---
title: How to Manage Employee Profiles
description: Employee profiles store all key information about each team member. This guide covers how to view and edit profile details across the Basic Details, Operations, User Access, and additional tabs when your company and permissions allow them.
---

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# How to Manage Employee Profiles

## Employee profiles store all key information about each team member. This guide covers how to view and edit profile details across the Basic Details, Operations, User Access, and additional tabs when your company and permissions allow them.

**Who Can Access Employee Profiles**

- The **Employees** page is available to administrators only — not to standard employees.
- When **Feature Access** is enabled, each profile tab has its own permission. Users only see tabs they are allowed to access.
- **Leave Balances** is always available as a tab even when other HR tabs are restricted.
- If a user has no access to any HR tab, they see a message asking them to contact their administrator.

---

**Navigating to an Employee Profile**

- Go to **Employees** from the main menu.
- Select an employee from the list on the left.
- The list is sorted by **First Name** (A–Z) by default. Click the **First Name** or **Last Name** column header to change the sort order — your preference is saved automatically.
- The profile opens on the **Profile Details** tab by default.
- Use the **Active / Archived** toggle at the bottom of the employee list to switch between active and archived employees.

---

**Profile Header**

Every employee profile shows a header above the tabs with the employee's name and action buttons.

- **Profile photo** — click the avatar to upload a picture. This saves immediately.
- **Save Changes** — top right. Saves edits from **Profile Details** and **User Access** in one action. Only shown for active employees. Disabled until you have unsaved, valid changes.
- **Archive** — available for active employees. Company Admins cannot be archived. Opens a confirmation dialog that asks for a termination date.
- **Unarchive** — shown instead of Archive for archived employees.

Archived employees display a yellow banner below the tabs: *This employee is archived. All fields are read-only.*

---

**Profile Tabs**

Tabs appear as pill-style buttons. Additional tabs appear when your company has the relevant features and your role has permission:

- **Profile Details** — personal info, contact, employment, attendance, and payroll (default tab).
- **Competencies** — competency items and expiry tracking (when competencies are enabled). May show warning or expired counts on the tab.
- **Lifecycle** — onboarding and offboarding tasks (when HR onboarding and employee property configuration are enabled).
- **Performance Notes** — record and track performance observations about the employee (when Performance Management is enabled). Admin-only — employees cannot see notes about themselves.
- **User Access** — admin access, PIN, permissions, and notification scope.
- **Documents** — employee document folder (when document management is enabled).
- **Leave Balances** — read-only leave balance summary.

---

**Profile Details Tab**

The **Profile Details** tab displays employee information in collapsible panels. You can choose how these panels are displayed using the **view toggle** in the tab header.

### **Switching Between Accordion View and Open View**

A toggle button appears beside the **Profile Details** tab label with two options:

- **Accordion View** (list icon) — panels are collapsed by default. Click a panel header to expand it. Only one panel can be open at a time. Fields inside each panel are arranged in a two-column layout on wider screens.
- **Open View** (grid icon) — all panels are expanded simultaneously in a multi-column waterfall layout. Panel headers become visible labels but are not clickable. The number of columns adjusts automatically based on your screen width (up to three columns on wide displays).

Your chosen view is remembered by your browser and persists across sessions and employees.

### **Basic**

- **Employee Number** — auto-generated, read-only.
- **PIN Number** — shown read-only here. To change the PIN, use **User Access → General**.
- **Title**, **First Name**, **Middle Name**, **Last Name**, **Preferred Name** — edit as needed.
- If your company uses biometric scanners, changes to **First Name** or **Last Name** automatically sync to the biometric device profile.

### **Demographics**

- **Gender** — select from the dropdown.
- **Ethnicity** — free text, or multi-select when your company has ethnicities enabled.
- **Date of Birth** — pick a date using the calendar icon.
- **Age** — automatically calculated from Date of Birth. Read-only, updates whenever Date of Birth changes.
- **Share "Birthday" with team** — toggle this on to include the employee in the team birthday widget on the Realtime Overview. Toggle off to exclude them. Does not hide Date of Birth from authorised HR users.

### **Contact**

- **Email**, **Mobile** — edit as needed.
- **Home Address** — start typing to search for an address. Select a result from the suggestions, and the individual fields (street, city, state, post code, country) are filled in automatically. You can also edit each field manually.
- **Postal Address** — works the same way as Home Address but is stored independently. Use this when the employee's mailing address differs from their home.

### **Emergency Contact**

- **Emergency Contact 1** — Full Name, Relationship, Email, Phone Number, and Address.
- **Emergency Contact 2** — a second emergency contact with the same fields as Emergency Contact 1. Optional — leave blank if not needed.

### **Employment**

- **Employment Country** — for multi-national companies.
- **Job Title** — the employee's role title.
- **Occupation** — occupation classification.
- **Roles** — assign company roles (when company roles are enabled). Hidden when the company roles feature is turned off.
- **Reports to** — select from your company's configured job titles. Shows as "Job Title — Employee Name." You can select multiple reporting lines; the first one is used in reports.
- **Work Start Date** — the date the employee started work.
- **Tenure** — automatically calculated from Work Start Date. Capped at Work End Date when set. Can be displayed in days or years. Read-only.
- **Work End Date** — the employee's planned or actual end date. This activates offboarding and post-termination lifecycle phases.
- **Standard Days per Week** — the employee's standard working days.
- **Standard Hours per Week** — the employee's contracted weekly hours, linked to roster required hours.
- **Payroll Region** — select the employee's payroll region.
- **CV** — upload the employee's curriculum vitae or resume. Click the upload button to attach a file. Once uploaded, click the file name to preview it in a new tab. Use the **download** icon to save a copy or the **delete** icon to remove it.
- **Cover Letter** — upload the employee's cover letter. Works the same as the CV field — upload, preview, download, or delete.
- **Employee Documents** — attach up to **10** supporting recruitment documents (e.g. references, certifications, ID copies). Click **Add File** to upload additional files. Each file can be previewed, downloaded, or deleted individually. The **Add File** button disappears once the limit is reached.

### **Attendance**

- **Shift Pattern** — required. Select the employee's shift pattern.
- **Timezone** — select the employee's working timezone.
- **Roster Hourly Rate** — the hourly rate used for roster cost calculations. Only visible with Financial Details Visibility permission.
- **Charge Out Rate** — only visible with Financial Details Visibility permission.
- **Default Job Layer 1**, **Default Job Layer 2**, **Default Job Layer 3** — when your company uses job layers, set default values. Each dropdown only shows job items that the employee's assigned user groups have access to.

### **Payroll**

The Payroll section consolidates all pay, tax, and bank details. Most fields in this section are sensitive and may be hidden or masked based on your permissions.

- **Payroll Code** — employee's payroll identifier.
- **Custom ID** — when custom employee ID is enabled.
- **Include in Payroll Reports** — toggle on to include in payroll reports.
- **Employment Agreement** — the employee's award or agreement (where applicable).
- **Employment Type** / **Contract Type** — label varies by your company's setup.
- **Pay Rate Option** and **Pay Rate** / **Base Pay Rate** — the employee's primary pay rate.
- **Configure Pay Rates by Company Role** — when role-based rates are enabled.
- **Auto Allowances** — automatic allowance rules.
- **Sick Leave Stand Down** — stand-down value and unit.
- **Time in Lieu Initial Balance** — starting TIL balance.

#### **Bank Accounts**

You can add up to **3 bank accounts** per employee, each with a **Payment Weighting (%)** that determines how pay is split across accounts.

- Each account includes **Account Name** and **Account Number**. Australian employees also enter a **BSB** (auto-formatted as XXX-XXX). New Zealand account numbers auto-format as XX-XXXX-XXXXXXX-XX.
- Click **Add another bank account** to add a second or third account. Click **Remove** on any account card to delete it (only available when you have more than one account).
- **Account 1** defaults to **100%** weighting. New accounts start at **0%** — adjust weightings so they total exactly **100%**. A running **Total** is shown below the accounts.
- Removing an account automatically resets Account 1 to **100%**.
- Users without full sensitive-property edit permissions see a read-only view of bank details and cannot add or remove accounts.

#### **KiwiSaver / Superannuation**

Country-specific retirement savings fields appear based on the employee's employment country.

- **New Zealand** — KiwiSaver status, effective date, and contribution rates.
- **Australia** — Superannuation fund type (APRA or SMSF), fund name, member number, and USI or Fund ABN.

#### **Tax**

- **New Zealand** — IRD number, tax code, IR330 status, tailored tax rate, student loan, and child support deductions.
- **Australia** — TFN, employment basis, residency, tax-free threshold, and optional offset and loan flags.

Sensitive fields (bank details, IRD/TFN, member numbers) are access-controlled. Only users with sensitive-property permissions can view or edit these values.

When your company uses **employee property configuration**, the Profile Details panels may be replaced by configurable property groups from the employee's assigned roles and profile templates. Employee Number and PIN remain system-managed.

---

**User Access Tab**

Click the **User Access** tab to manage admin access, PIN, permissions, and notification settings. Three collapsible panels: **General**, **Notifications**, and **Permissions**.

### **General**

- **User Groups** — assign to one or more user groups (your company may call these Departments).
- **Email** — shown read-only here for reference. To edit the email, go to **Profile Details → Contact**.
- **PIN Number** — editable here (4 digits, cannot start with 0).
- **Send Mobile App Download Link** — sends a download link when relevant mobile features are enabled.
- **Admin Access** — grant or revoke admin access. Company Admin access cannot be turned off from this screen.
- **Password Reset** — **New Password** and **Confirm Password** fields appear when Admin Access is enabled. Minimum 10 characters with upper, lower, and number required.

When **Admin Access** is turned on, additional sections appear:

- **Approve Leave** — when your company uses leave approval.
- **User Groups Permissions** — choose which user groups this admin can manage.

### **Notifications**

- **Employee Prompts** — shift reminder notifications to the employee.
- **Leave Application Emails** — email notifications for leave updates. Enabled by default.
- **Block Out / Availability Emails** — email notifications for blockout or availability changes. Enabled by default.
- **Manager Prompt** — shift reminder notifications to this employee's manager.
- **Filter notifications by notification user groups** — when enabled, limits which groups trigger notifications for this admin.
- **Direct Reporting Lines** — when enabled (Company Admin only), this admin only receives notifications for direct reports.

### **Permissions**

Control what this employee can do in the web and mobile apps. Visible toggles depend on company features:

- **Allow Web App Clock in/out**, **Allow Mobile App Clock in/out**, **Allow Mobile App Timesheet Access**
- **Require Photo Capture**
- **Allow Leave Applications**, **Allow Blockout Entry**, **Allow Public Holidays**
- **Add Timesheets**, **Edit Timesheets**, **Remove Timesheets**
- **Edit Shift (In Attendance)** — only visible if enabled at company level.

**Biometric Scanners** (when configured):

- **Biometric Scanner Permission**, **Biometric Scanner Group**, **Biometric Scanner Card No**.
- **Sync** button — appears next to the card number field when biometric scanner sync is enabled. Click to pull the card number from the biometric device automatically (see [How to Configure Employee Biometric Scanner Settings](https://jointimecloud.atlassian.net/wiki/spaces/Engineerin/pages/1076920381)).

---

**Other Tabs (Summary)**

### **Documents**

- View, upload, download, rename, delete, and move employee files.
- File actions save immediately — no **Save Changes** button on this tab.
- When HR onboarding is enabled, an **Employment** folder appears automatically with three sub-folders: 
    - **CVs** — contains CVs uploaded via the employee's profile.
    - **Cover Letters** — contains cover letters uploaded via the employee's profile.
    - **Employee Documents** — contains additional recruitment documents uploaded via the employee's profile.
- Files inside the Employment folder are **read-only** from the Documents tab. To add or remove these files, use the fields on the **Profile Details → Employment** panel.

### **Competencies**

- Search, filter, view, add, edit, and archive competency items with issue/expiry dates and status.
- Tab may show counts for warnings and expired items.
- Click any row to **Edit** the record directly. Use the **archive icon** to archive a record, or turn on the **Show archived** toggle to reveal archived records and **unarchive** them.
- The **Files** column shows attached documents — click to preview and download.

### **Lifecycle**

The **Lifecycle** tab shows this employee's onboarding and offboarding timeline — organised into expandable phase panels (Preboarding, Onboarding, Offboarding, Post-termination). Each phase becomes active when the relevant date is set.

#### **What you can do**

- **View tasks** — each phase lists tasks with a status icon, due date, and assignees.
- **Complete admin tasks** — tick the **Complete** checkbox to mark an admin task as done.
- **Send or resend the preboarding package** — click **Send Package** to email the employee their preboarding link.
- **Upload or download an employment contract** — use the header buttons when contract handling is configured.

#### **Adding a custom task**

- At the bottom of any active phase panel, click the **+ \[Phase\] Task** button.
- Enter the task name, description, type, due date offset, warning threshold, assignees, forms, and attachments.
- Click **Save** — the task appears with a **Custom** badge.

#### **Removing and restoring tasks**

- Hover over a task row and click the **delete** icon to remove it from this employee only.
- Hover over a greyed-out (removed) task and click the **restore** icon to bring it back.

### **Performance Notes**

The **Performance Notes** tab lets admins record, edit, and comment on performance observations for the employee. Notes are visible only to administrators — employees cannot see them.

- Click **New Entry** to create a note with a title and body.
- Expand a note card to read the full content and view the comment thread.
- Use the **three-dot menu** (⋮) to edit or delete a note.
- Search notes by title using the search field at the top.
- Sub-Admins can only edit or delete notes they created; Company Admins can manage any note.

For full details, see [How to Use Performance Notes](https://jointimecloud.atlassian.net/wiki/spaces/Engineerin/pages/1212809230).

### **Leave Balances**

- Read-only table of leave types, payroll linkage, balance, and unit.

---

**Saving Changes**

- After editing fields on **Profile Details** or **User Access**, click **Save Changes** in the profile header (top right).
- One save action applies all pending changes across those tabs.
- Changing certain fields (for example, Shift Pattern, User Groups, Pay Rate) may prompt for a **change date** before saving.
- Profile photo uploads and document file actions save immediately and separately.
- If you switch tabs or leave the profile with unsaved changes, a dialog offers **Save changes**, **Discard changes**, or **Cancel**.
- Archived employees cannot be edited — **Save Changes** is not shown.

---

**Tips**

- Use the **view toggle** beside the Profile Details tab label to switch between Accordion View (compact, one section at a time) and Open View (all sections visible in a grid).
- Your view preference is saved automatically and persists across sessions.
- Use the **Active / Archived** toggle at the bottom of the employee list to switch between active and archived employees.
- The employee list sort preference is saved automatically and persists across sessions.
- Companies using **employee property configuration** may show different Profile Details panels based on the employee's assigned roles and profile templates.
- If biometric sync is enabled, name changes push to the scanner automatically.
- Default Job Layer dropdowns respect user group permissions — if an employee's groups change, revisit the Attendance section to ensure default jobs are still valid.
- Custom lifecycle tasks are per-employee — they won't appear on other employees' timelines.
- Recruitment document fields (**CV**, **Cover Letter**, **Employee Documents**) save immediately when uploaded — they do not require clicking **Save Changes**.

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