How do I manage employee personal details and reset an account email? | HR Employee File

Sometimes an employee, manager, or admin will need to update their personal details when their circumstances change. These changes can include needing to update an employee's account email if they switch email provider, their home address if they have moved, or their mobile phone number if they change to another carrier. 

The Personal Details feature is where you update these details if they change, with the HR platform reflecting these changes throughout the entire platform. It means there is only one place you need to update your details if they change. Making sure your record on the HR platform is always up to date.

Important

The email verification process requires all users to verify their details every time they update their own account email or another user's account email.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Daily activities

Reset an employee's account email

Important

The first eight steps will need undertaking by an employer.

  1. Click the   People menu.
  2. Click the Employees List submenu.
  3. Select the employee whose account email needs resetting.
  4. Click the Personal Details tab.
  5. Click the Edit button.
    emailupdate01.jpg
  6. Enter the new account email into the New Account Email field.
  7. Click the Save button.
    emailupdate02.jpg
  8. Click the Got It button.

    Important

    After clicking the Got It button, the platform will email the employee the steps needed to change their account email. This means an employee will undertake steps 9 to 11.

    emailupdate03.jpg
  9. Open your email account, select the email verification email, and click the Verify Email button.
    Details_4.jpg
  10. Complete the following fields:
    • Password.
    • Confirm password.
  11. Click the Set Password button.
    Details_5.jpg
Resend an employee's account email reset email

Important

The first eight steps will need undertaking by an employer.

  1. Click the   People menu.
  2. Click the Employees List submenu.
  3. Select the employee whose account email needs resetting.
  4. Click the Personal Details tab.
  5. Click the Resend button. Details_6.jpg
  6. Enter the new account email into the New Account Email field.
  7. Click the Resend Now button. Details_7.jpg
  8. Click the Got It button.

    Important

    After clicking the Got It button, the platform will email the employee the steps needed to change their account email. This means an employee will undertake steps 9 to 11.

    Details_10.jpg
  9. Open your email account, select the email verification email and click the Verify Email button.
    Details_4.jpg
  10. Complete the following fields:
    • Password.
    • Confirm password.
  11. Click the Set Password button.
    Details_5.jpg

Editing data

Edit personal details
  1. Click the   People menu.
  2. Click the Employees List submenu.
  3. Select the employee whose details need updating.
  4. Click the Personal Details tab.
  5. Click the Edit button.
    personaldetails01.jpg
  6. Complete the following fields:
    • Title.
      • Mr.
      • Ms.
      • Mrs.
      • Miss.
      • Dr.
      • Mx.
    • First name.
    • Last name.
    • Middle name.
    • Preferred name.

    Important

    If a user completes the Preferred Name field, then the HR platform will show this name in the following features:

    • Goals.
    • Shout outs.
    • Nominations.
    • Announcements.
    • Staff directory (mobile application).
    • Organisation chart.

    The employee tagging functionality in the HR platform will only pick up the employee by their preferred name, not their first or last name.

    • Preferred pronouns:
      • He/Him.
      • She/Her.
      • They/Them.
      • Other.
    • Gender:
      • Female.
      • Male.
      • Non-binary.
      • Prefer not to say.
    • Address country
    • Address line 1.
    • Address line 2.
    • Suburb.
    • Nationality.
    • Date of birth.
    • Marital status.
    • Personal email address.
    • Personal mobile number.
    • Select Yes or No to the Display Mobile in Staff Directory and Organisation Chart option.
    • Select Yes or No to the Opt Out of Referral Program option.

    Important

    The Opt Out of Referral Program option allows your employees to refer an employee to use InstaPay. If you tick the No option, your employees cannot refer another employee to use InstaPay.

    • Home phone number.
  7. Click the Save button.
    personaldetails02.jpg

Author recommended

So you have now managed your personnel details and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

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