Every employee record, kept in one place

Keep job details, pay, working patterns, contacts, documents and right to work checks on each employee’s profile. Every change shows who made it and when.

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4 routesHome Office routes for recording right to work checks
6 yearsLeaver records kept, with the date shown
5,000 rowsOf people in a single import
30 daysTo undo an import

Records

Find the employee details you need

Search by name, email, job title or department. Filter by team, rating or pending leave requests. Each profile brings together records, leave, documents, reviews and key dates such as pay rises and role changes.

Salary with currency and period, from yearly to hourly
Contract types from full-time to intern, plus each person’s working week
Change a whole group’s department, or archive several people, in one go
Export to CSV in a format you can import again

Org chart

An org chart you can rearrange by dragging

Drag an employee onto their new manager, then confirm. You have ten seconds to undo. Add open roles to plan hires, and export the chart as a PNG or PDF.

Right to work (UK)

Right to work records with timely reminders

Record checks made through original documents, online share codes, a digital identity provider or the Employer Checking Service.

Vacaydiary stores the evidence, sets follow-up dates and sends reminders 90, 60, 30 and 7 days before a check is due.

One list of everything that needs action, from overdue checks to new starters with no check recorded
New starters can send their share code or upload their documents themselves
Evidence is kept for two years after someone leaves, then flagged for deletion

Starters and leavers

Starters and leavers handled from one record

Invite starters with a sign-in link valid for seven days. For leavers, record their last working day and reason for leaving. Vacaydiary offers to start offboarding and reassign direct reports, then archives their record on their last day.

Archived people stay searchable by department and year, and can be restored
Upcoming starters show as “Upcoming” until their first day

Bring your records across without retyping them

Upload a CSV, Excel or XML file. Vacaydiary matches the columns so you can review and fix errors before saving. You can also import leave balances and history. Imports don’t send emails.

How switching works

Clear about who can do what

Admins and employees

HR admins and directors manage the workspace. Everyone else sees only their own record, leave and documents.

As many admins as you need

Give or remove admin access with a recorded reason. The last admin cannot be removed.

A plain-English audit log

Every change is recorded and readable, with an advanced view and CSV export for when you need the detail.

Data requests

Download everything held about one person as a file, or let employees download their own.

Questions about employee records

Can’t see yours? Ask us

No. You carry out the check as the Home Office asks, and Vacaydiary keeps the record, the evidence and the follow-up dates.

No. We don’t collect bank details or NI numbers, because Vacaydiary doesn’t run payroll.

Yes, from a file. Export your data from your current system as a CSV or Excel file and import it. There’s no live connection between the two systems.

Their record moves to the archive and is kept for six years, with the date shown on the record. Right to work evidence is kept for two years after they leave.

No. Records are edited by HR admins and directors. Employees can update their own contact details and emergency contact.

Keep exploring

Onboarding automationSet up onboarding from a new employee record.

Documents and e-signaturesKeep contracts and evidence on each employee’s record.

Try Vacaydiary with your team

Try every feature free for 14 days. Set up your workspace and invite your team when you’re ready.