For more information on finding employees, see Find an employee in HR.
Editing an Employee Profile
Each employee has a profile which contains all the HR data about the employee. You can also select Employee admin to change their settings, roles etc.
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Above the user’s name and profile picture, a series of tabs let you record information about the user. When you select a tab, further tabs will appear in the area below. All these tabs will have the following sub-tabs:
Within the Audit tab, you can view all the changes that have been made to the employee’s record. It is read only.
Within the Records tab, you can view, create, or upload additional information about the employee. See Create an employee record from a template.
An employee’s manager is set automatically, depending on which team / division they are in. To change a user’s division or team, you must switch to Employee Admin, then use the Options menu. See the Guide for HR Managers and Admins.
To change which fields are available in an employee’s profile, see Set up categories and fields.
Personal tab
Within the Personal details tab, you will find:
Personal details including names, addresses, contact numbers, and an “About me” bio.
Additional information including gender, pronouns, nationality, NI number, ethnicity and languages.
Medical history
Within the Contacts tab, you can access information about dependents, next-of-kin, and emergency contacts.
Within the Bank details / Payment details tab, select whether the user is to be paid by cash, cheque, or by entering their banking details (sort code and account number).
If your organisation is configured for it, you can also set up international payments by filling in all the relevant fields, which will vary depending on the country and bank. However, the IBAN, Bank country, Bank name, and Transfer charges fields are all mandatory.
Note: If you would your organisation to be able pay employees with international bank accounts, speak to support or your payroll team.
Employment tab
Within the Work details tab, you can edit the user’s employee number, type, job title, start / end dates, work location, and other work contact details. Editing some of this information will take you to the Employee admin section.
The Salary tab lets you manage an employee’s salary, allowance, rates, and pay grades.
The Job History tab lets you record the dates, job titles and location of any previous employers.
The Right to Work tab lets you add and validate right to work documentation. You can record its expiry date, add comments, and add other identification information.
The Benefits tab lets you record any additional benefits relating to the employee, such as cycle to work schemes, childcare vouchers, or health insurance. For each benefit, you must select a benefit type, effective from date, and select whether or not it is active.
The Discipline tab lets you record any disciplinary or grievance information.