How People Records Work
The people directory and HR records: departments and positions, documents, job changes, pay accounts and what each person sees of their own record.
- How It Works Guide
- Plans: Every plan
- Updated 27 October 2026
- 35 min read
This guide explains how it all fits together. For one job at a time, the short articles in this topic have the exact steps.
People and HR
One HR record for each person you employ, with statutory numbers and pay accounts kept encrypted, departments and positions, and every change to a job kept from the date it takes effect.
People and HR builds on the directory in Console → People. Each person keeps their directory entry (name, photo, job title, department, sites, manager and contact details) and gains an HR record that only they, HR and the people your organisation chooses can see. Attendance, leave, timesheets and the payroll export already read the same person, so nothing is typed twice.
What's Included
| Part | What it does | Status |
|---|---|---|
| HR records | Personal and employment details, pensions, emergency contacts, next of kin and beneficiaries | Now, on every plan |
| Statutory numbers | Ghana Card, SSNIT, TIN, passport, permits and more, encrypted, shown as their last four, seen in full only with a reason | Now, on every plan |
| Pay accounts | Up to three bank or mobile money accounts with shares, changed only after a fresh check, the person always told | Now, on every plan |
| Departments | A head, a parent department, a code and a cost centre, made from the department names you already have | Now, on every plan |
| Positions | Budgeted posts with their department, site, grade and hours, filled or vacant, each reporting to another | Now, on Growth and above |
| Job history and changes | Every change to a job from the date it takes effect; HR makes it, a line manager proposes it, a person asks HR to correct their own details | Now, on every plan |
| My record in Agoo Workspace | Each person sees their whole record, changes what you allow and changes where they're paid | Now, on iPhone, iPad and Android |
| The Finance role | A built-in role for whoever pays, given only by the Owner, with no access to HR records | Now, on every plan |
| Documents and expiry reminders | A vault per person, every file encrypted and checked for viruses, who sees each kind decided by its type, reminders before anything runs out | Now, on every plan |
| E-signature | Contracts and letters signed in the app or at the kiosk, sealed and verifiable | Planned |
| The rest of the suite | Letters, onboarding and offboarding, the org chart, Labour Act checks, performance, pay history, training, the help desk, expenses, hiring | Planned |
Who Sees What
| Who | Sees |
|---|---|
| The person | Their whole record, in Agoo Workspace and the Console, with numbers and account numbers as their last four |
| HR | Records of everyone at their sites; full numbers with a reason |
| Owners | Every record; full numbers with a reason |
| Admins | Every record, never a full number |
| Line managers | Their people's job and job history, never personal details, contacts, numbers or accounts |
| Finance and everyone else | The directory only |
| Agoo's support team | Nothing in an HR record, even with access to your organisation |
Statutory numbers, account numbers and contacts never leave Agoo through webhooks, notifications or the API, and neither do restricted or health documents. The public API (Pro and above) reads departments and positions, and with the hr:read scope a person's HR profile, without any numbers or contacts, and their job history; with hr:write it makes changes to a job from a date; with documents:read and documents:write it reads and adds standard documents. Webhooks (Growth and above) tell your systems when a department or position is made or changed, when someone's job changes and when a standard document is about to expire. See the API reference.
- HR records: What's kept, who sees it and how numbers are sealed.
- Departments and positions: Your structure, and the posts inside it.
- Job changes and history: Changes from a date, proposed and approved.
- Pay accounts: Bank and MoMo, the fresh check and This wasn't me.
- Documents and expiry reminders: The vault, who sees each kind and reminders before expiry.
- My record in Agoo Workspace: Self-service on phone and tablet.
- Roles and permissions: HR's permissions and the Finance role.
HR Records
What an HR record keeps about each person, who can see it, and how Ghana Card, SSNIT and other statutory numbers are kept encrypted and seen only with a reason.
Every person in Console → People has an HR record beside their directory entry, on every plan. Open someone and choose HR record. The directory (name, preferred name, photo, job title, department, sites, manager, phone, email and employee number) stays as it is; the HR record holds what only the person, HR and the people your organisation chooses should see.
What the Record Keeps
Personal
| Detail | Notes |
|---|---|
| Legal name | As on the person's Ghana Card, when it differs from the name they go by |
| Date of birth | |
| Gender | Female, Male or Prefer not to say |
| Nationality | |
| Marital status | Only if you turn on Ask for marital status in Console → Settings → People and HR; off by default |
| Personal email and phone | Kept apart from their work email and phone |
| Home address | With its GhanaPost GPS digital address, checked as it's typed and kept as GA-123-4567 |
| Languages | The languages they speak |
| Disability | Only if the person chooses to declare one, with the date you notified the Public Employment Centre (Labour Act, section 47). It's health data, kept with their consent |
Employment
| Detail | Notes |
|---|---|
| Started on, left on | From People's employment details, as before |
| Contract type | Open-ended, Fixed term (with its end date), Casual, Apprenticeship, National service or Internship |
| Probation ends on | Within any contract |
| Notice | Agoo shows the notice the Labour Act gives the person (section 17): one month, or a month's pay, on a contract of three years or more; two weeks on a shorter one; the end of any day for casual work. You can set a longer notice, never a shorter one |
| Work pattern | Monday to Friday, Six days a week, Seven days a week, Shifts or Flexible |
| Grade and cost centre | |
| Continuous service from | When it differs from their start date, such as after a transfer from a related company |
| Position | The position they hold, and since when (Growth and above) |
Changes to someone's job (title, grade, department, position, manager, sites, employment type, contract and hours) go through job changes, so each is kept in their history with its date.
Pensions
Their Tier 2 trustee and scheme, and any Tier 3 scheme with the percentage they pay into it. SSNIT's Tier 1 needs only their SSNIT number, below.
Contacts
| Kind | How many | Notes |
|---|---|---|
| Emergency contacts | Up to five, one the primary | Name, relationship, phone, another phone, email and address |
| Next of kin | Up to three | |
| Beneficiaries | Up to ten | For SSNIT and insurance nominations; their shares must add up to 100% |
Statutory Numbers
| Kind | Notes |
|---|---|
| Ghana Card | The PIN, such as GHA-123456789-0. Agoo checks its form. Since 1 April 2021 an individual's Ghana Card PIN has also been their TIN |
| SSNIT number | For Tier 1 contributions |
| TIN | Only if the person still has an older 11-character TIN; otherwise their Ghana Card PIN is their TIN |
| Passport | With its expiry date |
| Work permit, Residence permit | With their expiry dates |
| Driver's licence, Voter ID | Where the job needs them |
| Other | With a label of your own |
Each person has one of each kind (and as many Other numbers as you need), with the date it was issued and when it expires.
Kept encrypted, shown as the last four
- Encrypted as it's saved. The full number never appears in a list, an export, a report, a notification, an email or the audit trail. Everyone, the person included, sees the last four: Kept encrypted. Only the last four are shown.
- One person each. The same number can't be on two people's records: Agoo says whose record already has it, so you can find the mistake.
- Seeing a full number. Only the Owner and HR can, by choosing Show and giving a reason of 5 to 500 characters. The number shows for 60 seconds, then hides; it's never kept on the screen or the device. The reason, who saw it and when go into the audit trail as Saw someone's full statutory number. Admins keep records but never see a full number.
- Changing or removing a number is recorded as Changed a statutory number or Removed a statutory number, without the number.
A person who spots a mistake in their own number asks HR to correct it; HR approves the request and the new number replaces the old one.
Who Sees What
| Who | Can |
|---|---|
| Owner | See and change every record, and see full numbers with a reason |
| Admin | See and change every record, never a full number |
| HR | See and change the records of people at their sites (every site, unless their role is limited to some), and see full numbers with a reason |
| The person | See their whole record, and change what you allow |
| Their line manager | See their job and its history, never their personal details, contacts, numbers or accounts |
| Everyone else | The directory only |
Agoo's support team never sees an HR record, a number or an account, even when you give them access to your organisation. Every change to a record is in the audit trail as Changed someone's HR record, naming the fields and never a number.
What People Can Change Themselves
In Console → Settings → People and HR, Owners, Admins and HR choose what people may change about themselves in My record, in Agoo Workspace or the Console. By default:
- Yes: personal email and phone, home address and digital address, languages, a disability, emergency contacts, next of kin, beneficiaries, and where they're paid
- No, unless you allow it: gender, nationality and marital status
- Never by themselves: their legal name, date of birth and statutory numbers. They ask HR to correct them, and HR approves the request.
The same settings choose whether people change their own pay accounts or ask HR to.
How Long Records Are Kept
HR records are kept while someone works for you and for your organisation's period after they leave, set in Console → Settings → Data & privacy:
| What | Kept after they leave |
|---|---|
| HR records: the record, contacts, job history, change requests, the Ghana Card, SSNIT and TIN, and pay accounts | 6 years unless you choose between 1 and 10; Agoo warns under 6 |
| Identity numbers not needed for tax: passports, permits, licences, voter IDs and others | A year unless you choose up to 6 |
Six years matches how long tax records and electronic employment records must be kept, and how long a contract claim can be brought. A legal hold (Enterprise) keeps a person's record however old it is. The full organisation export includes HR records, with numbers and account numbers as their last four only.
- Job changes and history: Changes from a date, and who approves them.
- Pay accounts: Bank and MoMo, kept the same careful way.
- My record in Agoo Workspace: What staff see and change on their phone.
Departments and Positions
Keep your departments with their heads, parents and cost centres, and on Growth and above the positions inside them, filled or vacant.
Departments are on every plan; positions are on Growth, Pro and Enterprise. Both live in Console → People, under Departments and Positions. Owners, Admins and HR keep them for the whole organisation; HR or an Admin limited to some sites sees them but can't change them, because a department or a position usually spans more than one site.
Departments
A department has:
| Detail | Notes |
|---|---|
| Name | Up to 120 characters, one of each name (ignoring capitals) among the departments in use |
| Code | Optional, up to 20 letters, digits and simple separators, such as FIN or OPS-2 |
| Sits under | Optional: the department it belongs to, such as Treasury under Finance |
| Head | Optional: the person who heads it |
| Cost centre | Optional, for your accounts and payroll |
Each department shows how many active people are in it and, on Growth and above, how many positions.
Made from what you already have
When People and HR arrived, Agoo made a department for each department name your people already had, spelt the way most of them spelt it, and put everyone in theirs. Nothing about their directory entry changed.
From then on:
- Choosing a department for someone in People picks one from the list. Whoever keeps people can also give a new name, in People, a CSV import or the API, and the department is made; someone editing only their own profile chooses one that exists.
- Renaming a department renames it on everyone in it, and in the API and exports.
- Moving someone to another department is a job change: it's kept in their job history with its date.
- A department can't sit under itself, or under one of its own departments: Agoo says which choice makes the loop.
Archiving a department
Archive a department once nobody active is in it, no department sits under it, and its positions are closed or moved. It disappears from the pickers; its history, and the history of everyone who was in it, stays. Bring it back at any time.
Positions
Growth and above. A position is a post your organisation has, whether or not anyone holds it now: "Senior Accountant, Finance, Ridge HQ, reporting to the Finance Manager". Positions are optional: if you don't use them, nothing else changes.
| Detail | Notes |
|---|---|
| Title | Up to 120 characters |
| Department | One that isn't archived |
| Site | Where the post is based |
| Reports to | Another position. Agoo refuses a chain that loops back on itself |
| Grade | Your own grade, such as G7 or Senior |
| Hours | Full time, or a part, from 0.1 to 1 (0.5 is half time) |
| Status | Filled (someone holds it), Vacant (nobody does, and it may be filled), Frozen (nobody is to be hired now) or Closed (it no longer exists, kept for history) |
| Budgeted | Whether it's in your budget |
Filling a position
Open the position, choose the person who holds it and the date they start in it. A position has one holder at a time, and a person holds one position at a time: putting someone in a new position ends their time in the old one on the same day. End their time in it leaves the position vacant. Each move is a line in the person's job history, and the position shows who held it and since when.
You can also fill a position as part of a job change from a future date, such as a promotion from 1 November.
If you move to a plan without positions
Positions you made stay, with their holders and history, and show on records as before. You can't make new ones or fill them until you're back on Growth or above. Departments stay on every plan.
In the Audit Trail
Every change is recorded: Made a department, Changed a department, Archived a department, Brought back a department, Made a position, Changed a position, Put someone in a position and Ended someone's time in a position.
- Job changes and history: Moves between departments and positions, from a date.
- HR records: What each person's record keeps.
Job Changes and History
Change someone's job from the date it takes effect, have line managers propose changes for HR to approve, and keep every change in a job history that's never rewritten.
"Promote Abena Asante to Senior Accountant from 1 November, reporting to Efua Mensah" is one job change: it can change several things at once, from a date. Job changes are on every plan, in Console → People on a person's HR record.
What a Change Can Include
| Field | Notes |
|---|---|
| Job title and grade | |
| Department | One that isn't archived |
| Position | A vacant one, or the one they hold (Growth and above) |
| Line manager | Never themselves, never a loop |
| Sites | |
| Employment type and contracted hours a week | |
| Contract, contract ends and probation ends | A fixed-term contract has an end date |
| Legal name, date of birth and statutory numbers | Corrections only, by HR or asked for by the person |
Every change takes effect on a date from up to 90 days ago to a year ahead. Give a reason when you can; line managers and people asking for a correction must give one (up to 500 characters), so whoever approves it knows why.
Who Makes a Change
HR
Owners, Admins and HR choose Change job on someone's record.
- Today, or a date that has passed: Apply now changes the record at once. A past date is kept in the history as the date it took effect.
- A future date: the change is Scheduled and shows on the record as "From 1 November". On that day, within an hour of midnight where your organisation is, Agoo applies it by itself.
- Want a second pair of eyes? Send for approval routes it to the people who approve changes, like a manager's proposal.
HR limited to some sites changes the jobs of people at their sites.
A line manager
A line manager chooses Propose a change on the record of someone who reports to them, directly or further down the line, whatever the manager's role. They can propose any of the job fields above, never personal details or numbers, and must say why. The proposal goes for approval, and they're told when it's decided.
The person
People can't change their own job. They can ask HR to correct their legal name, date of birth or a statutory number from My record, with a reason. HR approves or declines it like any change.
Who Approves Changes
Changes that need approval are approved by HR by default. Owners, Admins and HR can choose instead, in Console → Settings → People and HR, under Who approves changes to people's jobs:
| Choice | Who decides |
|---|---|
| HR only (default) | HR |
| Line manager, then HR | The person's line manager first, then HR |
| No approval | Nobody: a proposal is accepted as soon as it's made, and the record says so |
| Custom chain (Enterprise) | Up to five steps, always including HR or a named person |
A line manager never approves a change to someone's job alone: HR, or the person you name, always has the last word. Nobody approves their own change. Approvers see what changes, from what to what, from when and why, and decide in the Console. Like leave, a change nobody decides moves up after the time you set (72 hours by default), and deputies cover approvers who are away. See Who approves leave for how deputies and moving on work.
What Happens to a Change
| Status | Means |
|---|---|
| Waiting for approval | With its approver |
| Scheduled | Approved, or made by HR, for a date still to come |
| Applied | The record has changed, and the history has its lines |
| Declined | The approver said no, with a note the requester sees |
| Called off | Withdrawn before it applied, by whoever asked for it or by HR |
| Couldn't be applied | Something changed before its date, such as the position being filled or the manager leaving. Whoever asked is told why, and HR makes a new change |
Changes waiting for approval, scheduled or that couldn't be applied show on the person's record and in Console → People → Change requests. Whoever asked is told when theirs is decided, and when one couldn't be applied. Approvers and HR are told when one waits for them; each person chooses how in Account → Notifications, under People and HR.
Job History
Every change to a job, title, grade, department, position, manager, sites, employment type, contract, hours, start or leaving date, is a line in the person's job history, with the date it took effect, what it was before, who recorded it and why. Lines are never edited or removed while the record is kept: a correction is a new line. Changes made before People and HR arrived, such as earlier changes of line manager, were added from the audit trail.
The person, HR and their line managers see the history, on the record in the Console and in My record in Agoo Workspace.
In the Audit Trail
Asked for a change to someone's job, Approved a change to someone's job, Declined a change to someone's job, Applied a change to someone's job, Couldn't apply a change to someone's job and Called off a change to someone's job, each with who and when.
- Departments and positions: The structure changes move people around in.
- Line managers and HR: Who reports to whom, and the HR role.
Documents and Expiry Reminders
Keep each person's contract, particulars, licences, permits and certificates in an encrypted vault, decide who sees each kind, and remind people and HR before anything runs out.
Each person has a documents vault: their contract and written particulars, letters, licences, permits, certificates and anything else your organisation keeps about their work. Each document has a type that decides who can see it and whether it expires, and Agoo reminds the person and HR before it runs out. Documents are on every plan, in Console → People → Documents, on each person's Documents tab, and for everyone in My record → Documents.
Document Types
Agoo starts your organisation with a catalogue made for Ghana, which you can change and add to in Console → People → Documents → Types (Owners, Admins and HR):
| Group | Types |
|---|---|
| Employment | Contract of employment, written particulars (Labour Act s.13), offer letter, letters, policy acknowledgements, exit documents |
| Identity and permits | Passport, work permit, residence permit |
| Licences | Driver's licence (DVLA), professional licence (Nursing and Midwifery Council, Medical and Dental Council, Pharmacy Council, Ghana Bar, ICAG, Engineering Council and others), private security licence |
| Qualifications | Academic certificates and transcripts |
| Training and safety | First aid, fire safety and food handler's certificates |
| Vetting | Police clearance report |
| Health | Medical fitness certificate |
| Performance and disciplinary | Appraisal records, warning and query letters |
| Other | Anything else |
Each type sets:
- Who can see it (below). It can't be changed once the type holds documents, so nobody's file is opened to more people by an edit.
- Whether it expires, and if so when to remind (by default 90, 60, 30 and 7 days before and on the day; work and residence permits from 120 days, since renewal should start at least two months ahead) and who is reminded: the person, their line manager, HR.
- Whether line managers see it (standard types only), and whether people can add their own.
- How long it's kept after it stops mattering (see Retention).
Add your own types, such as a vaccination record or a client's site induction, and archive any you don't use.
Who Sees What
| Kind of type | Who can see it |
|---|---|
| Standard (contracts, letters, licences, certificates) | The person, HR, Owners and Admins; their line manager only if the type allows |
| Restricted (identity documents and disciplinary letters) | The person, HR and Owners |
| Health (health documents, police clearance) | Only the person and HR, not even the Owner |
HR see documents for people at their sites. Every time anyone opens a restricted or health document, it goes into the audit trail as Opened someone's restricted or health document. Agoo's support team never sees a document, even with access to your organisation.
Adding a Document
In the Console, open a person's Documents tab and choose Add a document: choose its type, the file, a title if the type's name isn't enough, and the dates it was issued and runs out. To replace one that's been renewed, choose Add a new version on it: the new one becomes current, and the earlier versions stay in its history.
- Files: PDF, or a photo as JPEG, PNG or WebP, up to 20 MB. Save a Word document as a PDF first. Photos taken on an iPhone are converted for you in Agoo Workspace.
- Photos lose their location and other hidden details before they're stored.
- Every file is checked for viruses before anyone can open it. It shows Being checked for a minute or two; a file that fails is deleted and shows Refused with the reason.
- Every file is encrypted, each with a key of its own, and opened only through Agoo by someone allowed to see it.
People add their own documents, of the types that allow it, in My record → Documents, and can withdraw one they added by mistake. They can also attach a document when they ask HR to correct something, such as a new passport with a changed name.
Expiry Reminders
When a document reaches one of its type's reminder days, Agoo tells the people the type names, at 8 in the morning in your organisation's time zone:
- The person: a notification in Agoo Workspace (or an email if they don't use the app) saying when it expires, with Add the new one in My record.
- Their line manager, when the type says so: never for a health document.
- HR at the person's sites, or the Owner if you have no one in the HR role.
Each reminder goes once. A health document's notification never names the document on a lock screen. When a work permit, residence permit or professional licence has expired, the reminder says that working without it is a legal restriction on the work (Labour Act s.62(d)), so you can plan before then.
Console → People → Documents lists everything that needs someone: expired, expiring within 30 days, being checked and refused. Console → Settings → People and HR → Documents shows the storage used and who is reminded.
Setting Up
Home's Set up People card walks Owners and HR through it: check your departments and your document types, and confirm each. The card goes once both are done.
Storage
Documents count against your plan's HR document storage: 1 GB on Free, 5 GB on Starter, 25 GB on Growth, 100 GB on Pro and 500 GB on Enterprise. An HR storage pack adds 50 GB on any plan. When storage is full, adding a document says so; remove documents nobody needs or add a pack in Billing.
How Long Documents Are Kept
Documents follow their type's retention class in Console → Settings → Privacy:
| Class | Holds | Kept by default |
|---|---|---|
| HR records | Contracts, letters, licences, certificates | The employment and six years after |
| Identity | Passports and permits, driver's licences | The employment and a year after |
| Health | Health documents and police clearance | Two years after the document stops being current |
A document under a legal hold is never deleted. Documents and their details are in your organisation's full export; deleting a person deletes their documents.
For Developers
With an API key on Pro and above, documents:read lists a person's standard documents and downloads them, and documents:write adds them; restricted and health documents never leave Agoo through the API. The webhook hr_document.expiring (Growth and above) tells your systems when a standard document reaches a reminder day. See the API reference and webhook events.
- My record in Agoo Workspace: Your own documents on your phone or tablet.
- HR records: What's kept, who sees it and how numbers are sealed.
- Roles and permissions: Who reads, keeps and opens each kind of document.
Pay Accounts
Keep the bank and mobile money accounts each person is paid into, encrypted, with a fresh check before any change, the person told every time, and This wasn't me if it wasn't them.
Changing where someone is paid is one of the easiest ways to steal their salary, so Agoo treats pay accounts more carefully than anything else on an HR record. Pay accounts are on every plan, on the person's HR record in Console → People and in My record in Agoo Workspace.
What's Kept
Each person can be paid into up to three accounts:
| Kind | Details |
|---|---|
| Bank account | The bank, the branch, the name on the account and the account number (6 to 20 digits) |
| Mobile money | The network (MTN, Telecel or AT), the name the wallet is registered in and the mobile number |
With more than one account, give each its share of pay; the shares add up to 100%, such as 70% to the bank and 30% to MoMo.
Account numbers are encrypted as they're saved, like statutory numbers: everyone, the person included, sees the last four. Only the Owner and HR can see a full number, by giving a reason; it shows for 60 seconds, and Saw someone's full account number goes into the audit trail with the reason.
The same account can't be on two people's records by mistake. If two people really do share one, HR confirms that it's shared when they save it.
Who Changes Them
In Console → Settings → People and HR, Pay account changes decides who changes them:
- The person (default): they change their own in Agoo Workspace or the Console, and HR can too.
- HR only: people ask HR, who changes them for them.
Either way, every change needs the fresh check below, and the person is always told.
The Fresh Check
Before any pay account is added, changed or removed, Agoo checks that it's really the person (or HR) at the keyboard, even if they signed in hours ago:
- With an authenticator app on their account: a current code from it, entered in the last five minutes.
- Without one: a six-digit code Agoo emails them, typed in.
- In Agoo Workspace: their phone's own unlock first (Face ID, Touch ID or the passcode on iPhone and iPad; fingerprint, face unlock or the screen lock on Android), then the code.
A connected app or an API key can never change a pay account.
The Person Is Always Told
Every change, whoever makes it, sends the person Your pay account was changed by email and as a notification in Agoo Workspace, whatever their notification settings: it's a security notice that can't be turned off. It says what changed (never the number), when and by whom, with a This wasn't me button.
This Wasn't Me
If the person didn't make or expect the change, This wasn't me, in the email, the notification or My record:
- Holds all their pay accounts at once. Payroll pays into none of them while they're held.
- Signs them out everywhere else, so someone using their account loses it.
- Tells HR, who see Held on the person's accounts.
HR then checks the account with the person, by phone or in person, corrects it if it's wrong, and chooses Mark checked, which releases it: "Checked and released. Payroll can pay into it again." HR never checks their own accounts; another HR person or the Owner does. The person should also change their password and turn on two-step verification.
HR can mark any new account checked once they've confirmed it with the person, and the record shows when each was last checked.
In the Audit Trail
Changed someone's pay accounts (what changed, never the number), Saw someone's full account number, Checked someone's pay account and Said a pay account change wasn't them.
For Payroll
Agoo Payroll, when it arrives, reads the accounts inside Agoo to make your bank and mobile money payment files, and never pays into an account that's held. Account numbers never go to webhooks, notifications, exports or the public API; the full organisation export has their last four only.
- HR records: Everything else on the record, and who sees it.
- My record in Agoo Workspace: Changing where you're paid on your phone.
My Record In Agoo Workspace
See everything your organisation keeps about you on your phone or tablet, change what HR allows, ask HR to correct the rest, and change where you're paid safely.
My record shows you everything your organisation keeps about you in Agoo, as the Data Protection Act gives you the right to see. It's in Agoo Workspace on iPhone, iPad and Android phones and tablets, under Me → My record, and in the Console under Account → My record, on every plan.
Everything your organisation keeps about you is here. You can change what HR allows; for anything else, ask HR to correct it.
What You See
| Part | What's there |
|---|---|
| About you | Your legal name, date of birth, gender, nationality, personal email and phone, home address and GhanaPost GPS address, languages |
| Your job | Your title, department, position, manager, sites, contract, probation, notice and working pattern |
| Documents | Your contract, letters, licences, permits and certificates, with when each runs out |
| Pensions | Your Tier 2 trustee and scheme, and any Tier 3 scheme |
| Numbers | Your Ghana Card, SSNIT number and any others, as their last four: Kept encrypted. Only the last four are shown. |
| Where you're paid | Your bank or mobile money accounts, as their last four, with each one's share |
| Contacts | Your emergency contacts, next of kin and beneficiaries |
| Job history | Every change to your job, from the date it took effect |
| Changes | Requests you've made and changes to your job waiting for approval or their date |
Nobody can show you your own full numbers in the app: they're encrypted, and only your organisation's Owner and HR can see them, giving a reason that's recorded. If you need one, ask HR.
Change What HR Allows
Tap a part to change it. Your organisation chooses what you can change yourself; usually your personal email and phone, your address and digital address, your languages, your emergency contacts, next of kin and beneficiaries, and where you're paid. Your change saves at once, and HR sees it. A part you can't change has no edit button.
- Your GhanaPost GPS address is checked as you type it, such as
GA-123-4567. - Emergency contacts: up to five, with one marked as the first to call.
- Beneficiaries: their shares must add up to 100%.
- A disability is yours to declare or not. If you do, only you and HR see it.
Ask HR to Correct Something
Your legal name, date of birth and statutory numbers are changed only by HR, so mistakes don't creep in. To correct one, ask HR to correct it from My record: give the right value and say why. HR approves or declines it, and you're told either way. While it waits, it shows under Changes, where you can call it off.
A Ghana Card PIN looks like GHA-123456789-0. Since April 2021 it's also your TIN.
Change Where You're Paid
If your organisation lets you, change your pay accounts yourself: up to three bank or mobile money accounts, each with its share of your pay.
Choose Change under Where you're paid
Add an account, change one or remove one. For mobile money, choose MTN, Telecel or AT and give the number and the name the wallet is registered in.
Confirm it's you
Agoo Workspace asks for your phone's own unlock (Face ID, Touch ID or the passcode on iPhone and iPad; fingerprint, face unlock or the screen lock on Android), then a code from your authenticator app or the code Agoo emails you.
Saved, and you're told
You get an email and a notification, Your pay account was changed, every time, even when you made the change yourself.
If your organisation keeps pay accounts with HR, Where you're paid says so: ask HR to change them.
If it wasn't you
If you get Your pay account was changed and you didn't change it, tap This wasn't me. Agoo holds your pay accounts so nothing is paid into them, signs you out on every other device and tells HR, who check your accounts with you before releasing them. Then change your password. See Pay accounts.
Documents
Documents holds what your organisation keeps on file about you, grouped by kind, each showing whether it's current, expiring, expired, being checked or refused. Tap one to open it.
- Add a document of the kinds your organisation allows: Scan it with the camera (the app finds the page's edges and makes a PDF), choose a Photo, or a File. Choose what it is, and the dates it was issued and runs out. It's checked for viruses and opens in a minute or two.
- Add a new version of one you added when it's renewed (touch and hold it).
- Withdraw one you added by mistake.
You're reminded before a document runs out, by a notification that opens Documents. Every file is kept encrypted, each with a key of its own, and photos lose their location before they're stored. A copy of a Ghana Card isn't kept: L.I. 2523 forbids relying on one to check who someone is, and your Ghana Card PIN is on your record instead.
Your list, and the standard documents you've opened, stay on the device for reading offline; identity and health documents are never kept on it. Signing out deletes them all. See Documents and expiry reminders.
On Phones and Tablets
My record is laid out for phones and for tablets, in light and dark, and follows your text size. Changing anything, and above all where you're paid, needs a connection: the app says so rather than saving the change for later.
- The Agoo Workspace app: Getting the app, signing in and the other tabs.
- Pay accounts: How pay accounts are kept and checked.
- Documents: The vault, who sees each kind and expiry reminders.
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