How to manage employee personal details and change their account email via the HR platform

A manager or an admin may need to update employees' personal details, such as their account email, home address if they have moved, or mobile phone number. The Personal Details feature lets you complete these updates, having the changes ‌reflected throughout the entire HR platform. This means you only need to update those details in one place and making sure your record on the HR platform is always up to date.

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

Change an employee's account email

Important

The manager or admin will do the first eight steps.

  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 for the Account email field.
    screenshot of the personal details screen, highlighting the edit button for the account email
  6. Enter the new account email into the New Account Email field.
  7. Click the Save button.
    screenshot of the account email change modal, highlighting the new account email field and save button
  8. Click the Got it button.
    screenshot of the email confirmation modal, highlighting the got it button

    Helpful Hint

    After clicking the Got it button, the platform will send the employee an email containing the steps to change their account email.


Important

Since the account email change was made by a different user, the employee has to complete two verification checks. They need to do the following steps.

  1. Go to the inbox of your current email.
  2. Open the email verification message.

    Important

    All email verification messages come from "no-reply@employmenthero.com" and have the subject "Important! Verify the update to your Employment Hero Login."

  3. Click the Verify email button.
    screenshot of the verification email, highlighting the verify email button
  4. Go to the inbox of your new email.
  5. Open the email verification message.

    Helpful Hint

    You will receive an email similar to the one you opened in Step 2.

  6. Click the Verify email button.
    screenshot of the verification email, highlighting the verify email button
  7. Enter your password in the Password field.
  8. Enter your password in the Confirm Password field.
  9. Click the Set Password button.
    screenshot of the password reset screen, highlighting the two password fields and set password button
Resend an employee's account email change message

Important

The manager or admin will do the first eight steps.

  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 in the Pending update notice.
    screenshot of the personal details page, highlighting the resend button
  6. Enter the new account email into the New Account Email field.
  7. Click the Resend Now button.
    screenshot of the email change modal, highlighting the new account email field and resend now button
  8. Click the Got it button.
    screenshot of the email confirmation modal, highlighting the got it button

    Helpful Hint

    After clicking the Got it button, the platform will resend to the employee the email containing the steps to change their account email.


Important

Since the account email change was made by a different user, the employee has to complete two verification checks. They need to do the following steps.

  1. Go to the inbox of your current email.
  2. Open the email verification message.

    Important

    All email verification messages come from "no-reply@employmenthero.com" and have the subject "Important! Verify the update to your Employment Hero Login."

  3. Click the Verify email button.
    screenshot of the verification email, highlighting the verify email button
  4. Go to the inbox of your new email.
  5. Open the email verification message.

    Helpful Hint

    You will receive an email similar to the one you opened in Step 2.

  6. Click the Verify email button.
    screenshot of the verification email, highlighting the verify email button
  7. Enter your password in the Password field.
  8. Enter your password in the Confirm Password field.
  9. Click the Set Password button.
    screenshot of the password reset screen, highlighting the two password fields and set password button

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.
    Details__MY__7.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.
    • Home phone number.
  7. Click the Save button.
    Details_8__MY_.jpg

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