Organize employee information and electronic employee files 

Are you still keeping your employee files in filing cabinets? Worried about a potential lawsuit due to mishandled staff data? Wish you had a better way to organize employee information? There is an easier way! Introducing Staff Files! Whether you are a small or mid-sized business, Staff Files is designed to meet all of your human resource needs.

Staff Files organizes data in virtual tabs to make employee information easily accessible. Each tab contains fields and note areas for storing information for each of your employees. Any Staff Files information can be printed in a professional report.

Store Employee Information in Staff Files

General Tab

Within the General tab you can store all of your employees’ personal and employment information, allowing quick access to the facts you need—right when you need them. This tab includes general staff data such as:

  • Name
  • Address
  • Phone/fax/cell numbers
  • Hire date
  • Social security number
  • EEO data
  • W-4 status
  • I-9 renewal date
  • And more…
Enter Employees' Emergency Contact Information

Emergency Tab

In an emergency you don’t have time to search through stacks of paper. The Emergency tab includes emergency contacts, physician information, and special notes. With Staff Files, this crucial information is just a click away.

Enter Wage Rates in Employee Files

Wages Tab

With Staff Files you don’t have to guess what an employee makes, or sift through a filing cabinet to determine compensation history. The Wages tab allows you to maintain current and historical wage information all in one place. Specify the pay rate and pay type (ex. hourly or salaried) for all your personnel.

Employee Benefits Enrollments in Staff Files

Benefits Tab

The Benefits tab gives you the ability to define different benefits offered by your business, the time period after which employees become eligible for each benefit, and enrollment and withdrawal information. It also stores each employee’s benefit history.

  • Define the benefits offered by your company
  • Set eligibility requirements
  • Enter enrollment and withdrawal information
Manage Time-Off Accruals in Staff Files

Accruals Tab

Have you ever been asked, “How many vacation hours do I have left?” Now the answer is right at your fingertips. The Accruals tab tracks sick time, vacation, personal leave, and any other time accruals that you define by showing hours accrued, hours taken, and the balance remaining. Staff Files can also automatically calculate time accrued based on how your business works.

Performance Evaluations in Employee Files

Evaluations Tab

It’s important to continually evaluate employee skills and set performance goals. The Evaluations tab helps you do just that. You can conduct and track employee evaluations within Staff Files. Define different evaluation categories, enter an employee’s scores and Staff Files will automatically calculate the total and average the score for each evaluation. You can also enter comments and set a date for the next evaluation.

Enter Reminders of Specific Employee Information

Staff Files Reminders

Don’t forget an important event again. Set reminders for yourself about each employee in the Reminders tab. The reminders you set will automatically appear each time you open Staff Files.

Enter Notes in Employee Files

Notes Tab

Some businesses have specialized employee details that they need to track, and the Notes tab is a good place to do that. You can store unlimited notes for each employee. For example, store information regarding dependents, training, warnings, education, awards, and more.

Define Custom Fields to Complete Employee File

User Tab

The User tab gives you the ability to customize up to 10 fields that are specific to your business. Such information might include:

  • Pager number
  • License number
  • Part numbers for company equipment
Attach Scanned Documents to Employee Files

Documents Tab

The Documents tab lets you keep all of your electronic employee files organized in one place. Scan paper copies of documents you want to store and display in Staff Files like passports, applications, resumes, etc., or link to saved documents or images on your PC.

Keep Information About Former Employees in Separation Tab

Separation Tabs

Protect your business and all former employees in the Separation tab. This tab tracks information about an employee’s departure from your company. Enter the date of separation, indicate if they’re OK to rehire, and then include comments regarding the departure.

Employee and Staff Reports in Staff Files

Staff Files Reports

Quickly customize reports the next time someone demands to see employee information on his or her desk in the next 10 minutes. Staff Files contains professional-looking reports that correspond to employee information already entered in the program. Staff Files has over 35 reports available or you can create your own using Microsoft® Access. Preview and print reports by department, location, position, seniority, or by any group of employees. You can also print individual employee reports.

Employee Letters in Staff Files

Staff Files Letters

Use the letter templates already written in Staff Files to communicate to your employees. Merge contact information directly to Microsoft® Word to save time and labor. Pre-written letters range from a welcome letter for new employees to a termination letter for former employees.

Current Reminders View in Staff Files

Current Reminders Window

Stay informed with Staff Files’ built-in reminder system. Each time you open Staff Files the Current Reminders window appears, reminding you of upcoming employee reviews, I-9 renewals, benefits eligibility, birthdays, anniversaries, and any events or tasks you entered in the Reminders Tab. You can print a reminders report or e-mail them to your employees. You also have the option of turning off one, several, or all reminders.

Password Protection for Employee Files

Password Protection

Protect your employees’ confidential personnel files. The password system in Staff Files allows you to limit access to your personnel data. You can designate what information each user has access to, and give them read-only or data entry rights.

Works with QuickBooks® and Microsoft® Windows® 7

You can import employee information into Staff Files at the click of a mouse if you have QuickBooks Pro or Premier Editions 2003 or QuickBooks Enterprise Solutions 2.0 or newer. Staff Files doesn’t need QuickBooks to operate, however if you’re already using it this dynamic combination will help save you time and eliminate double-entry errors. If you add an employee or change an employee’s contact information in QuickBooks, you can update Staff Files with the new data.

Fields you can import from QuickBooks:

  • Name
  • Social security number
  • Telephone number
  • Alternate phone number
  • E-mail address
  • Gender
  • Employee ID
  • Hire date
  • Termination date
  • Birth date

If you’re running Windows 7, you can take advantage of the latest operating system’s features. The Staff Files 7.0 release was designed for Windows 7, so you can experience the newest operating system’s “look and feel.”

Try it free today! Download a free trial edition of our HR software.


HR Documents (Pro Edition Only)

Produce employee manuals that are already equipped with policies and procedures for employment with your company, employee benefits, payroll, general workplace guidelines, as well as e-policies that cover topics such as social media, social networking, email, internet access, and cyber security. The HR Documents tool in Staff Files Pro also includes HR forms and job descriptions you can use as is or edit to suit your company’s specific needs.

Audit Trail (Pro Edition Only)

The Audit Trail helps you keep track of changes made to your employee files. It displays when the change was made, which personnel record was changed, and who changed it. The Audit Trail is especially helpful for companies who have multi-user licenses of Staff Files Pro and want to see when and who has been updating information.

Multi-User Licenses Available

Does more than one person need access to Staff Files or Staff Files Pro? Get a multi-user license and allow others to view or edit employee information from a networked PC.

Multi-user benefits:

  • Share your employee information with others (read-write or read-only)
  • Save time by giving each department/location access to the program
  • Eliminate questions by allowing users to view their own sick leave and vacation balances
  • Provide your staff with the most current information

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Used to store electronic personnel files

Our Clients

“Using Staff Files, it’s so easy to print or email reports to managers or state auditors to show them employees’ training records.

It’s phenomenal! It used to take an entire day to prepare federal and state EEO reports. Now it only takes an hour.

You don’t have to have massive computer know-how to install or use Staff Files. I like the tabs. They’re intuitive, so you don’t have to remember where you saved information.”

Teri Hansen - Director of Human Resources and Administration

Read the Case Study