The employee profile

Select an employee’s name in the employee list, or select Profile from a row’s actions menu, to open their profile. It holds everything about that one person’s employment.

The header

The header shows the employee’s name and photo, an employment status badge, and quick contact details: email, phone, and when the record was created and by whom. From here you can off-board the employee, or re-onboard them if they have already left. See Off-board an employee.

If an off-boarding is scheduled, an amber banner shows the date and remark. If the employee is already off-boarded, a red banner appears with a Re-onboard action.

The tabs

Tab	What it holds
Profile	Personal details, plus the records held for the person: beneficiaries, emergency contacts, dependents, qualifications, children, and guarantors
Employment	Work groups, assigned leaves, and self-service settings
Documents	Uploaded documents
Contract	Contract setup, bank account details, payslips, and payroll flags
Clocking	The numbers that identify the employee on the readers, and the devices that hold them
Timeline	A chronological record of events and changes

Note

Not every tab is shown to every user. Documents, Contract, Clocking, and Timeline each need their own permission.

Profile tab

The Profile tab has its own left-rail menu:

• Employee Details: the same form used to add an employee, pre-filled, so you can update identity, family, and employment details. See Add or edit an employee.
• Beneficiaries: each beneficiary carries a benefit percentage. The allocations must add up to exactly 100%.
• Emergency Contacts, Dependents, Children Details, and Guarantors: add, edit, or remove entries.
• Qualifications: title, institution, dates, and attached documents.

Employment tab

• Work Groups: the groups this employee belongs to, with Since and Until dates. Use Assign Work Group to add memberships, or Remove to end one. See Work groups.
• Assigned Leaves: this employee’s leave allowances for the current year, per leave type: Assigned days (or Unlimited), Utilized, and Outstanding. You can export the list when it has data.
• Self-Service: shown when you have the self-service permission. It controls what this employee can do in Self Service (see Self-service settings):
  • Mobile app check-in: Follow org setting, Allowed, or Blocked. This is the only control that can grant app check-in to someone in an organization that blocks it by default.
  • Away from a site: Follow org setting or Blocked. It can turn remote check-in off for one person, never on. See Remote attendance.
  • Which sites: All sites or Specific sites, with the list of allowed sites when restricted.

Documents tab

Lists the employee’s documents with their name, type, updated date, tags, and file size. Search and filter the list, and preview or download any document from its row. Documents can also be shared with the document share form.

Contract tab

A left-rail menu with four areas.

Contract setup

Lists the employee’s contracts: pay group, contract type, job title, salary type (Fixed Salary, Salary Structure, Attendance, or Run Input), salary, start date, and status. One contract is marked Primary: payroll, reports, and the employee’s job title all read the primary contract.

From here you can Add Contract, preview a contract, open the full contract record, and Set as primary.

Bank account details

The bank, branch, account name, and account number used for payroll payments. Select Edit (or Configure if none exists), enter the details, and save. If older manually entered bank details exist, an informational banner shows them so you can copy them across.

Pay slips

Lists the employee’s payslips per period (pay group, pay period, net pay), with actions to View, Download, Print, or Email each one. See Payslips for how payslips become available.

Note

Viewing payslips requires the payslip permission.

Flag

Payroll flags note special conditions on an employee’s salary. Each flag shows a severity badge (high is red), a comment, an expiry date if set, and whether it is active, deactivated, or expired. You can add, edit, deactivate or reactivate, and delete flags.

Note

Managing payroll flags requires the payroll configuration permission.

Clocking tab

The Clocking tab manages the numbers that identify the employee on the readers, and the devices that hold them:

• Main number: the number written onto the devices. It is the one a reader shows them under, and the only one pushed to hardware.
• Their numbers: every number that resolves to them, grouped by device group. A scan with any of them counts as theirs.
• Devices that can verify them: the readers that hold them, and whether each has a biometric that will let them punch.
• Last scan: the most recent punch.

You can add or remove an employee’s number, set one as their primary number, and enroll the employee on the readers assigned to their group. Their identity is maintained separately in People, so it is recorded only once.

Caution

An employee with no number cannot be matched by a device, and numbers are corrected forward only: past attendance is never rewritten.

See Devices & agents for how device groups and the numbers a device reads work.

Timeline tab

A chronological timeline of the employee’s employment events: onboarding start and completion, employment start, changes to job, contract type, branch, department, or salary, employment end, and any manually added events. Events are grouped by month and show their date, description, attached documents, author, and whether they were system-generated or manual.

You can filter the timeline, and with permission add new events, or edit and delete existing ones from the row menu.