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Employee records

One record per person holds the role, reporting line, credentials, skills and signed documents. Amara AI tracks the dates and flags the gaps. Access follows the role each person holds.

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What it does

Directory and org chart

The team list and the org chart are drawn from the same data, so they do not drift apart.

  • Each profile shows role, start date, status and app access.
  • The org chart is a reports-to tree by location.
  • Every login is tied to one person record. A person can also exist with no login.
  • On a separation date, or when an owner suspends someone, sessions end at once and access stops while the records stay.
  • Locations carry an address, time zone and hours, and managers can be limited to their locations.

Credentials and continuing education

Amara AI tracks expiry dates so a license does not lapse unnoticed.

  • Each credential shows its expiry runway in days, with warnings at 90, 60 and 30 days.
  • CE hours progress shows on the same tracker.
  • Take a photo or upload a PDF of a license, certificate or CPR card. Amara AI reads the holder name, credential type, number and expiry.
  • Extracted fields are suggestions until a person confirms them. The original stays on the person record.
  • Renewal reminders are drafts. They wait for approval before they go to anyone.

Skills and duties

See who can do what, and who verified it. Scores are advisory. They never move, hide, or reject anyone.

  • A skills catalog by role records a level per person, with who verified it and when.
  • The person record shows assigned duties, the SOP for each, the current learning requirement, observed competence and the verifier's decision.
  • Any work restriction set by a verifier shows on the record.
  • Performance judgments and employment decisions stay with authorized people.

Documents and e-signature

Build documents from templates, send them for signature, and keep the signed copy frozen.

  • Document templates fill merge fields from person and practice records.
  • A person signs by typing a full name and ticking consent.
  • The record keeps a signed hash of the exact document version, the signer, the time and the IP address.
  • The untouched original of every upload is stored privately with its hash, uploader, time and page count. It is never edited.
  • Originals open through short-lived signed links. Deleting one is owner only and logged.

Sensitive information and access

Amara AI holds no patient data and has no practice management connection. Personnel files still carry sensitive details, so every upload is checked first.

  • Before anything is stored, uploads are checked for tax and identity forms, Social Security numbers, birth dates, bank and ID numbers. Amara AI checks every upload and helps you block those out before a file is saved. Only an owner can choose to keep a file as is, and it is then locked to owners.
  • Patient information can be blocked out, but a file that shows it can never be kept as is.
  • Five roles, Owner, Manager, Team lead, Employee and Viewer, run on one permission matrix. Pay and bonus records are owner only.
  • A person never sees their own pay, conduct or review record through a manager or lead role.
  • Every sensitive AI call and record access is written to the audit log.

How each score is calculated

Every number shows its weights and its evidence. Scores are advisory. They never move, hide, or reject anyone.

Credential expiry runway
The number of days until each credential expires, with warnings at 90, 60 and 30 days.
CE hours progress
Progress of CE hours for each tracked credential, shown on the credential tracker.
Skill level
A level per person for each skill in the role catalog, recorded with who verified it and the date. Scores are advisory. They never move, hide, or reject anyone.

What waits for you

  • Your callCredential renewal reminders. They are drafts until you approve them.
  • Your callCredential fields read from a photo or PDF. They stay suggestions until a person confirms them.
  • Your callA signature request that Amara AI suggests waits in Approvals. One you assign yourself goes out right away.
  • Your callKeeping a flagged tax or identity file as is. Only an owner can choose it, after ticking an acknowledgment.
  • Your callDeleting an original file. It is owner only and logged.

Who works on it

NextTime, attendance and payroll

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