Adding and managing employee profiles

The employee profile is the source of truth for an employee’s information – from their personal details to their job and compensation information. To get started navigate to the Company tab of the main menu. All your employees will be visible under the People Directory list in alphabetical order based on their last names.

You can find employees by using the search bar at the top. The search bar will enable you to search by first/last name or email address. You can filter the directory further by employee status, department, or division.

Clicking an employee's direct reports will show you a listing of employees who report to them.

To view or edit an employee profile click on their name. Before any edits or additions make sure you configured your default or custom profile templates under the Profile templates tab. 

 

Lifecycle of an employee profile

The three default statuses of an employee profile in a company are Draft, Active, and Inactive. 

• A newly created profile starts as a Draft until all mandatory fields are completed and the profile is published. It's only possible to onboard employee profiles that are in draft status.
• When all mandatory fields are completed the profile can be published. This action will make the employee profile Active and available to all employees in the People Directory. Active employees can be offboarded. 
• When an active employee is offboarded the profile status will become Inactive. The offboard action is not reversible. Inactive profiles are read-only with no ability to edit information and are only visible to their line manager and HR Admin.

🔎 Active employee profiles can be assigned with a custom status (e.g. "In sabbatical", "Furloughed")  that is created by HR admins under the Profile templates tab. 

 

Creating an employee profile

When adding a new employee, you have three options: 

Add manually:

• In the People Directory click Add employee > Add manually on the upper right
• Fill in the record info you possess and select the profile template you wish to use.
• Once ready, click Save as draft and exit. After saving it as a draft, the employee profile is ready for onboarding. 

Import hired candidates:

• In the People Directory click Add employee > Import hired candidates on the upper right.
• Select a hired candidate to import. Note: Hired candidates pending to be imported will be those that have been hired up to 2 weeks prior to the activation of the onboard & manage features.
• Select the profile template. The system will retrieve all the related information from the hired candidate and will fill them in to reduce manual data entry. 
• Once ready, click Save as draft and exit. After saving it as a draft, the employee profile is ready for onboarding. 

Import from CSV:

• In the People Directory click Add employee > Import from CSV on the upper right.
• A full-page modal will open from where you can import employee data through a four-step wizard. The profiles will be imported as draft. You can see a detailed guide for each step here. 

 

Actions available for employee profiles

Depending on the employee profile status, different actions will appear under the related menu.

Onboard 

This action will be available only:

• For draft employees who have not yet been onboarded and whose start date is after two days or later from today’s date.
• To HR Admins.

 

Edit profile

While viewing an employee profile click Edit profile under the Actions menu on the right.

Each profile section contains some predefined fields that can work as a default template for your basic needs. You can edit the default template or even create custom templates by navigating to the Profile templates section of your account. The default sections include: 

• Personal tab: Personal information such as the preferred name, marital status, and so on
• Job tab: Employment info like job title, hire date, employment status, and other specific job details
• Compensation & benefits tab: Compensation info and bank details
• Legal documents tab: Passport/visa documents, citizenship info and more
• Experience tab: Education, work experience, languages, resume, etc. 
• Emergency tab: Emergency contact details
• Files tab: E-signature documents related to the specific employee

Make all changes you need in any of the sections and once ready click Save on the upper right. For active employees make sure you have filled in all mandatory fields. 

 

Change profile template

HR admins can change the profile template that is assigned to an employee profile anytime. Just click 'Change profile template' under the Actions menu.

The template change happens immediately for every profile. During the next profile edit, if any mandatory fields are not filled in, they must be updated in order to save the changes.

 

Profile fields history

The employee profile may include fields that need to have a “change log” for audit reasons. These fields are configured in the default template to keep history for every change that happens.

The clock icon next to a field indicates that it has more than one history entry. Users with view rights on this field can click on it and see the past values in a modal. 

HR admins can temporarily turn off field history (for minor updates) in the profile edit form, as shown below. 

 

Profile change requests

As an HR admin, you will be notified with an Inbox item and an email notification that there is an approval pending on an employee's profile. You can either approve/reject all pending updates or click the individual update and take action from the widget bar on the right. 

You can also approve or reject updates directly in the employee profile. A list of pending updates will appear on the right side of the profile. 

 

FAQs

Can we import old hired candidates?

Hired candidates pending to be imported will be those that have been hired up to 2 weeks prior to the activation of the onboard & manage features. Older hired candidates can be imported manually or via a csv file.

 

What would be the steps for uploading past/former employees?

Follow these steps to upload former employees who are no longer with your company:

1. Create a basic custom profile template for past employees (any fields you don’t need or you don't have answers to can be set as optional or hidden)
2. Upload the former employees via a CSV file selecting the new custom profile template you created for this use.
3. Uploaded profiles will be set as draft by default so you will need to manually publish and then off-boarded each one of them so that the profiles are inactive.