Create a Person Record

Purpose

This article explains how to create a Person Record, which is the first step in the HR lifecycle.

A Person Record stores personal and professional information for any individual — whether a future employee, contractor, or candidate.
Accurate and complete data ensures smooth onboarding, compliance, and ongoing management.

Overview

Creating a Person Record establishes the foundation for all HR-related activities.
Each record centralizes a person’s details, supporting identification, communication, and future actions such as job assignment, project allocation, or contract creation.

Access Path

People Management → People

Steps to Create a Person Record

Step 1 – Upload a Profile Photo

Drag and drop an image or browse to select a file.
Recommended formats: JPG or PNG.
Ensure the photo is clear and professional.

💡 Tip: Use a neutral background and headshot-style image for consistent display in directories.

Step 2 – Fill Personal Details

Enter the person’s basic identification information:

Field	Description
Salutation	Select the appropriate title (e.g., Mr., Ms., Dr.).
Name (required)	Enter the commonly used name.
Legal Name	Enter the official name used in legal documents.
Acronym	Optional short form or initials.
Date of Birth	Select from the calendar picker.
Place of Birth	Enter the city or town.
Nationality	Specify the country of citizenship.

💡 Tip: Use consistent naming formats across all records for easier searches and reporting.

Step 3 – Add Contact Information

Navigate to the Contacts tab to enter:

Addresses (Primary, Secondary)

Emergency Numbers

Social Media Links

Social Media

E-mails

Phone Numbers

⚠️ Important: Verify all contact details for accuracy before saving to prevent communication issues.

Step 4 – Complete Additional Information

Add supporting details relevant to HR and management:

Background: Professional Experience, Skills, Qualifications, Academic Background, Languaged.
Documents: Upload ID, certifications, or other supporting files.
Wellbeing: Health-related information (e.g. Occupational Health and Medicine, Food Intolerances, Chronic Diseases, Allergies, Vaccines).
Permits: Work Permits or Visas.
Others: Any other relevant personal or professional data (Diversity: Ethnicity, Religion, Sexual Orientation, Political Ideology, Gender Type, Disability)

Step 5 – Save the Record

Click Save to create the Person Record.
A unique identifier will be generated automatically.
The record can then be updated, linked to Skills, or converted to an Employee Record when hiring.

Best Practices

💡 Recommendations for data accuracy and consistency:

Complete all mandatory fields before saving.
Use standardized formats for names, dates, and contact information.
Verify uploaded documents for correctness and completeness.
Protect sensitive data — limit access to authorized HR roles only.

⚠️ Common Errors

Issue	Description
Missing Required Fields	Ensure mandatory fields (e.g., Name, Date of Birth) are completed.
Incorrect File Format	Only upload supported formats (JPG, PNG, PDF).
Duplicate Records	Check for existing records to avoid duplication.

About People Management
Update Personal Information
Manage Skills and Qualifications
Convert Person to Employee (cross-link to Contracts)
Manage Applicants for a Job Offer (cross-link to Recruitment)
About the Recruitment Module (for candidate-to-person conversion)

Create a Person Record