How to Use Profile Templates

What Are Profile Templates?

Timecloud includes built-in groups (e.g. Basic, Demographics, Contact, Pay Details) with standard fields that are ready to use out of the box. You can also create your own custom groups and fields to capture any additional information your organisation needs.

With multi-template support, you can create separate templates for different types of employees (e.g. Manager, Contractor, Casual) and assign them to Company Roles. Each template can have its own set of custom groups and fields — employees inherit the template associated with their role.

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How Templates Work

• Generic (Default) — Every company starts with a built-in "Generic" template. Fields in Generic apply to all employees regardless of role.
• Named templates — Additional templates you create (e.g. "Manager", "Contractor"). Their fields only appear on profiles of employees whose role maps to that template.
• Role assignment — You link a template to a Company Role in Settings. Employees with that role see both the Generic fields and the linked template's fields.

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How to Create a New Template

1. Navigate to Human Resources → Organisation View → Profile Template.
2. Click the + New Template button at the end of the tab strip.
   
   
3. Enter a Template name (minimum 2 characters, e.g. "Manager").
4. Click Create.
   
   

Your new template appears as a tab. Add groups and fields the same way you do for Generic.

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How to Rename a Template

• Double-click the template tab name to edit it inline, then press Enter to save.
  
  
• Or click the ⋮ (three-dot menu) on the tab and choose Rename.
  

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How to Duplicate a Template

1. Click the ⋮ menu on the template tab you want to copy.
2. Choose Duplicate.
   
   
3. Edit the suggested name (defaults to "Original Name COPY") and click Duplicate.
   

All groups, fields, and settings from the source template are copied to the new one.

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How to Archive a Template

1. Click the ⋮ menu on the template tab.
   
   
2. Choose Archive and confirm.

Archived templates are removed from the tab strip. Existing employee data is preserved — if you later reassign the template, values reappear.

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How to Assign a Template to a Company Role

1. Navigate to Settings → Roster → Company Roles.
   
   
2. Click Add Role or edit an existing role.
   
3. In the Profile Template dropdown, select the template this role should use.
4. Click Save.
   
   

Employees assigned to that role will now see the Generic fields plus the fields from the selected template on their profile.

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What Happens When a Role Is Removed from an Employee?

If you remove a role from an employee and that role was linked to a template, the template-specific fields will be hidden from their profile. However:

• Existing data is never deleted — values are preserved in the background.
• If the role (or an equivalent role with the same template) is re-added, the fields and values reappear automatically.

Timecloud shows a confirmation message listing which fields will be hidden before the role removal is applied.

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How to Configure Compliance Items Per Template

Each profile template (including the Generic/Default tier) has a Compliance panel where you can attach compliance items. When an employee is assigned a role with that template, the configured compliance items are automatically added to their profile going forward.

Opening the Compliance Panel

1. Navigate to Human Resources → Organisation View → Profile Template.
2. Select the template tab you want to configure (or stay on Generic for items that apply to all employees).
   
   
3. Expand the Compliance accordion panel. The header shows the number of items currently attached (e.g. "Compliance (3 items)").
   

Adding a Compliance Item

1. In the Add compliance item search field, start typing the name of the compliance item you want to attach.
2. Select the item from the dropdown list.
3. Click the Add button.
   

The item appears in the compliance table below. Only compliance items that are not already attached to this template appear in the search results.

Setting the Requirement Level

Each attached compliance item has a Requirement dropdown with three options:

• Required — The employee must complete this item.
• Optional — The item is shown on the employee's profile but is not mandatory.
• Not Required — The item is tracked but not enforced.

To change the level, click the Requirement dropdown on the item's row and select a new value. The change saves automatically.

Preboarding Toggle

Each compliance item has a Preboarding toggle. When turned on, the item is flagged as part of the employee's preboarding checklist — meaning it should be completed before the employee's start date.

Slide the toggle on or off as needed. The change saves automatically.

Removing a Compliance Item

1. Click the delete (trash) icon on the compliance item's row.
2. Confirm the removal in the dialog that appears.

Understanding the Compliance Table Columns

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Built-in Groups vs Custom Groups

• Built-in groups (Basic, Demographics, Contact, Pay Details) contain standard employee fields. You cannot rename, reorder, or delete these groups — but you can mark individual fields as Sensitive to restrict who can see them.
• Custom groups are groups you create yourself. You have full control to add, rename, and delete custom groups and their fields.
  
  

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How to Create a Custom Group

1. Navigate to Human Resources → Organisation View → Profile Template.
2. Select the template tab you want to add the group to (or stay on Generic if it should apply to everyone).
3. Click the New Group button (top-right).
   
   
4. 
5. In the dialog that appears:
   • Choose an optional icon for the group.
   • Enter a Group Name (required, minimum 2 characters).
   • Add a Description (optional, up to 120 characters).
6. Click Create Group.
   
   

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How to Add Fields to a Group

1. Expand a group by clicking its name in the accordion.
2. Click Add Property.
   
3. In the inline editor row that appears, select a field type: Text, Number, Date, True/False, File, or Dropdown.
   
4. Enter the field name.
5. Toggle Sensitive on or off to control visibility (see below).
   
6. For Dropdown fields, add your option values and choose whether to Allow multiple selections.
   
7. Click Save to confirm.

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How to Edit a Field

• Rename a field inline — Click the pencil icon next to any custom field's name. Type the new name, then press Enter or click the tick icon to save. Press Escape or click the cross icon to cancel.
  
  

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How to Manage Available Options for Dropdown Fields

Some built-in dropdown fields — such as Ethnicity — come with an expanded set of options. Admins can choose which of those options are available in the employee profile dropdown.

1. Navigate to Human Resources → Organisation View → Profile Template.
2. Expand the group containing the dropdown field (e.g. Demographics)
3. Look for the checklist icon next to the field name and click it.
   
   
4. In the Manage available options dialogue:
   • Use the Search bar to find specific options.
   • Tick or untick checkboxes to enable or disable individual options.
   • The active count at the top shows how many options are currently enabled.
5. Click Save to apply your changes.
   
   

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How to Delete Groups and Fields

• Click the delete (trash) icon on a group header to remove the entire group and all its fields.
• Click the delete (trash) icon on an individual field row to remove just that field.
• Built-in groups and their standard fields cannot be deleted.
  
  

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Marking Fields as Sensitive

The Sensitive toggle controls who can view a field's value on employee profiles.

• When Sensitive is turned on, only company admins (and users with the appropriate permissions) can see the field's value.
• Use the Sensitive slide toggle directly on any field row to quickly change its sensitivity.
• You can also set the Sensitive flag when adding a field.
  
  

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Editing Group Settings

• Click the settings (gear) icon on a custom group header to edit the group's name, icon, or description.
• Built-in groups do not show settings or delete controls.
  
  

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Searching Fields

Use the search bar at the top to quickly find fields across all groups. A results banner shows how many matches were found. Click Clear Search to reset.