Employee Data Management

Complete HRIS with employee records, org charts, custom fields, and compliance tracking.

MangoApps

Overview

System of record for employee information with 52 data fields, 9-tab profiles, organization charts, custom fields, onboarding/offboarding workflows, immigration tracking, and employee self-service.

Hr Operations

Highlights

Maintain a centralized employee directory with people search, work locations, and configurable directory views (grid, list, table).

Configure standard field visibility, editability, and required status with per-field permission levels for employee, manager, and admin access.

Create custom employee fields with multiple field types, categories, and required/optional settings to capture organization-specific data.

Monitor compliance with dedicated views for missing emergency contacts, expiring visas, I-9 reverification, and probation periods.

Route employee profile updates through a manager approval workflow with impact analysis for payroll, benefits, and compliance changes.

Track profile completion rates across the workforce with distribution breakdowns and automated reminders for incomplete records.

Capabilities

Employee Profiles

Centralized employee directory with people search
Directory views: grid, list, and table layouts
Profile photo upload
Bio / work history field
Preferred name and pronouns
Org chart with manager and peer hierarchy
Profile completeness score per employee
Former employee portal (secure token-based access)

Standard Fields

Standard field count: 45+ fields across personal, contact, employment, and compliance sections
Per-field permission levels: employee_edit, manager_edit, admin_only
Per-field directory visibility: show_in_directory toggle per field
Sensitive field handling: Date of birth, SSN (last 4), visa, address, emergency contact flagged sensitive
Field required enforcement: Admin-configurable required flag per field

Custom Fields

Admin-created custom fields
Custom field categories: basic_info, contact, locations, employment, compensation, emergency, documents, compliance, skills_certifications, additional_info
Supported field types: text, textarea, number, email, phone, URL, select, multi-select, radio, checkbox, date, datetime, time, file, currency, rating (16 types)
Field ordering (drag-up/down)
Active/inactive toggle per field
Custom field usage report (completion % per field)
Min/max and regex validation rules
Custom fields stored in employee employment_metadata

Update Requests & Approvals

Employee self-service profile update requests
Manager routing for pending update requests
Multi-step approval workflows
Impact analysis (payroll, benefits, compliance flags)
Future-dated (effective date) profile changes
Supporting document attachments on requests
Bulk approve and bulk reject
Admin-initiated change on behalf of employee
Email and in-app notifications on approval/rejection
Update request audit trail via PaperTrail
CSV export of filtered update requests
Configurable SLA reminder and escalation days

Visibility & Permissions

Three-level edit permissions per standard field (employee / manager / admin)
Manager-viewable flag independent of edit permission
Admin-only sensitive field enforcement
Org chart visibility toggle (all employees vs. admin-only)
Custom field visible_to_user scoping by role
Row-level tenant isolation (business scoped)

Compliance Monitoring

Missing emergency contacts dashboard
Work visas expiring within 60 days
I-9 reverification due within 30 days
Probation periods ending this month
Incomplete profiles (missing phone, hire date, or job title)
Bulk compliance reminders to selected employees
Configurable visa expiration notice window
Automated compliance reminder emails Mailer not yet wired; reminders marked only

AI Features

AI agent: view own profile, employment details, and completeness
AI agent: org chart and team lookup (manager/admin)
AI agent: generate HR documents (verification letters, etc.)
AI agent: update own contact info with approval routing
AI agent: check compliance status (I-9, background, training)
Natural-language employee lookup by name
AI-generated HR documents available on iOS & Android

Imports & Exports

Update request export to CSV
Custom field usage report export
Payroll / HRIS sync via integration connectors
SFTP-based employee data sync
Bulk CSV import of employee roster Not implemented; use integrations

Limits & Specs

Standard fields: 45+ (admin-configurable per field)
Custom field types: 16 (text, number, select, file, currency, rating, and more)
Custom field categories: 10
Update request statuses: pending, approved, rejected, cancelled
Compliance check types: 5 built-in (emergency contact, visa, I-9, probation, incomplete profile)
Former employee portal access: Configurable duration (years); token valid 1–30 days
Probation period default: 90 days (admin-configurable, max 730)
Mobile platform: iOS & Android via AI agent; web for full admin tools
Pricing: Included with MangoApps Workforce

Screenshots

People directory — searchable employee list with filters and quick actions

Manager review — approve or request changes on pending team data updates

Admin analytics — workforce demographics, headcount, and turnover dashboards

Use cases

Compliance monitoring

HR reviews a compliance dashboard showing employees with visas expiring in the next 60 days, I-9 reverifications due within 30 days, and missing emergency contacts, then sends targeted reminders.

Custom field rollout

An admin creates custom employee fields for T-shirt size and dietary preferences ahead of a company event, sets them as optional, and tracks completion rates via the custom fields usage report.

Profile update approval

An employee updates their address which triggers a review request routed to their manager. The manager sees the change's impact on payroll and benefits before approving.

Standard field governance

An admin configures which standard profile fields are required, visible in the directory, editable by employees, and viewable by managers using a centralized field configuration screen.

New hire data completeness

HR runs the profile completion report to identify recently hired employees with missing phone numbers, hire dates, or job titles and sends reminders to complete their profiles.

Former employee portal access

An offboarded employee receives a secure portal link to download experience letters and access their employment records for a configurable access duration.

FAQ

The app monitors missing emergency contacts, work visas expiring within 60 days, I-9 reverifications due within 30 days, probation periods ending this month, and incomplete employee profiles. Each has a dedicated drill-down view with bulk reminder capability.

Admins create custom fields with a name, type, and category. Fields can be marked as required or optional and active or inactive. A usage report shows completion rates across the workforce for each custom field.

Yes. Standard fields have three permission levels: employee-editable, manager-editable, and admin-only. When manager routing is enabled, employee changes to sensitive fields go through an approval workflow before being applied.

Built-in reports include headcount by location and department, new hires with onboarding status, profile completion rates, compliance status (I-9, visas, emergency contacts), and custom field usage statistics.

When enabled in settings, terminated employees receive a secure access link to view their employment records and request experience letters. Access duration, token validity, and auto-send on termination are all configurable.