by Elisha Jabez
Portfolio Case Study
System 03/People & HR Registers

People & HR Register System

Three interconnected compliance registers with verification workflows, operator briefings, and lifecycle checklists. Built in ClickUp for a luxury fashion company.

01
The Problem

No single view of compliance status.

Contracts lived in email. Insurance details were in someone's head. System access was granted but never recorded. When someone left, nothing was revoked systematically.

02
Architecture

Three registers, one system

Register 01
Systems & Subscriptions
Every platform, tool, and subscription the company uses
12 fields: purpose, owner, admin, users, access levels, cost, payment, renewal, cancellation, status
Register 02
Contract Register
Every active contract across the organisation
10 fields: type, counterparty, cost, dates, renewal, notice period, payment, responsible person
Register 03
Social Security & Insurance
Every employee's SS and insurance verification
12 fields: company, SS number, scheme, hours, status, insurance type/provider, policy, cost, compliance
Live System

Systems & Subscriptions register (table view)

Table
Board
System Name Purpose Owner Monthly Cost Renewal Status Verify
ClickUp Project mgmt J. Smith €149 Mar 2027 Active Verified
Uphance Order mgmt A. Manager €89 Jan 2027 Active Verified
Xero Accounting K. Finance €65 Monthly Active In Review
CloudTalk Phone system E. Ops €45 Nov 2026 Active To Complete
03
Verification Workflow

Three-stage verification

To Complete
In Review
Verified
Operator fills in all fields
Submitted for verification
Confirmed correct by admin

Every field must be completed. Missing information gets flagged "TBD" or "Not found" so gaps are visible, not hidden.

Live System

Social Security & Insurance register

Table
Board
Employee SS Number Insurance Provider Monthly Cost Compliance
Maria G. ES-4821-XXXX Occupational + Employee Mapfre €124 Verified
Carlos R. ES-7193-XXXX Occupational + Employee AXA €98 Verified
Lisa T. BE-2847-XXXX Employee only Ethias €76 Issue Found
Pilar M. ES-5512-XXXX Occupational + Employee Zurich €112 Pending
04
Lifecycle Checklists

Onboarding & offboarding

Day 1: Onboarding
Admin, Legal & Systems
Contract signed → SS registered → Insurance activated → All systems access granted → Recorded in all three registers
Immediate: Offboarding
Revoke & Deregister
All system access revoked → SS deregistered → Insurance deactivated → Registers updated → Passwords rotated
Cross-reference
Registers update together
Every lifecycle event triggers updates across all three registers simultaneously via the checklist
Enforcement
No exceptions
40+ checklist items per event. Every item has an owner. Nothing falls through the cracks.
05
Impact

What this achieves

3
Interconnected registers
34
Custom fields across schemas
1
Operator briefing doc
40+
Checklist items per lifecycle event
0
Accesses left open on departure
100%
Compliance visibility per employee

Every employee.
Every system.
Every contract.
One verified truth.