Personal details on an employee profile

Use this to change an employee's name, address, mobile, birth date, government ID numbers such as TIN or SSS, bank account, emergency contact or dependents, as an HR administrator or manager. It explains which of these details feed payroll, contributions and leave, and why some edits save at once while others go for approval. For an employee changing their own details, see Your employee profile.

Where: the employee's profile › Personal

You need:

• The Personal right to see and edit name, contact, address, emergency contact, dependents, education, past employers and notes
• The IDs and Banking right for the Identification & Registrations and Banking cards

How to edit someone's personal details

1. Open the employee's profile on the Personal tab.
2. On the right, select Edit Data.
3. Change the fields you need. Use Add Dependent, Add Education or Add Employment for a new row, and the delete icon at the end of a row to remove it.
4. On the right, select Submit to save at once.
5. If the button says Request instead, you have read but not edit rights, or this is your own profile. In Profile Data Request, check What is changing, add a reason under Requestor comments, attach proof with Add Document if you have it, and select Submit.

Cancel throws away everything you changed since Edit Data.

How to change a tablet check-in code

1. On the Personal tab, under Private Info, select the Tablet Checkin Code.
2. Enter the new code. Its length is set for your whole company, and a code that is the wrong length is refused.
3. Select Submit. Leave it blank to remove the code.

This saves at once, with no request. You need edit rights on Attendance to change someone else's code. Employees can change their own.

How to delete an employee

1. At the bottom of the Personal tab, next to "Do you want to delete this employee?", select Yes.
2. Select OK to confirm.

⚠️ Deleting removes the profile and its records for good. For someone who has left, use Offboarding an employee instead, which keeps their history and final pay. You need the Delete Employee right, and you cannot delete yourself.

How to fill in a Personal Data Sheet (Philippines)

Companies with the Philippine civil service feature have a PDS button on the right of the Personal tab.

1. Select PDS. The Personal Data Sheet (PDS) opens.
2. Work through the sections, from Personal info to Questions, selecting Save & Next on each.
3. On the last section, select Save, then PRINT to download the PDF.

The PDS is kept separately from the profile fields. Editing it does not change the Personal tab, and the other way round.

What each card holds

General Info

Private Info

Your company's own custom fields for this card appear underneath. Country fields such as Religion or Birth Place are added here for you. See Custom fields.

Identification & Registrations

This card is made of your country's ID fields plus your own custom fields. For example, the Philippines has TIN, SSS Number, HDMF Number, PhilHealth Number and the solo-parent fields. Malaysia has EPF Number, SOCSO Number and SOCSO Category. Indonesia has NPWP and the BPJS numbers. Contributions, tax and statutory reports are filed against these numbers, so a blank or wrong one is a filing error.

Banking

Emergency Contact: Name, Surname, Relationship and Phone Number, plus any custom fields.

Dependents: one row per family member, with Name, ID Number, Relationship, Birth Date, Birth Place, Blood type and Marital Status. Kept for your records and exports.

Education & Training: Name of School/University, Field and Obtainment Date, plus any education custom fields.

Employment History: earlier employers, with Employer Name, Position, Date Range, Last Salary and Leave Reason. This is the history before your company. Job changes inside your company are on the Lifecycle tab.

Notes: free text about the employee. The employee can see this on their own profile, so keep anything confidential out of it.

What Happens Next

• Submit saves at once and records the change on the Audit tab against your name.
• A Request goes to the employee's My team approvers. Until it is approved the profile shows the old values. An attached document is saved to their Documents as private once approved.
• If you are one of their approvers, your request is approved at once.
• New bank, tax or ID details reach payroll the next time a payslip is calculated. A payslip already calculated keeps the old details until it is recalculated.

Tips

• Ask for proof on bank and ID changes. A changed account number with no evidence is the classic payroll fraud.
• Check ID numbers against the government card, not a form the employee filled in. A transposed SSS or TIN number fails quietly in a monthly filing.
• Fill in birth date and gender for everyone before you rely on birthday or gender-specific leave.
• Use the Missing Data report to find employees with blank fields. See Missing Data report.
• Correct many people at once with Bulk-editing employees with Profile Manager or an import, not one profile at a time.

Troubleshooting / FAQ

Q: I cannot see the Identification & Registrations or Banking cards. You need the IDs and Banking right for this employee.

Q: The cards are there but greyed out. You can read IDs and banking but not edit them.

Q: It says "You have not requested any change!" Nothing differs from what is saved. Change a field first.

Q: The form says a data request is already pending. Someone, often the employee, has a request waiting. Your change is a new request. Check the approvers listed in the message.

Q: Their payslip still has the old bank account. The payslip was calculated before the change. Recalculate it. See Employee payroll settings.

Q: I cannot delete an employee. You need the Delete Employee right, and you cannot delete your own profile.

Related articles

• The employee profile: tabs, header and actions
• Your employee profile
• Custom fields
• Missing Data report
• Employee payroll settings
• Offboarding an employee