HR (employees, recruitment, reviews)

Menus in HR

HR in a work space is split by who uses it and what for.

Menu	Who mainly uses it	Tabs
My Page	Everyone in the space	Profile / Employment terms / Evaluation
Recruitment	Recruiters, HR, administrators	Postings / Candidates
Evaluation	HR, administrators	Evaluation Cycles / Reviews / Results

The Employees (talent list) and Departments menus are covered in Members and invitations. Every menu has a Guide tab, which you can show or hide from the gear icon at the end of the tab bar.

Employee records are separate from login accounts

• A member is someone who can log in and access the space
• An employee is an employment record, stored in the work space's own database

The two are independent. Someone without an account can still be registered as an employee, and conversely a member who is not an employee (an outside tax accountant, for example) can join the space. My Page shows employee content when the logged-in person is linked to an employee record.

My Number (Japan's individual number) is gated by a separate permission from everything else. Only roles that hold that specific permission (HR, administrators) see it in plain text; everyone else gets a masked value, both on screen and through the API. Even when executives or line managers can see other HR information, My Number is treated separately. On My Page, you see only the last 4 digits of your own My Number.

My Page

Profile tab

There are two cards: Self and Household family.

The Self card holds the basic information used for payroll, year-end adjustment, and social insurance filings.

Field	Editable
Name	You can edit it
Email / Date of birth / Gender / Postal code / Address / Commute cost (round trip) / My Number	View only

To change a view-only field, contact an administrator (HR) for the space. There is no way to file a change request from My Page.

The Household family card is yours to add to, edit, and delete freely. You record name, relationship, date of birth, annual income, whether you share a household, dependent declaration, cohabitation, and disability category. This is the source data for dependent determination in the year-end adjustment, so keep it current when your family situation changes.

Employment terms tab

The Employment Conditions card is read-only and shows the employment type, employment status, join date, and position grade the company has registered for you. These follow from formal HR decisions, so you cannot change them yourself.

The Policy Acknowledgment card lists the currently effective company policies that need your acknowledgment.

• "Read full text" opens the complete policy in a new tab
• Pressing "Acknowledge" records your acknowledgment with the company, with a timestamp
• A revision that includes an unfavorable change requires consent, not just acknowledgment. The change is shown to you before consent is taken
• The number of outstanding items appears as a badge at the top of the card

Evaluation tab

This lists only the reviews HR has disclosed to you. Reviews that have not been disclosed do not appear here.

• The list shows the cycle name, period, status, and overall comment
• Click the cycle name, or "View details" in the row menu, to open the per-item ratings (with the item name and its scale max) and the overall comment
• You can search by keyword and filter by status
• "Export all to CSV" in the bulk actions menu exports your own reviews

Recruitment

Postings tab

Manage the positions you are hiring for. "Add posting" registers a position name, department, employment type, status, number of openings, and job description.

• Status: Open / Paused / Filled
• Employment type: Full-time / Contract / Part-time / Intern / Outsourced / Executive
• The list shows the candidate count per posting, so you can see how applications are coming in at a glance
• Combine the search box (position name, department, description) with filters on status, employment type, and department

"Insert sample" in the bulk actions menu adds example records so you can try the flow.

Candidates tab

Track each applicant's progress. You record name, applied position, email, phone, stage, applied date, and next action.

Stages move in one direction.

Applied → Screening → First interview → Final interview → Offer → Hired

Candidates who drop out along the way are set to Rejected.

• Writing what comes next in "Next action" (an interview slot, something to follow up on) makes stalled candidates visible from the list alone
• You can filter by stage, applied position, and department
• Candidates at the Offer stage get "Start onboarding" in the row menu. It moves the candidate to Hired and hands them off to the onboarding process. Registering them in the employee list and inviting them as a member happen in onboarding, not in the Recruitment menu

The recruiter role carries no salary or My Number permission. You can delegate the hiring process to an agency or a junior teammate without exposing employee pay or sensitive data.

Evaluation

Evaluation Cycles tab

A cycle is one round of reviews. "Add cycle" takes a cycle name, period (start / end), status, and description.

• Status: Preparing / In progress / Finalized
• Evaluation sheet: list the evaluation items and each one's scale max (1–10). These items become the input fields on the Reviews tab
• Targets: pick from currently employed staff (separated employees are not listed). On save, a not-started review row is created on the Reviews tab for each person you selected

Targets that are already assigned cannot be unchecked, so that reviews already filled in are not deleted by accident. To drop a target, delete its row on the Reviews tab.

Reviews tab

Pick a cycle and you get a grid with the people down the side and the evaluation items across the top. You enter ratings and the overall comment directly in the grid.

Column	What it holds
Employee	The person being reviewed
(evaluation items)	The rating per item defined on the cycle; the header shows the max
Summary	A free-text comment
Reviewer	Select the employee who wrote the review
Status	Not started / Draft / Submitted / Finalized

• Edit several rows and save them together with "Save all"; the button shows how many are unsaved
• The row menu offers Save, Submit, and Finalize. Saving a not-started row makes it a draft
• A finalized review cannot be edited. Its fields are locked and Save, Submit, and Finalize disappear from the row menu
• "Disclose to employee" makes the review visible on that person's My Page. "Revoke disclosure" takes it back

If the cycle has no evaluation sheet, there are no rating fields. Add the items by editing the cycle.

Results tab

This lists only finalized reviews and is where you manage disclosure.

• Columns are employee, cycle, and disclosure (Disclosed / Not disclosed)
• You can filter by cycle and by disclosure state
• Select rows and use "Disclose to employee" or "Revoke disclosure" from the bulk actions menu — intended for releasing a whole cycle's results at the end of a period

How a review reaches the employee

1. HR creates an evaluation cycle and sets the sheet and the targets
2. Ratings and the overall comment are entered on the Reviews tab and submitted
3. The review is checked and finalized (from here it can no longer be rewritten)
4. It is disclosed to the employee on the Results tab
5. The employee sees it on the Evaluation tab of My Page

Finalizing and disclosing are separate actions. Finalizing alone does not make a review visible to the employee.

Going further

Recruitment and Evaluation stay with the essentials: a record of the hiring process, and entering, finalizing, and disclosing reviews. Mechanisms that differ greatly between companies — interview scorecards, MBO / OKR, 360-degree reviews, linking reviews to compensation — are added through plugins. Severance pay, executive remuneration, and benefit allowances are likewise plugin territory.