How to Manage Employee Profiles

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 (for example, HR General Screen, HR Operations Screen, HR User Access Screen). 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 Employee Profiles via the HR mdoule from the main menu.
Select an employee from the list on the left.
The profile opens on the Basic Details tab by default.
Use the Active / Archived toggle at the bottom of the employee list to switch between active and archived employees.
The add button at the bottom of the list may read Add Employee or Add Users (for bulk spreadsheet import), depending on your company setup.

Profile Header

Every employee profile shows a header above the tabs with the employee's name, optional summary fields (Payroll Code, Employee ID), and action buttons.

Profile photo — click the avatar to upload a picture. This saves immediately and does not require Save Changes.
Save Changes — top right of the header. Saves edits from Basic Details, Operations, 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. Save Changes is hidden; only Unarchive remains in the header.

Profile Tabs

Tabs appear as pill-style buttons. Only one tab is shown at a time. Additional tabs appear when your company has the relevant features and your role has permission:

Basic Details — personal and contact information (default tab).
Operations — attendance, job tracking, reports, and payroll settings.
User Access — admin access, PIN, permissions, and notification scope.
Documents — employee document folder (when document management is enabled).
Compliance — compliance items and expiry tracking (when compliance is enabled). May show warning or expired counts on the tab.
Lifecycle — onboarding and offboarding tasks (when HR onboarding and employee property configuration are enabled).
Leave Balances — read-only leave balance summary.

Basic Details Tab

The Basic Details tab contains collapsible panels. Only one panel can be expanded at a time within this tab.

Basic Panel

Employee Number — auto-generated, read-only.
PIN Number — shown read-only here. To change the PIN, use User Access → General.
First Name, Middle Name, Last Name, Preferred Name — edit as needed.

Demographics Panel

Click the Demographics header to expand it.

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 (DD/MM/YYYY format)

Contact Panel

Email, Mobile, and full Address fields (line 1, line 2, city, state/region, post code, country).
Emergency Contact — name, relationship, email, and phone.

When your company uses employee property configuration, the Basic, Demographics, and Contact panels may be replaced by configurable property groups from the employee's profile template. Employee Number and PIN remain system-managed. Sensitive fields are hidden or read-only unless the viewer has the appropriate sensitive-property permissions.

Operations Tab

Click the Operations tab at the top of the profile. Four collapsible panels: Attendance, Job Tracking, Reports, and Payroll (when HR onboarding or Awards is enabled).

Attendance Panel

Shift Pattern — required. Select the employee's shift pattern (required when creating new employees).
Roles — assign company roles (when company roles are enabled).
User Groups — assign to one or more user groups. Your company may rename this label (for example, Departments or Tags).
Roster Hourly Rate — set the employee's roster pay rate. Only visible if the viewer has Financial Details Visibility permission.
Timezone — select the employee's working timezone.
Work Start Date — set the date the employee started work.
Work End Date — set the employee's planned or actual end date. This activates Offboarding and Post-termination lifecycle phases on the Lifecycle tab. Must be on or after the Work Start Date.

Job Tracking Panel

Shown when job tracking is enabled for your company.

Charge Out Rate — only visible with Financial Details Visibility permission.
Default Job — when your company uses job layers, set default values for each configured job layer.

Reports Panel

Click the Reports header to expand it.

Payroll Report Inclusion:

Include in Payroll Reports — toggle on to include this employee in payroll reports (when payroll is enabled).

Grouping Fields:

Contract Type
Custom ID — when custom employee ID is enabled.
Payroll Code — when payroll is enabled.
Time in Lieu Initial Balance — when time in lieu is enabled.

Legacy Payroll Fields:

Shown only when your company uses overtime overrides without the Awards engine:

Adjusted Overtime Rules — toggle on to override the company overtime setting for this employee.
Overtime Period — Daily, Weekly, Fortnightly, Monthly, or None (shown when Adjusted Overtime Rules is on).
Normal Time Payroll Code, Overtime Payroll Code (or Overtime 1 Payroll Code), Overtime 2 Payroll Code — payroll codes for normal time and overtime tiers.
Period Normal Time / Period Overtime 1 — for Weekly, Fortnightly, or Monthly periods, enter threshold hours in HH:mm format.

Payroll Export Settings

Allow Payroll Export — toggle on to include this employee in payroll exports.
Custom Code 1 and Custom Code 2 — when enabled by your company.

Notification Settings

Employee Prompts — shift reminder notifications to the employee.
Leave Application Emails — email notifications for leave updates. Enabled by default.
Manager Prompt — shift reminder notifications to this employee's manager.

Payroll Panel

Click the Payroll header to expand it. Shown when HR onboarding or the Awards engine is enabled.

Employment Country

For multi-national companies with HR onboarding, an Employment Country dropdown appears (New Zealand or Australia).

Changing the employment country resets previously entered payment and tax details.
If the employee has an in-progress preboarding package, a confirmation warns that the preboarding payment and tax draft will also reset.
Single-country companies resolve the country automatically from company settings.

Payment & Tax Details

When HR onboarding is enabled, country-specific payment and tax fields appear.

New Zealand fields:

Bank Account — Account name and account number. The account number auto-formats as XX-XXXX-XXXXXXX-XX while you type. Only digits are accepted.
KiwiSaver — Status (Active, Opted out, or On savings suspension), effective date, and contribution rates. Rate fields only appear when status is Active.
Tax — IRD number, tax code, IR330 received status, tailored tax rate, student loan deduction notice, and child support deduction notice.

Australia fields:

Bank Account — Account name, BSB, and account number. The BSB auto-formats as XXX-XXX while you type. Only digits are accepted.
Superannuation — Fund type (APRA or SMSF), fund name, member number, and either USI (APRA) or Fund ABN and SMSF account name (SMSF).
Tax — Tax file number (TFN), employment basis, residency for tax purposes, tax-free threshold, and optional offset and loan flags.

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

Awards

When your company uses the Awards engine, an Awards section appears in the Payroll panel instead of the legacy overtime fields in Reports. Awards changes save together with Save Changes.

User Access Tab

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

General Panel

Admin Access — grant or revoke admin access. Company Admin access cannot be turned off from this screen.
PIN — editable here (4 digits, cannot start with 0). Read-only on Basic Details only.

When Admin Access is turned on, additional sections appear:

Approve Leave — when your company uses leave approval.
[Your User Groups Name] Permissions — choose which user groups this admin can see and manage. The label matches your company's configured name (for example, User Groups Permissions or Departments Permissions).
Filter notifications by notification user groups — only appears when independent user-group selection is enabled and the editor is a sub-admin or company admin. When on, a separate Notification user groups selector lets you limit which groups trigger notifications for this admin.
Direct Reporting Lines — only configurable by a Company Admin editor. When enabled, this admin only receives notifications for employees who report directly to them.
Password Reset — New Password and Confirm Password fields appear when turning Admin Access on. Minimum 10 characters with upper, lower, and number required.

Email is managed on Basic Details → Contact, not on User Access. Password fields only appear under General when Admin Access is enabled.

Permissions Panel

Control what this employee can do in the attendance 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 — when blockout/availability is enabled.
Allow Public Holidays
Add Timesheets, Edit Timesheets, Remove Timesheets
Edit Shift (In Attendance) — only visible if enabled at the company level.

Mobile App section:

Send Mobile App Download link — sends a download link when relevant mobile features are enabled.

Biometric Scanners section (when configured):

Biometric Scanner Permission
Biometric Scanner Group — when multiple scanner areas exist.
Biometric Scanner Card No

Other Tabs (Summary)

Documents

View, upload, download, rename, delete, and move employee files.
File actions save immediately — no Save Changes button on this tab.

Compliance

Search, view, add, edit, and delete compliance items with issue/expiry dates and status.
Tab may show counts for warnings and expired items.

Lifecycle

Onboarding, active employment, offboarding, and post-termination task checklists.
Send or resend onboarding packages; upload or download employment contracts when configured.
Work End Date on Operations drives offboarding phase due dates.

Leave Balances

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

Saving Changes

After editing fields on Basic Details, Operations, or User Access, click Save Changes in the profile header (top right).
One save action applies all pending changes across those three tabs (including Awards and remuneration when applicable).
Changing certain Operations fields (for example, Shift Pattern, User Groups, Roster Hourly Rate, Payroll Code) 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

Only one panel can be expanded at a time within each tab.
Use the Active / Archived toggle at the bottom of the employee list to switch between active and archived employees.
The add button may read Add Employee or Add Users, depending on company setup.
Companies using employee property configuration may show different Basic Details panels based on the employee's assigned roles and profile templates.