Employee profiles

Every person has one record. It holds their personal details and their employment details.

Open a profile#

On the webIn the app

Everyone opens their own record with My Profile at the bottom of the sidebar. Admins and managers open Employees and select View Profile on a person.

A profile has up to four tabs:

• Personal: the cards Personal details, Contact and Bank Details. Admins also see Device Registration, and so does a manager for an employee who shares a location with them.
• Employment: Work details, Work locations and Pay details. The tab is listed while Payroll is on.
• Availability: listed while Availability is on.
• Notifications: on your own profile only.

Who sees what#

• Admins see and change every profile.
• Managers see the whole company in the Employees list. For a person who shares a location with them, a manager sees the name, email, phone, role, status, employment type, start date, the last four characters of the social security number and the work permit document. Date of birth, address, emergency contact and bank details are never shown to a manager, so those fields look empty. As a manager, leave those empty-looking fields alone: they may hold a value you are not shown, and what you type there replaces it. For anyone else, a manager sees what any coworker sees.
• Employees edit only their own personal profile.

A manager can edit the personal profile of an employee who shares a location with them, and their own. A manager cannot edit an admin's or another manager's profile. Allow managers to see data beyond their own location widens what a manager can read, not which profiles they can edit.

Employment details (role, status, start date, pay) are changed by admins only. An employee who opens their own Employment tab reads Pay details are restricted to admins and managers. in the pay card.

Edit personal details on the web#

1. 1

   Open the Personal tab and select Edit

   Edit opens Edit Personal Profile.

2. 2

   Change the fields

   A first name is required. The last name may stay blank. When a Social Security Number is on file, leave its field empty to keep it, or type a new number to replace it.

3. 3

   Save

   Save Changes stores every field in the dialog.

To change a photo, select the camera on the person's picture. With Restrict profile pictures to managers on, employees cannot change their own photo. Managers and admins always can.

What employees can change themselves#

An employee can always change their own name and date of birth. For the rest, an admin opens Settings, People. The card Self-service editing has one switch for each of seven groups.

• On: the employee can change the group freely.
• Off: the employee can fill in a field of the group while it is empty. Once it holds a value, only a manager or admin can change it.
• The work permit or ID document has no switch. An employee can upload it while none is on file. After that, an admin replaces or removes it, or a manager for an employee who shares a location with them.
• The switches apply to employees only. Managers and admins can change every field of their own personal profile.

On the web, a locked phone, address, emergency contact or bank field is greyed with the note Managed by your administrator. If a change to another locked field is gone after you save, that field is locked too: ask your admin. To fill in an empty locked phone number, address or emergency contact yourself, use the phone app. Empty bank details are the exception: the web greys them while the group is off and the app has no bank fields, so ask your admin to enter them, or to switch Bank details on.

Required fields and names#

On the same settings page, Required profile fields decides which details people must fill in. Until an admin saves a choice, phone number and date of birth are required. A first name is always required. A banner on the web dashboard lists what a person is still missing.

Display preferred names, in the card Profile details, shows a person's preferred name in place of their first name on screens and in notifications.

Incomplete employment details#

A person needs a work location to clock in. With Payroll on, they also need an employment type and a pay group. While one is missing, admins and managers see a notice on the profile. Only an admin can fill these in: admins get the link Complete setup.

When a person leaves, see When someone leaves. For the phone tied to a person, see One phone per person: device binding. For who can do what across the app, see Roles and permissions.