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Practical knowledge for Swiss SMEs

People & records

Guides for “People & records” in : step by step, with the place in the menu, the steps and the limits.

People & records

All chapters

People & records

16 guides

Overview

HR | base › People › Overview (with self-service permissions only, the menu item is called “My area”)

Personal start page after signing in. Depending on permissions it shows working time with clocking status, the inbox with absence requests and time corrections to decide, who is currently working (Live), who is absent today, upcoming events over the next 30 days (deadlines, joiners, leavers, anniversaries) and your own details and holiday balance.

Step by step

  1. Open it after signing in or via “Overview” in the menu.
  2. In the inbox, respond to an absence request with “Approve” or “Decline”, or a time correction with “Approve”; “Compare” shows the correction in detail.
  3. Under “Live”, an ongoing working time entry can be ended with “End working time now” or at a given time.
  4. Under “The next 30 days”, click an entry to open the personnel file.
  5. Employees with their own data scope see “My details” and “Holidays and absences” with “Request absence”.
  6. The absence inbox shows the person providing cover by name and warns if they are also absent. Team overlaps and affected shifts remain visible.

Tabs and shared filter in HR

HR | base › People › Employees

The Employees, Contracts, Open items, Checklists and Settings tabs show the number of people excluding leavers and the number of open items. The “Company” and “View for” filters apply together to employees, open items, the contract, new joiners and the personnel file, and are saved for you.

Step by step

  1. Choose the company at the top right; the list, open items and counters then show only that company.
  2. Under “View for”, choose a function, e.g. Stores; open items then show only items for that function or with information to it.
  3. A new joiner and a new contract take the chosen company as the default.
  4. Open views refresh when another person changes something.

Employees

HR | base › People › Employees

List of everyone in your data scope with company, department, start date, status (Joining planned, Leaving planned, Active, Left) and checklist progress. From here you open the personnel file or record a new joiner.

Step by step

  1. Open “Employees” in the menu.
  2. Enter a name, job title or employee number in the search field, choose a company if needed and click “Filter”.
  3. Click a person to open their personnel file.
  4. Use “Record new joiner” to add a new person.
  5. Filter by department, status or management. Search also finds department names. The CSV export uses the list filters and your existing read access. It contains the list columns for all matching records, including results on other pages.

Personnel file

HR | base › People › Employees › click the person (“Overview” tab)

Shows a person with a five-step process (Recorded, Contract, Job description, Joining, Leaving), joining and leaving checklists, deadlines under the CO (probation, notice period, earliest leaving date, protection period, anniversary), details, pay and contract, and work equipment. From here you reach the contract, job description, reference letter, access, editing and leaving. BGE 144 III 152 E. 4.4.3: the usual case (contract concluded before starting work) was left open; until clarified, the cautious end date applies. The same day number (or month end if missing) applies only when the contract date matches the joining date. Please check the contract date and receipt of notice. This is not legal advice. Extension for illness, accident and legal duty: working-day counting is not substantiated; until clarified, the earlier end from calendar-day and scheduled-working-day counting applies. Without a working time model, the comparison uses Monday to Friday.

Step by step

  1. Under Employees, click the person.
  2. At the top, choose “Create contract”, “Job description”, “Edit details”, “Record leaving”, “Reference letter” or “Access and clocking”.
  3. In the joining or leaving checklist, tick or reopen items; “Assign entire list” hands the checklist to a person.
  4. Under “Deadlines under the CO”, read the end of probation, the notice period and the earliest leaving date.
  5. Under “Work equipment”, record issue and return with a receipt.
  6. The first process step lists missing address, date of birth, phone and emergency contact details. The edit link opens the existing personal details section. The notice requires read and edit permission for these details and disappears once they are complete.

Edit details

HR | base › People › Employees › person › “Edit details”

Changes a person’s master data: personal details, employee number, email, company, department, job title, cost centre, start date, employment type, workload, management status, probation, notice period, line manager and the answers under “What applies?”.

Step by step

  1. In the personnel file, click “Edit details”.
  2. Change the fields you need.
  3. Click “Save changes”.
  4. The portal warns before leaving with unsaved master or personal details. Protection ends only after a successful save and remains active after errors. While saving, the disabled button shows the status beside a spinner.
  5. Under “Edit personnel file”, in “Position”, enter “Function / job title”; when a list is shown, choose the free-text option. The contract field is always editable and prefilled from the personnel file. Changes apply only to this contract; a blank field uses the personnel function. Preview, PDF and Word use the same value. Profile texts accept {funktion}, {funktionsbezeichnung}, {stellenbezeichnung} and {position}, including double braces or guillemets.

Job description

HR | base › People › Employees › person › “Job description”

Creates a person’s job description with a suggestion based on the job title (objective, tasks, line manager, direct reports, deputy) and exports it as PDF or Word. It is step 3 of 5 in the joining process.

Step by step

  1. In the personnel file, click “Job description”.
  2. Check the suggestion; use “Add tasks from another job title” for more tasks or “Reload suggestion” to start again.
  3. Choose the document language and click “Download PDF” or “Download Word”.
  4. Continue with “Continue to joining checklist”.

Documents – Personnel file

HR | base › People › Employees › person › “Documents” tab

Document storage for one person, organised in folders by category. HR uploads documents, requests documents from the person and sees open requests; others only see documents shared with them.

Step by step

  1. In the personnel file, open the “Documents” tab.
  2. On the left, choose a folder or show “All documents”.
  3. Click a document to see the preview, visibility and versions.
  4. HR: under “Upload”, drag files in and choose a category, or use “Request document” to ask the person for a document.
  5. Under “Signature”, choose a PDF, set the signers (the person themselves, other people with access or an external person with email) and “Send for signature”; the signed version then appears as a new version of the same document.

Forms and receipts for the person

HR | base › People › Employees › person › checklist item or “Work equipment” section

Creates pre-filled documents for a person: BVG (pension fund) enrolment, parking permit, issue and return of work equipment with receipt, and the overview of all work equipment. The documents are downloaded as PDFs.

Step by step

  1. In the personnel file, open the relevant checklist item or choose e.g. “Record issue and receipt” under “Work equipment”.
  2. Check and complete the pre-filled details; for equipment, enter type, name and number.
  3. Choose the document language and click “Download PDF”.
  4. Use “Continue to joining checklist” to return to the checklist.

Access and clocking

HR | base › People › Employees › person › “Access and clocking”

Sets up a person’s access to HR | base (no access, employee app and self-service, or an additional role, with invitation or initial password), defines the permitted clocking channels (terminal, app, web) with site and geofence rules, and generates the terminal PIN and QR badge. The file explains missing personnel numbers, PINs and QR/NFC badges for each sign-in method and where to add them.

Step by step

  1. In the personnel file, click “Access and clocking”.
  2. Under “Access to HR | base”, choose the access type and invitation and click “Set up access”.
  3. If the person already has access: under “Access to HR | base” use “Resend invitation”, “Invite by text message …”, “Reset password” or “Block access” right here.
  4. Under “Clocking”, “In effect today” shows which profile applies and where it comes from (e.g. from department “Construction”). Keep “As specified”, choose a template with one click (e.g. “Terminal only”, “Terminal + app”, “App with location”) or “Customise individually”, then save.
  5. Under “Target working time” you see which target time applies and where it comes from (e.g. from department “Warehouse”); keep “As specified” or choose another model for this person and save (applies from today).
  6. Under “Terminal PIN and QR badge”, prepare terminal sign-in with “Generate new PIN” or “Reprint badge (PDF)” (same QR, stays valid) or “Issue new badge” (if lost; the old one becomes invalid).
  7. NFC badge: choose “Register at terminal” and tap the badge on the terminal within 2 minutes – or “Enter ID” and hold the badge to a USB reader on your computer.
  8. With the “View terminal access” right (administration), under “View terminal access” show the PIN with “Show PIN” or the badge with “Show badge”; every view is logged.
  9. For a future start date, the invitation on the start date is preselected. Until you choose a delivery option yourself, the default follows the start date; your choice is kept when the date changes.
  10. With user management permission, edit existing roles and set an initial password here; confirm replacing the password. After entry, the Contract step is retained with the access message. An open login checklist item is completed using the existing checklist permissions.
  11. After setting the initial password, choose “Print access sheet”: an A4 PDF on the company letterhead with the login address, username and initial password. The sheet is returned only in this response, without filing or logging the password. User management permission and the data scope apply. An account without a linked person cannot generate a sheet.

Employment details history

HR | base › People › Employees › Person › “History” tab

Records every change to company, department, role, workload, employment type, management status, probation period, notice period, line manager and contract terms with an “effective from” date. Future changes are scheduled and take effect on the reference date; retroactive changes apply immediately. The reference-date view shows the values on any date.

Step by step

  1. In the personnel file, choose “Edit details” and enter the change.
  2. Under “Effective date of the change”, enter the “Effective from” date and optionally a reason, then save.
  3. On the “History” tab, check the timeline with old and new values.
  4. Under “Position on”, pick a date and click “Show” to see the values on that day.
  5. If needed, cancel a scheduled change with “Withdraw”.

Emergency sheet

HR | base › Personnel › Employees › Person › card “Emergency sheet”; for yourself under “My details”

Records whom the company calls in an emergency and in which order: several contacts with relationship, phone, second phone and note. The sheet can be printed or saved as PDF.

Step by step

  1. In the personnel file, choose “Edit emergency sheet” on the “Emergency sheet” card.
  2. Enter name, relationship and phone for each contact, optionally a second phone and a note.
  3. Set the order with the arrows: contact 1 is called first.
  4. Save; print the sheet with “Print or save as PDF”.

Personnel management & procedures

HR | base › People › Employees › Person › tab “Personnel management & procedures”

Records meetings, warnings, disciplinary and dismissal procedures as well as agreements – with date, deadline and status, separate from the rest of the file.

Step by step

  1. Open the tab “Personnel management & procedures”.
  2. Under “New entry”, enter type, date, title, content and optionally a deadline, then save.
  3. Close completed entries; “Reopen” if needed.

Export personnel file

HR | base › People › Employees › Person › menu “…” › “Export personnel file”

Exports a person’s complete file as a ZIP: table of contents (PDF), overview, original documents, reference date and hash list (SHA-256) proving that nothing was changed. Unreadable or missing originals are explicitly listed as not exported in the overview and table of contents. The package is then incomplete.

Step by step

  1. In the personnel file, choose “Export personnel file” from the “…” menu.
  2. Choose the variant: “Information for the person” or “File for a legal case” (with reason).
  3. “Download file”; checksums can later be confirmed with “sha256sum -c hashliste.txt”.
  4. The dossier PDF includes every entry and complete values without truncation; long content continues across pages.

Export subject access data

HR | base › People › Employees › Open person › Export subject access data

For a subject access request under Art. 25 FADP, creates a ZIP with all stored data of the person: structured (auskunft.json), as a readable overview (auskunft.html) and with the original documents. Every export is recorded in the access log.

Step by step

  1. Open the personnel file.
  2. Choose “Export subject access data” at the top; the ZIP is downloaded.
  3. Check the overview auskunft.html and pass it on as requested.

Terms: LMV (national collective agreement)

HR | base › People › Employees › person › “Edit details”

The national collective agreement (LMV) applies in the main construction trade; the wage class sets the person’s minimum wage. If it does not apply, choose “None”.

Step by step

  1. Choose the LMV wage class only for people in the main construction trade.
  2. Leave it on “None” for everyone else.

Change requests

HR | base › Personal › My details

Employees request changes to their address, marital status, emergency contact and bank details here; line managers request a workload or role change in a person’s history. HR approves or rejects; only approval changes the personnel file from the requested date. Requesters are notified via the bell.

Step by step

  1. Open “My tasks” and choose “Change my details” or “Change requests”.
  2. Under “Change my details”, enter the new values, set “Effective from” and choose “Submit request”.
  3. Follow progress under “My requests”.
  4. As HR, check the change under “To decide” and choose “Approve” or “Reject” with a reason.
  5. Your phone number is prefilled and can be submitted for change like your address; it is updated only after HR approval.

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