Digital Employee Records: Employee information and documents in a single record

Who is it for, and what problem does it solve?

Digital Employee Records is for HR teams, accounting staff and SME managers who keep employee information scattered across Excel spreadsheets, email attachments and paper folders. When information is kept in several places, three problems keep coming back: no one knows which copy is current, sensitive information such as pay or health reports stays open to more people than necessary, and which documents have expired can only be found by checking by hand.

The employee file is also a legal record. Labour Law No. 4857 requires the employer to keep a personnel file for each employee, to store in it the documents and records required by legislation, and to use the information obtained about the employee in good faith and in accordance with the law. The module does not fulfil this obligation for you; it helps keep the file orderly and accessible only to authorized people.

What does Digital Employee Records do?

The module gathers an employee's information and documents on a single employee card and determines who can see that information. The card consists of general information, job information, annual leave, documents, processes, attendance ledger and pay tabs. The functions available today are:

• Employee card: employee number, full name, T.C. identity number (with checksum validation), date of birth, work email and phone; start date, seniority start date, employment type (full-time or part-time), underground work; department, position and manager.
• Pay history: gross or net monthly pay is recorded with an effective date, and earlier records are not deleted; the Payroll (Türkiye) calculation is based on this record.
• Documents: documents such as the employment contract, diplomas and health reports are added to the employee's card with their type, validity date and versions; details are on the Document & Contract Management page.
• Expiring documents: documents whose validity date expires within 30 days, or has already expired, appear in a single list.
• Role-based access: pay, identity numbers and special category documents are open only to authorized roles; roles are managed in the Roles, Permissions & Security module.
• Audit log: every create, update and delete on the card is recorded with the person who did it, the time and the names of the changed fields.
• Bulk import: the existing employee list is uploaded in one go with a CSV or xlsx template, after a preview.
• Search and filters: the list can be searched by first name, last name, employee number and email, and filtered by status (active, departed) and department.
• Login account link: an invitation to the application is sent from the card; the employee sees their own card at first login.

An address field on the employee card, downloading the employee list as CSV, bank account and emergency contact fields, an in-app information change request from the employee, a history of department and position changes, pay notes, company-defined fields and field-level permission settings are not available yet; they are coming soon. Disciplinary records are among the modules coming soon in the Compliance & Reporting category, and asset assignment tracking among those in the Employee Management category.

To change the defaults, the company can assign users in the HR, manager and employee roles custom roles that carry only the permissions it selects; the permissions of the company owner and system administrator are fixed.

How does it work?

Employee records are set up in five steps and then become the shared data source for the other modules:

1. Set up the organization. Define departments and positions in the Org Chart & Positions module, or choose to create missing ones during import.
2. Import existing records. Upload your employee list with a CSV or xlsx template and fix the problems shown in the preview report. Carried-over annual leave days are entered with a separate opening balance file.
3. Add documents and pay. Upload scanned documents to the card with their type and validity date; if you will use payroll, enter the pay record with its effective date.
4. Invite employees. With the invitation sent from the card, the employee opens their own account and sees their own card at first login.
5. Make changes in one place. When a position, manager or leaving date changes on the card, Leave Management, the Attendance Ledger (Puantaj) and Payroll (Türkiye) use the same up-to-date data.

Sora İK plans are based on the number of active employees; cards whose leaving date has passed are not counted, and once the plan limit is reached, no new active card can be opened. Current plans and limits are on the Pricing page.

How is personal data in employee records protected?

Because employee records hold employees' personal data and special categories of personal data such as health information, access is limited by the principle of least privilege. Under KVKK (Türkiye's Personal Data Protection Law No. 6698), the customer company is the data controller for employee data; Sora İK processes this data on the company's instructions.

The module's contribution here comes under three headings. The first is opening sensitive information only with a separate permission: T.C. identity numbers are not shown in lists, appear in full on the card only to authorized users, and viewing another person's number is written to the audit log. The second is that changes and access to sensitive data (identity number, pay history, document downloads) are recorded in the audit log; not every card view is logged. The third is that each company's data is separated from other companies at database level. Retention and destruction processes will fall within KVKK Compliance Management, which is coming soon. This structure supports a process design in line with KVKK; compliance is assessed together with your company's policies and practices as the data controller. Details on hosting, encryption and backups are explained on the Security and data protection page.