Managing employee records just got a whole lot simpler for K-12 HR administrators.
Red Rover Records, our newest human capital management (HCM) solution, was built to finally, fully replace the spreadsheets, paper forms, and disconnected systems that have made HR work harder than it needs to be.
Now available within Red Rover’s K–12 HCM platform, Records connects employee data management with absence management, time tracking, hiring, and professional development in one system.
Managing employee data in K-12 districts is no small feat. HR teams navigate complex compliance regulations, maintain licensure, handle paperwork, and oversee onboarding and offboarding, often across disconnected systems. Our Records solution addresses those challenges head-on with an automated, integrated approach that reduces administrative overhead and supports regulatory requirements, so districts can stay focused on their educational mission.
"What excites me most about Records is the impact it's going to have on the day-to-day for K-12 HR administrators. When teams aren't buried in paperwork and disconnected systems, that time can go toward work that actually moves the needle for their districts," said Red Rover Vice President of Product, Dave Perini.
At the core of Records is a single, unified employee record that stores contact information, personal data, employment details, EEO fields, and any custom fields your district creates. Certifications, submitted forms, and documents all live directly on each employee's record, so HR administrators can access what they need without hunting across systems.
Sensitive data is handled with care. Fields like Social Security numbers, dates of birth, and EEO information are only visible to administrators with the right permissions. Users without personal data access won't see those fields, including within reports.
Each employee record also includes a dedicated Documents tab where files can be uploaded and organized by category, including Certifications, Contracts, Evaluations, Medical, and Payroll. When employees submit forms, those submissions automatically route to the correct document category, keeping everything tidy without any extra steps.
One of the most practical aspects of Records is the form builder. Districts can create custom forms with a variety of field types, from text and dropdowns to file uploads and digital signatures, and attach multi-step workflows with notification and approval actions. Forms can also be designated as self-service, allowing employees to initiate them on their own.
Custom fields extend beyond forms, too. Districts can create custom fields for employee records, positions, and job postings, and those fields are available for reporting and importing. If your district tracks data that doesn't fit a standard template, Records gives you the flexibility to build around it.
"By using Red Rover Records, we've eliminated paper forms, Google Forms, and JotForms by centralizing everything into one streamlined system," said Craig Waldvogel, Director of Operations at Albany Area Schools - ISD 745. "Even processes like Type III vehicle DOT health cards are now fully digital, saving us a significant amount of time and creating greater efficiency for district team members."
Records wasn't built to stand alone. Onboarding checklists are shared with Hiring, and licenses and certifications are shared with Professional Development Management. Departments, custom fields, and employee data flow across all Red Rover products, so information entered once is available everywhere it's needed. No duplicate entry, no fragmented experience.
The launch of Records is the beginning, not the finish line. Red Rover will continue rolling out new capabilities based on customer feedback, advanced workflow logic, analytics for data-driven decision-making, enhanced compliance tracking, and employee self-service features that give employees more ownership over their own records.
"We believe every K-12 district should be able to foster an exceptional learning environment for all students without being held back by inefficient HR and business operations processes," said Dani O'Shaughnessy, Co-founder and CEO of Red Rover. "By continuously enhancing our K-12 HCM platform, we're empowering districts to create seamless connections between HR teams, administrators, and teachers."
Ready to see Records in action? Learn more about Red Rover Records here.