Identity & statutory IDs
Names, DOB, national ID, passport, KRA PIN, NSSF, NHIF/SHIF, social security numbers per country.
One record · every country · every chapter of their career
The Employee Record
That Travels With Them
Across the Continent.
Hired in Nairobi, transferred to Dar, promoted to a Lagos role. One employee, one record, three contracts, full continuity. Documents, contracts, work permits, employment letters — all in one place, in the right country's language.
Country-correct contracts
Work permit alerts
Instant letters
MK
Mary Kimani
Senior Project Officer · Lagos office
Active
Service
Since 2018-03-12 · 8 yrs
Current
🇳🇬 Nigeria · since Apr 2024
Previously
🇰🇪 Kenya 2018–2022 · 🇹🇿 Tanzania 2022–2024
Reports to
Adebayo O.
Work permit
CERPAC expires in 87 days
Contracts
3
Documents
24
Letters issued
12
Sound familiar?
Where employee data usually lives.
In a Drive folder somebody set up
Nobody remembers the structure. ID copies, contracts, certificates, permits — all there, just nobody can find anything in 30 seconds.
"Can you send me my employment letter?"
Every Tuesday HR generates the same five letters from a Word template. Every Tuesday someone gets the salary or job title wrong.
Cross-country transfers handled by email chain
When someone moves from Nairobi to Dar, three departments email each other for two weeks. The employee's service date gets reset by accident. Nobody notices for six months.
Work permits expire in surprise
You find out the senior consultant's CERPAC expired last Tuesday because immigration showed up at the office.
One profile, full picture
Everything you need to know about an employee. In one place.
No more "where is John's contract?" — every record HR, finance, and the employee themselves need is on one screen.
Contracts & addenda
Country-specific contract templates, signed PDFs, addenda for promotions, raises, role changes — full chronology.
Employment history
Every country, every role, every period. Original service date preserved across transfers and re-hires.
Documents
Certificates, references, ID copies, work permits, professional licences. Drag-and-drop upload, OCR, expiry tracking.
Dependents & beneficiaries
Family on file with relationships, DOBs, beneficiary nominations, medical scheme coverage.
Contact & emergency
Address, phone, next-of-kin, emergency contact. Self-service editable on mobile with HR audit.
Role, manager, team
Current role, reporting line, dotted-line managers, project assignments, team membership.
Compensation history
Every salary change, bonus, allowance — with effective date and approver. Confidential by role.
Education & certifications
Academic records, professional certifications, expiry dates, renewal alerts for compliance roles.
The Africa-specific bit
Cross-country transfers, done right.
When Mary moves from Nairobi to Lagos, you can't just "transfer her" in HR speak. Kenya's labour law requires a proper exit; Nigeria requires a fresh contract. SmartHR walks both sides through it.
🇰🇪
From
Nairobi · Kenya
- Statutory exit doc generated
- Final-pay calculated per Kenyan law
- NSSF / SHIF wind-down
One employee record
Service date preserved
🇳🇬
To
Lagos · Nigeria
- Nigerian contract generated
- CERPAC work permit tracked
- Pension / NHF kicks in
Service date preserved
Original join date stays attached to the employee, even though their Kenyan contract was formally closed. Tenure-based benefits continue to accrue.
Country rules respected
Kenyan exit, Nigerian onboarding — both fully compliant. Annual leave settlement happens in Kenya; new entitlement starts under Nigerian rules.
Document continuity
All documents from the previous country stay attached. References, certificates, performance history travel with the employee.
Onboarding & offboarding
First-day experience that doesn't require six emails.
Configurable workflow, automated tasks, full visibility. Same engine handles offboarding the day someone leaves.
Onboarding
Day −7 to Day 30
IT account & equipment
Contract sign-off
Welcome pack & first-day brief
Statutory ID registration (NSSF, NHIF/SHIF)
Bank account & mobile money set-up
Manager 1:1 + 30-day plan
Compliance training
Configurable per role and per country. Employee sees their own checklist on the mobile app.
Offboarding
Notice period through Day +14
Resignation logged + notice calculated
Knowledge transfer & handover document
Equipment return & access revocation
Exit interview
Statutory exit doc generated
Final pay (leave encash, gratuity, loans)
Employment letter & references
Final pay automatically encashes leave balance, applies gratuity (where due), and recovers outstanding loans.
Documents & letters
Letters in 30 seconds. Not 3 days.
Every employee asks for the same five letters: employment confirmation, salary letter, NOC for visa, KRA tax certificate, exit letter. SmartHR generates them instantly with current data, in the right language, with the right authorised signature.
✓ Employment confirmation
✓ Salary / income letter
✓ NOC for visa application
✓ NOC for bank loan
✓ Tax certificate (P9 / equivalent)
✓ Service certificate
✓ Reference letter (on exit)
✓ Custom company letter
Custom templates for your company in 1-3 days at no extra cost.
Mary K. · documents
24 files · 3 categories
PDF
Contract — Nigeria
2024-04-08
PDF
CERPAC work permit
2024-05-22
JPG
National ID copy
2018-03-12
PDF
Performance review 2025
2026-01-10
PDF
Contract — Tanzania
2022-07-01
PDF
BSc Certificate
2015-12-04
Drag-and-drop upload · OCR · expiry alerts
Org chart · East Africa cluster
Regional Director
Adebayo O.
East Africa
🇰🇪
Kenya HR
12 staff
🇺🇬
Uganda HR
5 staff
🇹🇿
Tanzania HR
8 staff
Org chart, automatic
A live org chart, not a Visio file from 2019.
The chart is built from each employee's manager-of-record. Hire, transfer, promote, terminate — the chart updates live. Filter by country, region, function, or cost centre.
- Multi-region structure: Group → Region → Country → Department → Team.
- Dotted-line and matrix reporting supported.
- Filter and zoom by country, function, or cost centre.
- Export to PDF or PNG for board packs and audits.
Common questions about People Management
Don't see yours? Ask the team →
Yes. Each employee has one master record. Their employment history can include multiple consecutive periods in different countries (e.g. Kenya 2018-2022, then Tanzania 2022-present), each with its own contract, statutory rules, currency, and benefits. The original service date is preserved.
Each country has its own contract templates pre-built to meet local labour law (probation period, notice period, leave, termination clauses). When you hire someone in Kenya, you get a Kenyan contract; when you hire in Senegal, you get a French-language contract that complies with Senegalese law.
Yes — for fields you allow self-service on. Address, next-of-kin, emergency contact, dependents are typically self-service. Salary, role, contract terms, and bank account require HR approval before they take effect, with full audit trail.
Each work permit is a record on the employee with type, issue date, expiry date, country, and dependents covered. Renewal alerts are sent to HR and the employee 90, 60, 30, and 7 days before expiry. Mass-renewal export available for compliance audits.
Yes. Standard letters (employment confirmation, salary letter, NOC for visa/loan, KRA tax certificate, exit letter) are generated instantly with the employee's current details, in their preferred language. Letters can be requested by the employee on the mobile app and approved by HR before delivery.
A configurable workflow: HR creates the employee, the system kicks off tasks across IT, finance, line manager, and the employee themselves. Tasks have owners, due dates, and dependencies. The employee sees their own onboarding checklist on the mobile app. HR sees overall progress on a dashboard.
Mirror image of onboarding. Resignation logged → notice period calculated per country → exit checklist activated (handover, equipment return, access revocation, final pay calculation). Final pay automatically computes leave-balance encashment, gratuity (where applicable), and any outstanding loans deducted.
Yes. Built from each employee's manager-of-record. Updates instantly when someone is hired, transferred, promoted, or leaves. Filterable by country, region, department, or function. Print/export for board packs and audits.
Get every employee on one record.
Tell us your countries, your structure, your contract templates. We'll show you a demo with your real org — including a live cross-country transfer.