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 used as 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
- Creating a new section & subsection
- Creating a new field
- Editing sections, subsections & fields
- Custom employee profile statuses
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
- Navigate to the Profile templates section of your account
- Under the default profile template, click Add section and add the section name
- Now click Add subsection - under this, you will create the fields for the employee details you need
Creating a new field
- Under a subsection, click Add field
- 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 |
Yes/No |
|
| Field settings |
Choose which Workable user types should be able to see, edit or approve the field. For example:
|
|
| Employee number options |
The employee number (ID) is a mandatory field in the default template. Decide how employee numbers should be assigned:
|
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 it's 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.
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 types
- 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: these fields are 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 profile templates
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:
- Click on Add new custom template
- Add the template title and define the entity, location or site (if applicable)
- Show or hide sections and fields to suit your needs
- Save your changes
Managing a custom template
An HR admin can edit or remove a custom profile template by hovering over the template name.
Notes:
1. Sections, subsections, and fields can only be edited in the default template.
2. Custom templates that are used for employees cannot be removed.
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 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