> ## Documentation Index
> Fetch the complete documentation index at: https://teamper.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Employee Records overview

> Manage extended employee profiles, custom fields, emergency contacts, and private documents.

## Overview

Employee Records extends the existing employee directory with structured employment and personal information. When the module is enabled, authorized people manage this information from each employee's existing record instead of a separate directory.

## Who can use this

* Company admins
* Employees with the **Employees** management responsibility when Advanced Permissions is enabled

Employee Records can contain sensitive personal information. Only give the **Employees** responsibility to people who should manage employee profiles, contacts, and documents.

## Manage profile sections

1. Open **Employees**.
2. Open an employee record.
3. Edit the relevant section:
   * **Employment** includes job title, department, manager, employee ID, start and end dates, employment status, and employment type.
   * **Personal** includes email, phone, date of birth, gender, and address.
4. Save the section.

All profile fields are optional. **Employment status** is descriptive only: choosing **Probation**, **Active**, **Offboarding**, or **Terminated** does not change Teamper access, invitations, leave, or archive status.

## Manage custom fields

Admins can centrally create up to `20` optional custom fields and use them across enabled employee profiles. Supported fields include short text, long text, date, number, and select choices where available.

Renaming or reordering a field keeps its values. Deactivating a field hides it from normal editing and filtering but retains its values. Changing a field's type is blocked after it has values. Permanently deleting a field also deletes its stored employee values.

## Manage emergency contacts

Each employee can have up to `5` emergency contacts. Add a full name, relationship, and phone number for each contact. Contacts remain in the order they were created.

## Manage employee documents

1. Open the employee record and find **Documents**.
2. Click **Upload document**.
3. Choose **Employment contract**, **Identity document**, **Certificate / qualification**, or **Other**.
4. Choose a file and add an optional note.
5. Upload the document.

Each employee can have up to `50` documents. Each file must be `10 MB` or smaller and must be a PDF, JPEG, PNG, WebP, or DOCX file. Downloads stay private to company admins and people with the **Employees** management responsibility.

<Warning>
  Deleting a document permanently removes it after confirmation. Archiving an employee or disabling Employee Records does not delete their documents or profile data.
</Warning>

## Troubleshooting

### Employee Records sections are missing

Ask your Teamper support contact to confirm that **Employee Records** is enabled for the company. Disabling the module hides the data and blocks document downloads without deleting stored records.

### A document will not upload

Check the file type, size, and filename. The file must be non-empty, no larger than `10 MB`, use a supported format, and have a filename no longer than `255` characters.

### I cannot add another custom field or contact

The company can have up to `20` custom fields, and an employee can have up to `5` emergency contacts. Deactivate or delete an unneeded custom field, or remove an outdated contact before adding another.

## Related articles

* [Employees](/docs/admins/employees)
* [Advanced Permissions](/docs/admins/advanced-permissions)
* [Export employees](/docs/admins/employees/export-employees)


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.