Employee management software for one accurate employee database.
OnTym gives HR and admin teams a single employee management system: one record per person covering personal and work information, departments, designations, reporting managers, documents, employment type and lifecycle status — and the same record that attendance, leave and payroll run on.
- Searchable, filterable employee directory
- Documents on the employee record
- Admin and HR-manager access only
What is employee management software?
Employee management software is the system of record for people. It holds one record per employee — who they are, what they do, who they report to, when they joined and what paperwork sits against them — and makes that record the basis for everything else HR runs.
Why teams outgrow spreadsheets and folders
An employee list in a spreadsheet drifts the moment someone joins, changes department or leaves. Documents live in a separate drive, onboarding progress is tracked by asking around, and the same details get re-entered for attendance and payroll. The cost is not storage — it is the reconciling.
What a central employee database changes
In OnTym the employee record is shared. The directory HR maintains is the same one used by attendance management, leave management and payroll, so employee information management happens once instead of once per module.
Employee records and profiles
Everything below is part of the OnTym employee module today — the record, its paperwork and who is allowed to change it.
One profile per employee
A single record per person with basic information, work information, salary and payroll details, bank details and emergency contact — opened from the directory as a full profile.
HR documents
Upload, list, download and remove documents against an employee record. Files are served through short-lived signed links rather than public URLs.
Attachments and files
Additional file attachments sit on the same record, so offer letters, ID proofs and other paperwork live with the employee rather than in a shared drive.
Internal notes
Admins can add and remove internal notes on an employee record for context that does not belong in a document.
Per-employee activity
Each profile carries an activity view, so changes and events on that record can be reviewed later instead of being reconstructed from memory.
Role-restricted editing
Only company admin and HR manager roles can create or edit employee records, and no one can change their own role, status or sign-in email.
What HR and admins can manage
Employee records management in OnTym covers the fields HR actually maintains, grouped the way the profile is organised.
Basic information
First and last name, sign-in email, phone, date of birth, gender, address lines, city, state, country and postal code.
Work information
Employee code, designation, department, reporting manager, office location, team, employment type, work mode, employment status and years of experience.
Dates that matter
Joining date, probation end date and confirmation date, kept on the record instead of in a separate onboarding tracker.
Salary and payroll
Salary structure and payroll profile details sit on the same employee record used by monthly payroll runs and payslips.
Bank and emergency contact
Bank details for the payroll record and an emergency contact, both maintained per employee.
Internship details
For interns: start and end dates, duration, paid or unpaid, stipend amount, mentor and institution.
HR-side management, not employee self-service
This module is the administrative side of the directory: admins and HR managers create records, edit work and personal information, assign departments, managers and roles, upload documents and change employment status. What each employee sees about themselves — their profile, attendance, leave and payslips — lives in the employee self-service portal, reading the same record.
Departments, roles and reporting lines
Structure is stored on the employee record, so it stays consistent across every module.
Departments
Create departments with a name and description, edit them, and archive or restore them without losing the employees assigned to them.
Reporting managers
Assign a reporting manager to each employee, which is what manager-scoped views and approvals are built on.
Offices and teams
Employees can be assigned to an office location and a team, so a multi-location company keeps its structure inside the directory.
Platform roles
Employee, manager, HR manager and company admin roles decide what each person can open — set on the employee record itself.
From invitation to archive
Four stages, in the order the product actually performs them.
Invite and onboard
HR creates the employee record and OnTym emails an invitation the employee uses to set their own password. Invitations can be resent when a link expires.
Complete the record
Fill in work information — department, designation, reporting manager, office, employment type, joining and probation dates — and attach documents.
Run day-to-day operations
The same record drives attendance, leave and payroll, and intern records can be extended, completed, terminated or converted to full-time.
Change status or archive
Set an employee inactive or archive them when they leave. Archived records stay in the system as read-only history rather than being deleted.
Employee database software features
A deliberately short list — these are the directory capabilities the product ships, not an industry checklist.
Searchable directory
Search across name, email and designation to find a person without scrolling a list.
Filters that match HR questions
Filter by department, designation, office, employment type, reporting manager, platform role, internship status and joining-date range.
Lifecycle status
Each employee shows a derived status — Active, Invitation Sent, Never Logged In, Invitation Expired, Inactive or Long Leave — so onboarding gaps are visible.
Employment types
Full-time, part-time, contract, intern and consultant, labelled consistently across the directory and profile.
Unique employee codes
Employee codes are checked for duplicates within the company, and a sign-in email cannot be reused by two employees.
Company-scoped data
Every employee read and write is scoped to the employee's own company, enforced on the server rather than in the interface.
Filters and search work together, so “interns in Bengaluru who joined this quarter” is one view rather than a spreadsheet exercise.
Why HR teams run their directory in OnTym
Employee management is upstream of attendance, leave and payroll. Keeping it in the same platform removes the hand-offs between them.
- One employee database instead of a spreadsheet per HR question
- Records, documents, notes and activity kept against the same person
- Attendance, leave and payroll calculated from the same directory
- Onboarding gaps visible through lifecycle status, not chased over email
- Editing limited to admin and HR manager roles
- Leavers archived as read-only history rather than deleted
Employee management software vs spreadsheets
Both hold a list of people. Only one keeps the record, the paperwork and the history together.
| Spreadsheets and manual records | OnTym employee management |
|---|---|
| Employee details split across spreadsheets and inboxes | One employee record with basic, work, payroll and bank information |
| Documents in a shared drive, unlinked from the person | Documents, attachments and notes stored on the employee record |
| Onboarding progress tracked by asking around | Lifecycle status shows invited, never-logged-in and inactive employees |
| Department and manager changes overwritten with no trace | Changes recorded on the record with a per-employee activity view |
| Everyone with the file can see everyone's details | Editing limited to admin and HR manager roles, scoped to your company |
| Leavers deleted from the sheet, taking their history with them | Archived employees kept as read-only history and restorable |
Who uses OnTym employee management software
Teams that need one dependable answer to “who works here, in which team, since when”.
Small businesses
Replace the master employee spreadsheet with a proper record per person, without adding a tool for every HR task.
Growing companies
Departments, offices, teams and reporting managers keep the structure legible as headcount increases.
HR and admin teams
Add, edit, organise, document and archive employees from one directory with role-restricted access.
Multi-location teams
Employees carry an office location on their record, so a distributed workforce stays in one directory.
Employee management software questions
What is employee management software?
Employee management software is the system HR and admin teams use to hold and maintain employee information centrally. Instead of scattered spreadsheets and folders, every person has one record covering personal details, work details, department, designation, reporting manager, employment type, joining date, documents and current status — and that same record is what attendance, leave and payroll are calculated against.
How is an employee management system different from an employee self-service portal?
They are two sides of the same directory. The employee management system is the HR and admin side: creating employee records, inviting people, editing work and personal information, assigning departments, managers and roles, uploading HR documents and archiving leavers. The self-service portal is the employee's own view, where they see their profile, attendance, leave and payslips. In OnTym both read the same employee record, so there is no second database to reconcile.
What employee information can HR manage in OnTym?
Basic information such as first and last name, email, phone, date of birth, gender and address; work information such as employee code, designation, department, reporting manager, office location, team, employment type, work mode, employment status, joining date, probation end date, confirmation date and experience; salary and payroll details; bank details; emergency contact; HR documents and file attachments; internal notes; and a per-employee activity history.
Can employees be organised by department, role and reporting manager?
Yes. Departments are created and maintained by admins, with a name, description, and the ability to archive and restore them. Each employee can be assigned a department, a designation, an office location, a team and a reporting manager, plus a platform role — employee, manager, HR manager or company admin — that controls what they can see and do.
How does OnTym handle joiners, interns and exits?
New employees are added by invitation: HR creates the record and OnTym emails an invite the person uses to set their own password, and invites can be resent if a link expires. Employment type covers full-time, part-time, contract, intern and consultant, and interns have their own details with start and end dates, duration, paid or unpaid, stipend, mentor, institution, plus extension, completion, termination and conversion to full-time. Employees can be set inactive or archived, and archived records become read-only rather than being deleted.
Is employee data access restricted?
Yes. Creating and editing employee records is limited to company admin and HR manager roles, and every read and write is scoped to the employee's own company, so one company's directory is never visible to another. Employees reach only their own record through self-service, and archived employees are read-only until restored.
Want to see your own directory in OnTym? Start a free trial or talk to our team.
Keep every employee record in one place.
Invite your team, complete their records, and let attendance, leave and payroll run on the same directory.
Not sure where to start? See how the modules fit together.