> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hr-easy.nlead.ch/llms.txt
> Use this file to discover all available pages before exploring further.

# Employee records

> The dossier, dated employment periods, documents, and bulk import.

## The dossier

An employee's record is the single place their working life is documented. It is
organised in slices so that a payroll specialist, a line manager and an HR generalist
each see the part they are entitled to rather than one undifferentiated page.

## Employment periods

Terms are **dated**, not current-valued. Each employment period carries:

| Field           | Notes                                                                     |
| --------------- | ------------------------------------------------------------------------- |
| Valid from / to | Open-ended until the next change or the end of employment.                |
| Function        | The job title as it appears on contracts and certificates.                |
| Pensum          | Employment level in percent.                                              |
| Location        | The Standort, and therefore the canton.                                   |
| Legal entity    | The Rechtsträger employing the person for this period.                    |
| Salary          | Monatslohn or Stundenlohn. Masked unless the viewer is allowed to see it. |
| Notice period   | Kündigungsfrist applicable in this period.                                |

Everything downstream asks the record "what were the terms on this date?" — payroll for
a retroactive month, a certificate listing the sequence of roles, a report on average
Pensum by location.

### Changing terms

A promotion, a Pensum change or a relocation is a **new period**, opened from the
effective date. The previous period is closed the day before. The platform never
overwrites history, because the history is what the payroll and the certificate are
built from.

### Recurring earnings

Allowances and other recurring items sit alongside the salary — also dated, also
masked by the same salary-visibility rules.

## Salary visibility

Salary amounts are hidden by default and masked at the API layer, not just in the UI.

* `salaries:view-all` — the global unlock. `ADMIN`+ only; deliberately **not**
  granted to HR staff.
* **Salary access grants** — hand-picked per team or per Standort, giving named HR
  staff visibility over a defined population. Administering grants is `ADMIN`-only.
* **Managers** read strictly below themselves in the org graph — never at or above
  their own level.

Routes serving per-employee data call the visibility check and mask the monetary
fields when the viewer is not allowed. A masked response is a masked response; there is
no client-side hiding of a value that was already sent.

## Documents

The dossier holds contracts, certificates, diplomas, permits, medical certificates and
anything else you attach. Files live in Azure Blob Storage; access is checked per
request against the same permission model as the record itself.

Documents can be imported in bulk from a local folder during a migration, and
individual documents can be attached from an application when a candidate becomes an
employee — the file does not need re-uploading.

## Bulk import

New installations rarely start empty. The Excel **master-data import** creates users
and employee records together from a spreadsheet, with a mapping step so your column
names do not have to match ours.

Because the import creates `User` rows, it is gated at the stricter of the two
permissions involved — creating users is `ADMIN`-level, so the import is too.

It runs in three stateless phases over the same re-uploaded workbook:

| Phase      | What it does                                                                                            |
| ---------- | ------------------------------------------------------------------------------------------------------- |
| `inspect`  | Reads the columns and sample values and suggests a field-to-column mapping. No writes.                  |
| `validate` | Parses against the chosen mapping and validates every row. No writes — the dialog previews the results. |
| `import`   | Persists the valid rows and reports the rest untouched.                                                 |

Validation normalises AHV numbers and checks canton codes against the official list,
and maps the human-readable values in your spreadsheet — marital status, nationality,
work permit, salary type, locale — onto the platform's enums.

Two properties worth knowing:

* **Each row is written in its own transaction**, so one bad row cannot poison the
  batch.
* **Existing dossiers are respected.** A user who already has an employee record is
  reported as *skipped* — never duplicated, and never silently updated.

Row errors are structured codes rather than sentences, so they are shown in the
importing user's own language.

## Deleting an employee

Deletion is `ADMIN`-only and is not the normal end of employment — that is
[offboarding](/guides/lifecycle/offboarding). Deletion exists for genuine
mistakes and for [DSAR](/guides/admin/audit-and-dsar) erasure obligations, and it
respects the records the law requires you to retain.

<Warning>
  Payroll records, declarations already filed, and audit entries are not removed by an employee
  deletion. Swiss retention obligations outlive the employment relationship.
</Warning>