Managing employee profile templates

Utilizing profile templates ensures that your employee records meet your unique needs. Configure and organize the sections of your default template to suit your company’s needs. 

Your default template should be the "master" template, including all sections and fields you want in any employee profile along with their default settings (visibility, historical entries, access and approvals). If some parts are only relevant to specific entities or levels, you can hide them in the default and only show them when you create a custom template.

 

Manage your default template

Start the product demo and click the blinking blue beacon to advance to the next step.

Configure the sections & subsections that will be available in the employee profiles, the fields in each subsection, and their properties.

For example, a section called 'Bio' would include subsections like 'Education', 'Skills', etc. and the 'Skills' subsection would include fields like Skills, Programming languages, etc.

Creating a new section & subsection

1. Navigate to the Profile templates section of your account
2. Under the default profile template, click Add section and add the section name
3. Now click Add subsection - under this, you will create the fields for the employee details you need

Creating a new field 

1. Under a subsection, click Add field
   
   
2. Fill out the field details; you can use the below table as a guide:

Field setting	Description	Example
Field name	Field name describing the information to be filled in. Names should be at most 35 characters long.	Bonus scheme
Field type	The type of data used for the field. E.g. paragraph, number, date, multi-field, etc. See below for a complete list of field types.	Dropdown
Hint	A brief description of what the field is for.	"Add your unique Skype ID"
Default setting for templates	Select if a field should be mandatory, optional, or hidden by default for templates.	Mandatory
Field options	Keep history for this field (*1) Allow multiple entries (*2) Contains sensitive data (*3) - not editable	Yes/No
Field settings	Choose which Workable user types can see, edit or approve the field. For example:  Visible to: HR admins, Managers, Employee (default), Other employees Editable by: HR admins (default), Managers, Employee Approved by: None, HR Admins (default)	Visible to: Employee Editable by: HR Admins Approved by: HR admins
Employee number options	The employee number (ID) is a mandatory field in the default template. Decide how employee numbers should be assigned: Auto-increment (default): A unique number will be generated for each employee by the system. Manual: Every time an employee is added, the HR admin will manually create a unique ID.	Auto-increment
ATS field mapping (for hired candidates imported from the ATS)	Map employee profile fields with ATS fields (including candidate custom fields, offer fields, and requisition fields) so that you don't need to fill them manually.	The offer date employee profile field is mapped with the offer date field when creating the offer in the ATS.

1 When it's enabled, any change that may happen after the profile is published is logged for this field as a history entry. Visible to: employee of this profile, employee's management line and HR admins. 

2 When enabled, users with edit rights on a field can add multiple entries during editing. Only one of the entries can be marked as the primary. Not available for multiple dropdowns and boolean type fields. 

3 For fields that contain sensitive data (e.g. Salary details, etc) that data is encrypted and will be displayed with a visibility toggle in profiles. 

 

Editing sections, subsections & fields

After being added, sections, subsections, and fields can be renamed, edited, and moved via the same page.

Drag and drop sections or fields to change the order in which they appear. Hover over a specific field and click Edit to make changes.

A number of fields will be greyed out and won't be editable; for example the field type and field options. For multiple-choice and dropdown fields, you can also change or disable the available answers.

If a field is in use you will not be able to delete it. You can select to hide the field instead by selecting 'Hidden' under the default setting for templates. 

Field types

Field	Explanation
Boolean (Yes/No)	Provide a yes or no response
Country	A dropdown field with a predefined list of countries
Currency	Select the currency and amount; best for one-off costs, bonuses
Date	Select a date from a calendar menu
Dropdown	Select an answer from a dropdown menu
Email	Provide an email address
File	Provide a file attachment. The maximum file size is 10MB. Supported file types for upload are: .doc, .docx, .gif, .html,.jpeg, .jpg, .odt, .pdf, .png, .ppt, .pptx, .rtf, .tiff, .txt, .xls, .xlsx, .zip
Image	upload an image up to 10MB
Location	Locations will be auto-suggested as you type
Multi-field	Best when you need to track multiple fields at once; e.g. a field capturing "Bank details" will include fields like Bank name, IBAN, etc.
Multiple dropdown	Select one or more dropdown answers
Numeric	Input only numbers
Paragraph	Designed to be answered in the form of a sentence or paragraph. Common uses include: CV summary, requesting links to work samples
Pay rate	Provide the currency, amount and frequency
Percentage	Input a positive or negative percentage
Phone	Provide a phone number and select the country code
Short text	Limited to 128 characters, short answer fields are best suited for cases where multiple-choice options might be too lengthy or where you would like a concise, free response.
Timetable	Select days and hours from a dropdown list; ideal for capturing working hours
Multi-field	This field type will allow you to include any of the above field types as an inner field. Common uses include: Marital status, which may include a file field and a dropdown field.

 

Custom employee profile statuses

The Status field (under the Personal section > Basic subsection) can be edited to add more custom statuses for employee profiles. Add more statuses under 'Answers choices' such as "In sabbatical", "Furloughed", etc. Once you're done click Save template at the bottom of the window to publish your changes.

You can now assign these additional employee statuses once you edit an employee's profile.

 

Field settings (Visible to/ Editable by)

Choose which Workable user types can see, edit, or approve the field. A newly created field will have the below field settings by default:

• Visible to: HR admins, Managers and Employees
• Editable by: HR admins
• Approved by: HR Admins

Update the field settings based on your needs. In this example, we have made this field visible and editable by HR Admins and Employees but not Managers. 

If Managers are ticked, all direct managers and any managers in the same vertical line above the employee will be able to view (and edit if selected) the specific field. 

 

ATS field mapping

When importing a hired candidate as an employee, you can automatically transfer data between their profiles by maping employee profile fields with:

• Candidate custom fields
• Offer fields (both default and custom)
• Requisition fields

The field mapping setting can be found when editing an existing field or creating a new field.

For employee profile default fields, we already hold mapping to candidate profile fields, and this is not editable (it will appear greyed out). 

 

Custom profile templates

Start the product demo and click the blinking blue beacon to advance to the next step.

Custom profile templates can be created on top of the default template to accommodate specific profile needs such as:

• Different levels or employment types
• Different locations/countries may have special needs for fields related to local employment/ taxation etc.

Let's say you hired a new employee who will act as an SVP of Retail Sales. Your executives have different needs for their profile for example you offer a bonus scheme, stock options, a credit card, and so on. In this case, you will configure all these fields in the default template but hide them there by default. 

Then you can create a custom template only relevant to SVPs and individually toggle the fields on as mandatory or optional. 

Adding a custom template

Be sure that all sections and fields you wish to include in your custom template are already in the default template. Once ready: 

1. Click on Add new custom template
2. Add the template title and define the entity, location or site (if applicable)
3. Show or hide sections and fields to suit your needs
4. Save your changes

Managing a custom template

An HR admin can edit or remove a custom profile template by hovering over the template name.

 

FAQs

Where can we add our divisions? 

Add your divisions as answer choices under the default template (Basic > Job > Division field).

 Once added there, you can assign each employee to a division.

Are existing employee profiles updated if I add a new field?

Yes, any new field you add will be added automatically to all existing employee profiles as well.

What are the default encrypted/sensitive fields?

The setting for sensitive data is determined by the system and it's not possible to toggle this on/off (will appear greyed out). The default encrypted fields are the below:

• Allergies
• Salary details
• Bonus details
• Stock options
• Bank details
• Social security number
• National identification number
• Social insurance number
• Tax identification number
• Passport details
• Visa details
• License details

How can I edit the employee ID numbers?

The employee number (ID) is a mandatory field in the default template (under Personal > Basic). 

There are two options for the employee ID field - automated and manual. With the automated option, the system generates the number; however, if you already have an established ID, you can use the manual option.

How can I add a section to a custom template?

The section needs to first be added to your default template. Once the section is added to the default template, use the “Edit” button to adjust the section to be “Hidden” in the default template. You can now configure your custom template for the section to be “Mandatory” or “Optional.”