One employee. One complete record.
Contact info, job and pay, signed documents, certifications, time off, hours and activity on a single profile — with a clear flag for anything that needs your attention. Not a spreadsheet, a drawer and three apps that never agree.
14 days freeNo credit card requiredEvery feature included
Employees · 11 of 11
9 active · 1 onboarding · 1 on leave- ALAmanda LewisCrew Lead · $30.00/hr · 1.8 yrsAll clear
- CMChris MartinezApprentice · onboarding · I-9 outstandingRemind
- JLJames LeeCrew Lead · EPA 608 expires in 49 daysView
- KBKevin BrooksField Tech · driver's license expiredRemind
- DRDana ReyesOperations Manager · $34.00/hr · 3.1 yrsAll clear
- ECEmily CarterService Tech · $26.00/hr · 2.0 yrsAll clear
Five tabs. Everything about one person.
A PunchPro employee record is created from the signed offer and grows with every punch, request and signature — so it's current without anyone maintaining it.
Where employee information lives today.
The spreadsheet
Rates, start dates and phone numbers in a sheet only one person edits — and it's out of date the day someone gets a raise.
The drawer
Signed forms in a folder. Certifications as photos on a manager's phone. Nothing searchable, nothing dated.
Three apps
Payroll has one rate, the time clock has another, and the scheduling tool doesn't know the person quit.
Someone's memory
Who has a CDL, who's on leave, who still hasn't signed the handbook — known by one person, until they leave.
Everything about every employee, finally connected.
Current rate, tenure and PTO balance at a glance.
Open any employee and see what matters first: pay rate, how long they've been with you, how much time off they have, how many documents are signed — and a "needs attention" box if anything's missing or expiring. Personal info, emergency contact and employment details sit right below.
- Rate changes logged with who, when and the previous rate
- Emergency contacts and addresses employees can update themselves
- Status: active, onboarding, on leave, needs attention
Missing I-9s, unsigned handbooks and expiring licenses — before they're problems.
PunchPro watches every record for the things that turn into compliance headaches: an I-9 past its deadline, a handbook version nobody signed, a driver's license, EPA card, CPR cert or food-handler card about to lapse, a missing emergency contact. They show up on the record, in the directory filter, and on your daily checklist.
- Expiry alerts at 60, 30 and 7 days with a renewal upload request
- Filter the directory to "needs attention" and work the list
- One reminder button per item, no phone tree
Every signed copy files itself.
Offer letters, the handbook, policies, W-4 and I-9 status, licenses and certifications live on the Documents tab with dates and expiry. Employees upload renewals from their phone; you approve them in one tap.
- Signed offer and handbook versions with timestamps
- Uploads for licenses and certs with expiry dates
- Who viewed, who signed, who's pending
See the team as a chart — and who's on the clock right now.
Toggle the directory into an org chart to see who reports to whom across crews, departments and locations. Switch to the live view and the same chart shows who's clocked in, where their last punch was, and who's off today.
- Reporting lines by crew, department or site
- On-the-clock status from GPS-verified punches
- Location context at the punch — not continuous tracking
The record that payroll, scheduling and time tracking all read from.
Because the record is the same one the time clock and schedule use, a rate change shows up in the next pay period, a leave status takes someone off the schedule, and a termination closes everything at once. There's nothing to sync.
- Hours and punches on the same profile
- Shifts by role and location
- Payroll review uses the current rate automatically
What to look for in employee records software for a small business.
| Requirement | Why it matters | PunchPro |
|---|---|---|
| Record created from the signed offer | No retyping; the hire date, role and rate are already right | Yes |
| Signed documents filed automatically | Acknowledgments are evidence only if you can find them | Yes |
| Certification and license expiry alerts | Trades, home care and food service run on expiring credentials | Yes |
| Employee self-service from a phone | Address and emergency contact changes without a form | Yes |
| Rate history with audit trail | Who changed what, when | Yes |
| Same record used by time clock and schedule | Otherwise three systems disagree | Yes |
| Org chart with live status | Know who's where without calling around | Yes |
| Export | Your data leaves with you | Yes |
| Benefits enrollment records | Enterprise HRIS territory | No |
| Performance reviews on the record | Goals and review history | Coming |
Records that match the job.
An employee database vs. a record that keeps itself current.
Spreadsheet or standalone HRIS
- Someone has to update it
- Documents attached by hand, if at all
- Expiry dates in a column nobody sorts
- Separate from the time clock and schedule
- Employees ask the office for their own info
PunchPro
- Created from the signed offer, updated by every punch and signature
- Every signed copy files itself
- Alerts at 60, 30 and 7 days with renewal requests
- The same record payroll, scheduling and time tracking use
- Employees see and update their own profile from the app
Employee records are included. So is everything else.
per business, plus $7 per active user / month
A 20-person team: $179.99 / month · 14-day free trial, no credit card required
- Employee records & org chart
- Document & certification tracking
- Offer letters & e-signature
- Onboarding workflows
- Handbook builder
- GPS time tracking
- Scheduling
- Time off
- Payroll review & export
- Cost codes
Employee records software, answered plainly.
What should an employee record include?
Contact and emergency information, role, department and pay history, hire date and status, signed hiring documents (offer, handbook, policies), tax and eligibility form status, licenses and certifications with expiry dates, time-off balances, and a timeline of changes. PunchPro keeps all of these on one profile.
How long should I keep employee records?
Retention periods vary by document type and by state and federal rule; some records must be kept for years after separation. PunchPro keeps records for terminated employees and lets you export them. Confirm retention requirements with your advisor.
Can employees update their own information?
Yes. From the PunchPro app they can update address and emergency contact, upload renewed licenses and certifications, and see their own documents, schedule, hours and PTO balance. Pay and role changes are manager-only and logged.
Is my employee data secure?
PunchPro runs on Google Cloud infrastructure with role-based access: employees see only their own record, managers see their teams, owners see everything. Sensitive identity documents are stored encrypted and access is logged.
Can I import my existing employees?
Yes. Import from a spreadsheet or add employees individually; new hires after that are created automatically from signed offers.
Does the org chart show live location?
It shows who is on the clock and the location context of their last punch. PunchPro does not track employees continuously — it verifies the punch, not the day.
Can I export records?
Yes. Export the directory and any employee's documents at any time.
What does it cost?
Employee records are part of the single PunchPro plan: $39.99 per month per business plus $7 per active user per month. 14-day free trial, no credit card required.
Put every employee in one place — and keep it that way.
Import your team this afternoon. The records stay current on their own.
14 days freeNo credit card requiredEvery feature included