Employee records software with a history nobody can quietly overwrite.
Every person’s details, contracts, jobs, documents and emergency contacts in one record. Staff keep their own details up to date, HR approves what matters, and every change is written down in plain words: who, what, before and after, and why.
14 days free · no card needed
Amara Okafor
Store manager · Leeds · since March 2021
ContractPermanent · 37.5 h
Reports toRahul Menon
Second jobWeekend supervisor
NI numberQQ •• •• •• C
History
- Salary £27,500 → £28,600, by Rahul, 2 Nov Reason: annual review
- Home address changed by Amara, approved by HR, 18 Oct
- Second contract added: weekend supervisor, 1 Oct
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1
Bring everyone in
Upload a spreadsheet or your old system’s export, or invite starters to fill in their own details from a link.
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2
Keep it current
Staff change their own contact details. Other changes come to HR, and bank or NI changes need a second person.
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3
Trust what you see
Every record has View history: each change, by whom, from what to what, and the reason.
Self-service
Staff fix their own details. HR approves what matters.
A new address or phone number can go straight in, if you allow it. Anything else waits for HR, and a change of bank details or NI number must be approved by someone other than the person who asked, so nobody can redirect their own pay unseen.
Changes waiting for HR
3 to review
Callum Adams · new bank details Second person
Jo Taylor · surname change Evidence attached
Sofia Duarte · emergency contact Applied
However you employ people
Second jobs, directors, contractors and several companies.
A person can hold a second contract or an extra job, an office such as director or trustee, or contractor terms with their IR35 decision. One account can hold several employing companies, each with its sites and departments, and the org chart draws itself from who reports to whom.
Rahul Menon · employments
Hillcrest Group
Head chef · Hillcrest Kitchens Main contract
Weekend supervisor · Hillcrest Events Second job
Director · Hillcrest Group Ltd Office
Kept private
Sensitive details stay sensitive.
NI numbers, bank details and dates of birth are encrypted on their own and masked on screen. Each person sees what their role allows: staff their own record, managers their team, HR the companies, sites or departments they look after. Anyone outside that is simply not there.
AI HR can mark anyone “Leave out of AI”, and nothing about them is sent to the AI. With AI on, Ask Kivo answers questions such as “how many people work at each site?” from these records. AI in KivoHR
Who sees Amara’s record
Store manager · Leeds
Amara, her own record All of it
Rahul, her manager Team details
HR for Leeds Everything
A manager at York Not shown
Pay changes
April’s minimum wage rise, for everyone at once.
Tick the people and choose Edit pay: a % rise, an amount added, or each hourly rate up to the minimum wage that applies to them, and pay only ever goes up. You see every new figure, the cost a year and who is not changed, and why, before anything is saved; then each change goes on their history, their letter is due, and they are told.
Check the pay change for 6 people
To the minimum wage · new pay from 1 April 2027
What would change (4)
- Amy Clarke £12.71 → £13.21 an hour
- Ben Walsh £12.71 → £13.21 an hour
- Cara Doyle £12.71 → £13.21 an hour
- Dev Patel £12.71 → £13.21 an hour
Costs£3,120 a year
Not changed (2) · left as they are, with why
- Priya ShahPaid a salary
- Sam OkaforAlready at or above £13.21 an hour
Confirm and change payNothing is saved until you confirm.
Works with the rest of KivoHR
People and records: common questions
Can staff update their own details?
Yes. Contact details can apply at once if you allow it. Other changes go to HR, and bank or NI changes must be approved by someone other than the person who asked.
Can one person have more than one job?
Yes: a second contract, an extra job, or an office such as director or trustee, each with its own terms.
Who can see a record?
Staff see their own, managers their team, and HR the companies, sites or departments they look after. Nobody else sees it at all.
Can we bring our records over from a spreadsheet?
Yes. Upload a spreadsheet or your old system’s export, and check every change before anything is saved.
Each record, and each change to it, written down.
14 days free, no card needed.