One record for everyone you employ, kept the Labour Act’s way.
Personal and job details, Ghana Card, SSNIT and TIN numbers and bank or MoMo pay accounts kept encrypted, departments and positions, and every change to a job kept with the date it takes effect. Staff see their own record in Agoo Workspace and change what you allow. Documents, letters, onboarding, performance, training, expenses and hiring build on the same record.
The employee record
Everything HR keeps about a person, in one place.
Each person in People has an HR record beside their directory entry. It holds their legal name as on the Ghana Card, date of birth, nationality, personal email and phone, home address with its GhanaPost GPS digital address, and the languages they speak; their employment: the kind of contract, its end and the end of probation, the notice the Labour Act gives them, their working pattern, grade, cost centre and continuous service; their Tier 2 trustee and Tier 3 scheme; up to five emergency contacts, their next of kin and their beneficiaries, whose shares add up to 100%. Marital status is asked only if you switch it on, and a disability only if the person chooses to say, so you can notify the Public Employment Centre as the Act asks. Line managers see their people’s job and history, never their personal details, numbers or accounts.
- Personal, employment and pension details on every plan
- GhanaPost GPS addresses checked as they’re typed
- Emergency contacts, next of kin and beneficiaries with shares
- The notice the Labour Act gives each person, worked out for you
- Managers see job and history only, never personal details
- Owners, Admins and HR keep records; HR limited to sites sees only theirs
Numbers and pay accounts
Statutory numbers and pay accounts, sealed.
Ghana Card, SSNIT, TIN, passport and permit numbers, and the bank or mobile money accounts people are paid into, are encrypted the moment they’re saved. Everyone sees only the last four. A Ghana Card is checked for its form, and since April 2021 it’s also a person’s TIN, so you don’t keep two numbers. The same number can’t sit on two people’s records. Only the Owner and HR can see a full number, and each time they must say why: the number shows for 60 seconds, and the reason, the person and the time go into the audit trail. Pay can go to up to three accounts, bank or MTN, Telecel or AT mobile money, split by share. Any change of account needs a fresh check that it’s really the person or HR making it, and the person is always told, by email and on their phone.
- Ghana Card, SSNIT, TIN, passport, permits, licences
- Only the last four shown, anywhere
- Full numbers for the Owner and HR, with a reason, every time recorded
- The same number refused on a second person
- Bank or MoMo, up to three accounts, split by share
- A fresh check before any account changes, and the person always told
Departments and positions
Departments that mean something, and the posts inside them.
Departments become things you manage rather than words people type: each with its code, its head, a parent department and a cost centre, made for you from the department names your people already have. Rename one and everyone in it follows; archive one once nobody is left in it, and its history stays. From Growth, add positions: the posts your organisation budgets for, each with its title, department, site, grade, hours and the position it reports to, filled by one person at a time or shown as vacant. Positions are optional: an organisation that doesn’t use them loses nothing.
- Departments with a head, a parent and a cost centre
- Made from the department names you already have
- Positions and vacancies from Growth
- Each position reports to another, with no loops
- One holder at a time, with the dates they held it
Job history
Every change to a job, from the date it takes effect.
“Promote Abena to Senior Accountant from 1 November, reporting to Efua” is one change: any of job title, grade, department, position, manager, sites, employment type, contract and hours, from a date. HR makes it directly, today or from a date in the future, and it applies by itself on that day. A line manager proposes changes for their own people, and HR approves or declines them, or whoever you choose to approve them. Someone who spots a mistake in their legal name, date of birth or a statutory number asks HR to correct it. Each change becomes a line in the person’s job history that’s never edited, only followed by another, so you can always say who held which job, under whom and when.
- One change, many fields, from a date
- Applied by itself on its date
- Managers propose; HR approves, or whoever you choose
- People ask HR to correct their own details
- History lines never edited, only added to
- Each person, HR and their managers see the history
My record in Agoo Workspace
Staff see what you keep about them, on their own phone.
In Agoo Workspace on iPhone and Android, phone or tablet, each person opens My record and sees everything your organisation keeps about them, as the Data Protection Act gives them the right to. They change what you allow, such as their personal phone, address, emergency contacts and next of kin, and ask HR to correct the rest. To change where they’re paid, they confirm with Face ID, Touch ID or their fingerprint and a code; then they’re told by email and a notification, every time, with This wasn’t me in case it wasn’t. This wasn’t me holds the accounts so nothing is paid into them, signs them out everywhere else and tells HR, who check the account with them.
- The whole record, on iPhone and Android, phone and tablet
- Changes within what HR allows; corrections asked for
- Pay accounts changed behind the device’s own unlock and a code
- Told every time, with This wasn’t me
- Held accounts checked by HR before anything is paid
The Finance role
A role for whoever pays, given only by the Owner.
Finance is a built-in role on every plan for the person who pays and reconciles: expense claims, cash advances and payroll payments as those arrive. It sees people’s names, sites and departments, never their HR records, numbers, pay accounts or pay. Because it releases money, only the Owner can give it, change it or take it away; Admins and Site admins can’t. Like HR, it isn’t an admin seat.
- On every plan, beside Owner, Admin, Site admin and HR
- Only the Owner gives it or takes it away
- No HR records, numbers, accounts or pay
- Not an admin seat
Documents, signatures and letters
Contracts signed in the app, and verifiable by anyone.
Each person has a private vault of their documents by type: contracts, the written particulars the Labour Act asks for within two months, certificates, licences and permits. Every file is encrypted and checked for viruses, health papers are seen only by the person and HR, and the person, their manager and HR are reminded before a licence or permit lapses. Staff scan their own certificates into the Workspace app. A copy of a Ghana Card is never kept: the law forbids relying on one, so the number is recorded instead. Send a contract or a letter for signing and the person reads it in full, agrees, signs on their phone, at the kiosk with their PIN or in a browser, and confirms it’s them. The signed copy carries Agoo’s seal, a certificate page saying who signed, when and how they proved it was them, and a QR code that opens a public page where anyone can check it hasn’t changed. Letters come from a Ghana pack of templates, an appointment letter, a confirmation, a query letter, a certificate of service, or your own, filled in from the record.
- A vault per person, encrypted, with expiry reminders
- Health papers seen only by the person and HR
- Signed in the app, at the kiosk or in a browser, by email or SMS link
- A seal, a certificate page and a QR code anyone can check
- Letters from Ghana-ready templates, or your own
- Staff ask for a letter themselves
Onboarding and offboarding
A good first day, and a clean last one.
A new hire gets their own pages before they start, to fill in their details and sign their contract, and a checklist runs across HR, their manager, IT and facilities, from their badge and PIN to who they meet on day one, with probation dates kept. When someone leaves, Agoo works out their notice from the Labour Act, switches off their access everywhere on their last day, lists what they hold to give back, and hands their untaken leave and final pay dates to payroll.
- Pre-boarding pages and checklists across teams
- Probation tracked to its end
- Notice worked out by the Act, access ended on the last day
- Things to give back, an exit interview and payroll told
Org chart and Labour Act checks
Who reports to whom, and what the Act asks of you.
The org chart draws itself from line managers and positions, with vacancies shown, and you can search it for anyone. Labour Act checks list the duties an employer carries and when each is due: written particulars, contracts for six months or more, temporary staff becoming permanent after six months, notifying a disability, young persons’ fitness certificates, and reporting an accident within seven days, with incident reports made from a phone or the kiosk.
- A live org chart, vacancies included
- The Act’s duties with their due dates
- Accident and incident reports within seven days
Performance, pay and training
Goals, reviews, pay history and training, on the same record.
Goals and OKRs, check-ins and one-to-ones, feedback and praise, and review cycles with self, manager and peer reviews; improvement plans kept as a fair, documented process. Pay history and revisions with their letters, basic pay kept apart from allowances, and an equal pay check; pay bands, calibration and pay equity on Pro and Enterprise. Courses from video, documents and quizzes, mandatory training with expiry, classroom sessions checked in at the kiosk and certificates, downloadable for data-light phones. These come with Growth and up, and below it with People Plus at GH₵6 an active employee a month (at least GH₵60). No AI scores anyone’s performance, engagement or future.
- Goals, check-ins, feedback and reviews
- Pay history, revisions and letters
- Training with quizzes, expiry and certificates
- With Growth and up, or People Plus below it
- No AI judging people, ever
Help desk, surveys and announcements
Somewhere to ask HR, and a way to be heard.
Staff ask HR from the app and follow their question to an answer, with a knowledge base of your policies. Grievance, harassment and disciplinary cases are confidential, seen only by the people named to handle them, and a case about one of them goes past them. Anonymous concerns, pulse and engagement surveys with results shown only for groups large enough to stay anonymous, and a staff feed of announcements and policies people read and acknowledge.
- Questions to HR, and a policy knowledge base
- Confidential cases, walled off even from the Owner
- Anonymous concerns and staff surveys
- Announcements, and policies to acknowledge
Expenses, travel and assets
Claims from a photo, and every laptop accounted for.
Staff photograph a receipt, see your policy’s limits before they claim and follow it to paid; travel requests, per diems and cash advances settle against what was spent. Finance pays approved claims with payroll, by a bulk payment file or from your own Paystack account: Agoo never holds the money. The asset register tracks laptops, phones, PPE and vehicles with QR tags, who signed for each and when it comes back.
- Receipts from the camera, policies checked first
- Travel, per diems and advances
- Paid by Finance, never held by Agoo
- Assets with QR tags and signed hand-overs
Hiring
From the job advert to the first day.
Open a requisition for a position, publish it on your careers page, take applications on your own form, move candidates through a pipeline, book interviews into people’s calendars, score them, and send an offer to sign. The accepted offer becomes the person’s record and their onboarding, with nothing typed twice. Applicants who aren’t hired are kept 12 months, then removed.
- Requisitions, careers pages and applications
- A pipeline, interviews and scorecards
- Offers signed, then the record and onboarding made
- Unsuccessful applicants removed after 12 months
Analytics and moving in
Headcount and turnover, and a way in from where you are.
Headcount, joiners and leavers, turnover, absence, training compliance, time to hire and pay equity, by site and department. Diversity covers gender, age bands and self-declared disability only, never for groups smaller than five; Agoo never asks about ethnicity, religion or politics. Moving from Zoho People or a spreadsheet, the importer maps your columns, shows a dry run, seals numbers on the way in and brings opening leave balances at the date you switch.
- Headcount, turnover, absence and compliance
- Diversity only where the law allows
- Import from Zoho People or a spreadsheet, with a dry run
And more
Everything in People and HR.
One record
Personal, job, pension and contact details for every person, on every plan.
Numbers sealed
Ghana Card, SSNIT, TIN and pay accounts encrypted, the last four shown.
Seen with a reason
Full numbers for the Owner and HR only, for 60 seconds, every time recorded.
Bank or MoMo
Up to three accounts with shares, changed only after a fresh check.
Departments
Heads, parents and cost centres, made from the names you already use.
Positions
Budgeted posts and vacancies from Growth, one holder at a time.
Job history
Every change from its date, never edited, only added to.
Approved changes
Managers propose, HR approves, and the change applies on its day.
My record
Staff see and correct their own record in Agoo Workspace.
This wasn’t me
A pay account change someone didn’t make is held until HR checks it.
A Finance role
For whoever pays, given only by the Owner, with no access to records.
On the audit trail
Every change and every full number seen, with who and when.
For everyone on your team
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