The personnel file,
in one person file.
Personnel files are the HR view of the employee record in Prozence. Title, department and start date already come from the employee record; the module adds only what is missing: identity and contact details, education, IBAN, pay history, documents and certificates.
In the Professional and Enterprise plans. The module is off by default; the Admin turns it on and assigns the roles. People on the screens are fictional.
One employee,
one file, tidy tabs.
When HR opens a person file, the header shows name, title, department, manager, staff number and seniority; below are the Overview, Personnel details, Job history, Documents, Leave–attendance–assets and Activity log tabs. Missing information and requests awaiting a decision appear as warnings at the top.
My personnel file
The employee sees their own file: ID number and IBAN masked; opening their own full value is logged.
Change request
Address, personal contact, marital status, IBAN, spouse, children, a new degree; HR approves or rejects with a reason. Nobody can decide on their own request.
Employees
Card grid or list; search by name, title and staff number, filter by department, office and status, and those with missing information.
Linked modules
Remaining leave, timesheet and open assets appear in the file — only as far as the viewer can already see them in that module.
Manager summary
If the company turns it on, managers see a summary of their team; pay, IBAN, ID number, address and sensitive records never appear in it.
Activity log
Who changed which field in which record, and when; the values themselves are not written to the log.
Personnel details, job and pay,
validated and with their history.
Fields are checked as they are entered: the Turkish ID number by its algorithm, the IBAN by mod-97, the date of birth against age. Job and pay changes are never overwritten; they are added as new rows with an effective date.
Personal details
Identity, nationality, date and place of birth, contact, address, education, military service (no exemption reason is stored) and social security details; spouse and children.
IBAN
Shown masked; the full value opens for 30 seconds on a separate request. If there is a previous IBAN, a change waits 48 hours, and the old one stays valid in the meantime.
Job history
Title, department, manager, contract and working pattern with an effective date; a future-dated change applies when its day comes.
Pay history
Gross / net, currency and reason, encrypted; only the Pay officer sees it, and revealing the amounts is logged separately.
Experience, skills, languages
Previous employers, skill levels and language levels (CEFR); employees can request changes too.
Leave and seniority reference date
If needed, a date other than the start date is entered; annual leave entitlement is calculated from it.
Request the document,
the employee uploads it from the phone.
HR requests a document from one person or from several; the employee uploads it from the phone, and HR approves it or rejects it with a reason. A new version does not delete the old one. The required document template shows who is missing what, and validity dates show what needs renewing.
Categories
ID, proof of residence, diploma, military service, social security record, employment contract, driving licence, certificate, bank account document; criminal record, health and disability reports in the sensitive class. Companies add their own categories.
Required documents
A template by category, department and title; a document counts as missing a set number of days after the start date. "Missing documents" filter in the Employees list.
Validity reminders
60, 30 and 7 days before expiry (90, 30 and 7 for certificates) the employee is notified and HR gets a summary.
Certificates
Name, type, issuer, number, issue and expiry dates; an optional verification address (https only, copied, never opened).
Safe opening
Preview and download through a 5-minute single-use link bound to the person and the session; every opening is logged.
Upload from the phone
PDF, JPEG or PNG; photos are resized on the phone and location data is removed before upload.
Is a barcoded document genuine?
e-Devlet gives the answer.
AI cannot prove that a document is genuine, and Prozence does not claim it can. Prozence reads the barcode, flags inconsistencies and takes HR to the official verification page. Authenticity is established by comparing the document with the official copy obtained from e-Devlet.
1. The barcode is read
The barcode number from the PDF's text, the QR code from a photo — read in the browser. No AI is used in this step.
2. Warning signs
If the name, ID number or date of birth does not match the file, if the document is old or expired, or if the PDF was modified afterwards, HR sees a warning. A warning is not a decision.
3. Verify on e-Devlet
The button opens the official verification page in a new tab and copies the barcode to the clipboard. HR enters any extra details; Prozence's server sends no request to e-Devlet.
4. Comparison with the official copy
HR uploads the copy downloaded from e-Devlet; barcode, fields and text are compared. The result is a "Matches e-Devlet — who, when" badge or a list of differences.
Field extraction with AI
Optional and off by default; it requires the Prozence AI add-on. The ID number is masked in the text sent; criminal record and health documents are not sent by default.
An honest limit
The badge relies on the statement that the copy was downloaded from e-Devlet; the screen says so plainly. No screen says a document was "verified" by AI.
A summary of your workforce,
without showing personal data.
The HR dashboard shows totals only. Groups of fewer than 5 people are shown as "<5"; pay appears only on the Pay officer's dashboard, and the number of employees with disabilities only on the Sensitive records officer's.
Headcount
Active employees, breakdown by department and office, joiners and leavers in the last 12 months, turnover, average seniority.
Demographics
Age distribution and an age pyramid by gender, share of women, education level and share of university graduates.
Working pattern
Share of home and remote working from attendance records; by office.
Leave and attendance
Leave used and remaining, the company's leave liability, leave and sick days by month; overtime, late arrivals and absences.
Calendar
Probation periods ending soon, birthdays, work anniversaries and pending update requests.
Documents
Number of people with missing documents, documents expiring within 30 and 60 days, those awaiting approval; only totals go to Excel.
Bring your existing files over
with Excel, in one go.
Download the template, fill it in, upload it. The preview writes nothing; errors are shown by row and column, and only error-free rows are written, after your confirmation.
Template
Personnel details, education, spouse and children, experience, skills, languages; the Pay and Bank sheets appear only in the Pay officer's template.
Preview and validation
People are matched by staff number or email; ID number, IBAN, dates and list values are checked. Up to 6,000 rows per file.
Nothing is overwritten
An empty cell does not delete an existing value; previous values are kept encrypted in the import log.
Export
Sheets according to role; ID numbers masked, protected against formula injection.
Person file ZIP
Details and the latest versions of approved documents in an AES-256 password-protected ZIP; the password is shown once and not stored.
One path with leave
The date of birth from the leave Excel upload goes to personnel files, and the start date in personnel files goes to leave.
Encrypted, permissioned,
every opening logged.
Personnel files hold Prozence's most sensitive data, so the module works under stricter rules than the others.
Encryption
Personal, financial and sensitive fields, pay amounts and document files are encrypted with AES-256-GCM; an encrypted value copied into another person's record cannot be decrypted.
A separate key
Personnel files use their own key, independent of the WordPress salts; the archive stays readable even if the salts are renewed.
Key and escrow in the cloud
In the Prozence cloud the key is generated automatically. For recovery, an encrypted copy of the key is held in escrow at Prozon; the key is never sent in clear text, and the copy opens only in the browser, with a private key that is kept on no server.
On your own server
The key sits in a wp-config constant or in a file outside the web root; backing it up is your responsibility. Losing the key means losing the data.
Audit log
Views, changes, document openings and exports are logged; the log does not contain the values themselves.
KVKK tools
When the module is turned on, personnel and document rows are added to the processing inventory; data is kept for the employment relationship and, after leaving, indefinitely for possible disputes.
We state
the limits openly too.
Personnel files currently work within the following limits.
No virus scanning
The file type is checked from its bytes and files are never kept on an executable path; PDFs with active content are flagged and not previewed.
A folder outside the web root is needed
Uploading documents needs a private folder outside the web root on the server; it is ready in the Prozence cloud.
e-Devlet is not queried automatically
Verification happens in HR's own browser; there is no official institutional integration.
No deletion
Records and documents are not deleted; a leaver's file stays in the archive.
HEIC
If the browser cannot convert an iPhone photo, it is rejected; choose "Most Compatible" in the camera settings.
Sync with Prozon Payroll Coming soon
Syncing the personnel file with Prozon Payroll and HR Records is a separate piece of work and is coming soon.
Personnel files, in the Professional
and Enterprise plans.
There is no separate fee; it is included in the plan price. Field extraction with AI requires the Prozence AI add-on.
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