People (HR) · Module
Core HR
The system of record for your organisation and every employee
Core HR holds legal entities, departments, positions, employee records, documents, policies, onboarding and exit. It emits the lifecycle events that Identity, Payroll, Attendance and every other module use.
What it does
Core HR is the foundation of People and is included with the app. It owns the employee role on the shared person record, so the same record serves CRM, Finance, Work and Identity without copies.
It models the employer as it really is: legal entities with PAN, TAN, GSTIN, CIN, PF establishment code, ESI employer code and state PT and LWF registrations; locations with state, city tier, time zone and geo-fence radius; a department tree with cost centres mapped to Accounts GL segments; and a job catalogue of families, jobs and grades with CTC ranges. Positions carry budgeted headcount, a reports-to position and a status of planned, active, frozen or closed.
Employee record with history
Each employee has work and personal details (personal fields sit in a restricted table), an employment kind such as permanent, probation, contract, intern, apprentice or consultant, and worker classification fields for the Labour Codes (verify definitions). Transfers, promotions, manager changes and conversions are effective-dated and cannot overlap. Statutory identifiers such as PAN and UAN are encrypted, indexed and masked. Bank changes need approval and a second factor and lock at payroll cut-off.
Onboarding and exit
Onboarding plans are generated from templates by entity, location and job, with tasks for HR, IT, facilities, manager, buddy and employee, plus a pre-boarding portal. Activation provisions a user, a light seat and roles in Identity. Exit cases cover resignation, termination, retirement, death and absconding, with notice computed from policy, clearance tasks, asset return, knowledge handover and an exit interview. Marking an employee exited is an R4 Action with step-up authentication. Exited employees are never deleted.
What is different
Core HR treats Digital Employees as nodes in the same org chart, with a supervisor, KPIs and cost. When a user who owns agents leaves, those agents pause until ownership is reassigned. Policy answers come from an assistant that cites the policy version that applies to the asker. Core HR is planned for Year 2 PI-1, with org modelling and attrition signals later.
Features
What Core HR includes
Legal entities and locations
Employer entities with PAN, TAN, GSTIN, CIN, PF and ESI codes and state PT and LWF registrations; sites with state, city tier, time zone, geo-fence and holiday calendar.
Departments, cost centres and job catalogue
Department tree with history, cost centres mapped to Accounts GL segments, and job families, jobs and grades with CTC ranges.
Positions and vacancy view
Budgeted headcount, reports-to position, critical flag and planned, active, frozen or closed status. Over-hiring needs approval.
Effective-dated employment history
Future-dated transfers, promotions, manager changes and conversions with a non-overlap rule and a daily effective-dating processor.
Statutory identifiers and bank accounts
PAN, UAN, ESIC number and passport with envelope encryption and masking; Aadhaar as a verification token plus last four only (verify). Bank changes need approval and a second factor.
Family, nominees and emergency contacts
Nominee shares for PF, gratuity and insurance with a total-100% check.
Documents and letter templates
Document checklists by employment kind with expiry and verification status; appointment, confirmation, experience and relieving letters with merge fields and e-sign through Sign.
Policies with acknowledgement
Versioned HR policies with audience rules, acknowledgement tracking and reminders.
Onboarding plans and pre-boarding portal
Templates by entity, location and job with tasks for HR, IT, facilities, manager, buddy and employee, and due dates relative to joining.
Identity provisioning
Invite a user on activation, assign seat and roles by rule, SSO and SCIM aware; deactivate on exit.
Probation, confirmation and mass changes
Confirmation due dates, manager assessment and extension; bulk transfers, manager reassignment and grade revisions with approval.
Exit and clearance
Notice computation, buyout or waiver, department clearances, asset return, handover and exit interview, plus rehire on the same person record.
Directory, org chart and self-service
Search, profile cards and reporting lines; employees update their own details with approval rules.
HR cases, registers and reporting
HR requests routed to Service Desk queues with SLAs, statutory registers (verify formats), governed people metrics and an ad-hoc report builder.
Workflow
Hire to activation
- 1
An accepted offer or manual create opens the employee in pre-boarding.
- 2
An onboarding plan is generated from a template.
- 3
The pre-boarding portal collects documents, nominees, bank details and declarations.
- 4
On the joining date the employee is activated.
- 5
Identity provisions the user; Payroll and Attendance assign profiles, roster and leave policy.
Workflow
Exit
- 1
An exit case is opened and notice is computed.
- 2
Manager and HR approve per delegation of authority.
- 3
Clearance, asset return, handover and exit interview run as an offboarding plan.
- 4
Full and final settlement is computed in Payroll.
- 5
HR marks the employee exited (R4); access is revoked and owned agents pause.
AI
AI skills and Digital Employees
HR policy assistant
Answers questions with citations to the applicable policy version and drafts letters; offers an HR request when no source is found.
Onboarding coordination
Collects documents, chases onboarding tasks and requests IT access for new joiners.
Attrition risk signals (advisory, later)
Advisory signals from tenure, engagement and leave patterns, visible to HR business partners only, with an explanation required.
Digital Employees that use this module
- AI HR Helpdesk Agent
- AI Onboarding Coordinator
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Is Core HR included with People?
Yes. Core HR is the core module of People. Payroll requires it, and the other modules build on its org structure and employee record.
How is Aadhaar handled?
By default the plan stores only verification status, a vault token and the last four digits, not the full number. This position is marked verify and should be confirmed with counsel.
What happens to access when someone leaves?
Marking the employee exited triggers Identity deactivation and seat release, and pauses any Digital Employees the person owned until ownership is reassigned.
When is Core HR planned?
Core HR is planned for Year 2, Program Increment 1 (W3).
See Core HR in your workflow
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.