes. The details payroll and KRA need, kept current.

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Statutory fields built in Document expiry alerts Contract & probation tracking
Employee Profile

Every field payroll and KRA need

One profile per employee, holding the details payroll calculates on and KRA asks for — collected once, kept current.

Statutory identity
Core HR
KRA PIN, national ID or passport, NSSF and SHA numbers, work permit and expiry, and the employee's M-Pesa number — each on the employee's own record.
Employment details
Core HR
Job title, department, employee number, join date, basic salary, probation end date, contract end date, and per-person rest days for overtime. Different contracts sit side by side, on the same payroll.
Personal details
Core HR
Address, emergency contact, next of kin, nationality, and gender. Employees can keep their own address and emergency contact current; sensitive changes like their M-Pesa number go to HR for approval.
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HR Documents

Contracts and certificates, on the record

Employment contracts, IDs, KRA PIN certificates, NSSF and SHA cards, certificates of good conduct, academic certificates, and work permits — filed against the employee they belong to.

Upload, file, and search
Core HR
HR uploads each document against the employee and chooses a document type. Every document is searchable by type, employee, and expiry date — no more digging through folders.
Optional expiry dates
Core HR
Certificates of good conduct, work permits, and other time-limited documents carry an expiry date. PawaHR knows which documents are current and which are about to lapse.
Access by role
Security
In the app, HR and Admin see every employee's documents, and each employee sees their own.
Alerts

Told before the date arrives, not after

Contracts ending, probation finishing, certificates about to expire — the things HR shouldn't have to remember. PawaHR surfaces them before they land.

Contract & probation tracking
Core HR
A page listing employees whose contract or probation end date is within the next 90 days, sorted by urgency and grouped by department, with HR notified as the dates approach.
Document expiry alerts
Core HR
HR is alerted as an employee's document approaches its expiry date, so a work permit or certificate of good conduct is renewed before it lapses rather than after.
Profile completeness
Core HR
HR sees which employee profiles are missing details payroll and KRA need — KRA PIN, M-Pesa number, gender — with the reason each matters, so the gaps get closed before a filing or a payroll run needs them.
Photos

A face next to every name

Employees upload their own photo, or HR can upload it for them. The photo appears on the directory, dashboards, and reports — so a manager reading a name knows who they're looking at.

Self-upload, or HR upload
Core HR
Employees upload their own photo from the profile page, or HR can upload one for them. The photo is available wherever the employee is named in the app.
Initials as a fallback
Core HR
When an employee has no photo, they appear with their initials on a coloured background — no blank silhouettes, and no missing person in a list.
Size and type, checked
Security
Only images under the size limit are accepted, and the file type is verified — a document renamed to look like a photo is refused.
The Difference

What changes when records live in PawaHR

Task Without With
Employee details
A spreadsheet, updated by whoever remembers.
One profile per person, kept current.
Documents
Scattered across folders and email.
Filed against the employee, searchable.
Expiring documents
Noticed when they've already expired.
Alerted as the date approaches.
Contract ends
Remembered by the manager, usually.
Listed 90 days out, with urgency.
FAQ

Employee records questions, answered

What employers ask about keeping employee records in PawaHR.

Job and employment details, statutory numbers (KRA PIN, NSSF, SHA, national ID or passport, work permit), contact details, emergency contact and next of kin, dates (join, probation end, contract end), salary and rest days, and a photo. Each is on the employee's own record.

Yes. You can import employees in bulk using a simple CSV template, or add them one at a time. The import process maps your columns to PawaHR fields, so names, departments, and other details land in the right place. If you need help, our onboarding team can review your file and guide you through the mapping.

Every connection to PawaHR is encrypted, access is controlled through role-based permissions — Admin, HR, Manager, and Employee each see only what they should — and every sensitive action is audit-logged.

HR is alerted as the date approaches — a rolling 90-day window for contracts and probation, and an alert ahead of a document's expiry date. The upcoming-dates page groups everything by urgency.

Employees can edit their own address, emergency contact, and next of kin directly. Sensitive changes, like their M-Pesa number, go to HR as a request and only take effect once HR approves.

See employee records in action

Book a walkthrough and we'll show you a full employee record, from profile to document to contract alert.

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