Guide
In the second part of the guide for HR Workspace Template, we'll explain how to set the employee management process.
If you prefer video, check this 18-min detailed step-by-step explanation:
https://youtu.be/lwZj7_n5s0A?si=k0Ubn4gwmvo4Sf7e
If you prefer text, explore the Employee Management Space with this guide. While doing it, you'll also be able to test whether the template works for you, and make necessary changes if needed.
Step 1. Create your company wiki
Add your company guidelines and structure them in the most reasonable way.
Tip: store documents near work.
The hiring guidelines are in Hiring Space.
The vacation policies are in the Vacation Space.
The overall Employee management wiki may refer to those docs and contain a high-level overview.
In Fibery, we have such a document called "101". You may find it in the template. It's a shortened version, but still a real one!
Step 2. Add all necessary information about the employee to the system
When the Candidate is hired, we automatically create his Employee Card.
For that, we need an Automation Automation Rules .
Note that we separated the Candidate and Employee databases because not every Candidate becomes an Employee. The information we need to collect is different for each. As a result, we will have have cards of the same name in two different places. However, it's not duplication issue.
Coming back to the topic.
The easiest way to see all the Employees is to show them all in a single View.
For example, you can choose a Grid View. Remember that you can use features Filter and Sort to get answers to your questions. For example, if you want to see the most recently joined first, sort Employees by Start Date.
To keep an eye on Winnie who's joined recently, you can open his Card and fill in all the necessary information. You might want to use a multi-panel navigation because it helps maintain context. Also, it works well on large screens. Check Panels to understand benefits of multi-panel and one-panel navigations.
Don't hesitate to add new Fields and delete the ones you don't need.
For example, if all your team is in the same country, and the same city, you won't need Map View. Therefore, the Location Field won't be helpful.
If you need to track Employee experience level (Junior, Mid, Senior), it makes sense to add a separate Field for that. Alternatively, you can make it a part of the title.
You can also choose where Fields should be placed, either on the top of the Card or on the right. We recommend pinning the most important ones on the top, and others on the right. Also, you can hide the ones you don't use regularly to avoid distraction.
Step 3. Plan HR team tasks and track the progress
So you've filled in the Employee Card. Now it's time to see what other important tasks are left, such as preparing a contract, notifying insurance partners, etc. There may also be tasks remaining related to existing employees or general company operations, such as organizing trainings, preparing renewal contracts, etc.
There are several places where you can check what is happening, depending on the context.
For example, to see all Tasks planned for all teammates, you can use the Board View. Konstantin has two tasks to work on: he needs to prepare the training and send all Winnie documents to the Legal Department.
This Board View is common for everyone. It means that if someone changes the settings, the Board will be changed for everyone. To prevent that, you will most likely set up Sharing & Permissions
But what if Winnie wants to see his Tasks only and apply custom Sort and Filters? The best way would be to duplicate this Board to Private Space Any teammate can do this if they have personal preferences.
Another example. Let's say Winnie came to you and asked when all paperwork would be ready. So you need to check how much work is left for a specific employee.
What do we do? Correct, we open Winnie's Employee Card.
You will see the HR Tasks section. This is what we call Context Views , and on every Employee card, you'll automatically see only Tasks related to them.
Don't hesitate to add new Fields and delete the ones you don't need.
Tasks are different for everyone. You may want to add priority options or exclude deadlines. The States may be different. Please customize Fields to reflect the way you work.
Step 4. Run employee meetings: one-on-ones, salary reviews and others
We suggest separating different types of meetings and create several databases for your purposes. For example, if in the future you decide to integrate the financial system into Fibery, you might want to connect meetings from Salary Review Database with Databases from Finance Space.
In the Calendar View, you can see all meetings (both Salary Reviews & One-on-Ones that are planned). You can also add new meeting by clicking a small arrow near the New Button.
For sure, that's not the only place to track all the meetings, and that Button is not the only one to add through. However, that's on of the easy ways.
When you click on the One on ones form button, you'll see a popup. It is an internal Form that prompts you to fill in all the required fields.
Those internal Forms live in the sidebar. Check Add Entities with Many Fields Using Forms to understand the configuration logic.
After filling in the form, the new meeting appears both in the Calendar View and on the Employee card. To see the latest meetings, use Sort in the upper panel.
Here are some other ideas for meetings:
💡 Use Automation Rules and recurring options to plan meetings automatically. For example, generate one-on-ones on a monthly basis, and salary reviews on a yearly one. All employees can be assigned automatically.
💡 Use Notify people using Buttons or Rules to notify people about their meetings today.
💡 Check this video to get some ideas on how to make meeting notes.
https://youtu.be/93hSE2Le-74?si=tr1luUf2FfQyjTOz
FAQ
When does it make sense to have a separate Employees database?
It’s mainly needed if:
Employees ≠Users in count (e.g., not every system user is a company employee, or vice versa).
You want to store additional employee‑specific data (like birthdays, personal info) and control visibility of that data separately from the user object.
You need dedicated permissions: decide who can view, edit, or add employee records independently from user permissions.
If you don’t have these needs, the existing User database + layouts can often cover most scenarios.
Current permissions model (Users):
Admins can edit all users.
Users can edit their own profile (except restricted fields like role).
Other users have read‑only access.