Employee Database for Coworking Centres
The module keeps one record per staff member, covering role, posting, pay structure, documents and dates. A question about who worked at the centre in a past year is answered by a search.
Where staff paperwork sits
A joining letter may be in a folder behind reception, an identity copy in a chat thread, and a salary revision in a conversation nobody wrote down. Building passes for everyone on site then depend on one supervisor’s memory. A single record replaces these scattered copies.
What the record carries
What you can answer from it
Moving a staff list in without a mess
Most centres start from a sheet. A clean import saves months of correcting later.
Treating staff data with care
Staff files hold identity numbers and bank details. Limit who can open them, and ask your advisor how India’s data protection rules apply to employee records. The module restricts access by role as you set it.
- Pay and documents: owner and HR only.
- Roles and contact numbers: centre managers.
- Exit files: kept, but read-only.
Small errors that cause big confusion
A staff file looks simple until the same mistakes repeat. Watch for these.
Fields to agree before loading anyone
Decide the shape of the record once. Changing it after fifty files are loaded is tedious.
- Employee code format and who issues it.
- Designations that match your appointment letters.
- Whether agency staff carry the agency name in a separate field.
- Which documents are compulsory and which are optional.
- How long closed files stay on screen before archiving.
Screens next to this one
- Joining and leaving: the checklist that fills this file in.
- Attendance and salary: what the pay structure feeds every month.
- Statutory paperwork: registers and renewal dates built on these files.
Agree the evidence before signing off this part.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Where staff paperwork sits
Which observation would change the proposed scope?
For “Where staff paperwork sits”, observe someone completing the task with a representative example. Record where they stop, ask another person or re-enter information, then choose the smallest change whose result the team can verify.
Background reading: GOV.UK: researching user needs
Frequently asked questions
Who can open an employee file?
Only the people you allow. Pay and documents are restricted to the owner and whoever runs HR, while a centre manager sees roles, postings and contact numbers.
Can we move our existing staff list in?
A spreadsheet of names, roles, joining dates and salaries imports, and documents are attached afterwards as you collect them.
What happens to the file when somebody resigns?
It closes with a last working day and stays readable. The login stops working the same day.
Do we have to fill in everything on day one?
No. Start with names, roles, joining dates and salaries. Documents are attached as people bring them, and a list shows what is still missing.
Can one person work at two centres?
Yes. The file shows a main posting and can note a second centre, with hours counted in one place.
Can we keep a photo of each employee?
If you choose to, yes. The photo also prints on the building pass.
Can the file hold a salary revision history?
Yes. Each revision keeps its date, so an old payslip can be explained by the structure in force that month.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements