WFM UK: HR: Updating Employee Details

Please Note: Prior to editing an employees details, the correct permissions must have been assigned to the user in order to do so.
 

This is based upon the hierarchy in the Company's portal and which permissions the user login has.

For more information on this topic, please see the following articles:

WFM - Access Level Hierarchy Explained
WFM - Definitions of HR Permissions
WFM - Definitions of Rota Permissions

If the assigned permissions do not allow for the editing and updating of employee details, please contact the Company's Fourth Administrator to discuss this issue.
 

Updating Employee Details

• Go to the HR module 

Fig.1 - Module drop down 

• The ‘Self Administration’ area can be used by individuals to update their own information

Fig.2 - Self Administration

 

• To update an employee's details, select Personal Details from the Employee Info drop-down

Fig.3 - Personal Details in the Employee Info Drop-Down

• Populate the required fields in the Personal Details area
• Enter the relevant Work/Home Email address

Fig.4 - Personal Details Screen
 

Preventing Duplicate Email Addresses being Entered

To prevent duplicate ‘personal’ email addresses being entered, either manually or via the API integration:

• Go to HR > Administration > Global Settings > Edit Default Employee Settings

• Tick the box against Prevent Duplicate Personal Email Addresses?

• Select Save to apply the setting

 

Fig.5 – New Prevent Duplicate Personal Email Addresses Global Setting

When the setting is turned on:

• If an employee is created manually with a personal email address that already exists then an error message will display

• The error message will state that the Personal Email already exists and list all employees that the email address is associated with

• The user will not be able to continue until the Personal Email Address is changed, or the same address is removed from the existing employees, as per the error message

Creating employees with already existing email addresses through third party ATS systems will also generate the same error, with the same steps required to resolve it.

• Change Login Details: Allows for passwords for the system to be changed. Most passwords need to be at least 6 characters with at least 1 digit.
  • Select Change Login Details in the Employee Access drop-down

Fig.6 - Change Login Details in Employee Access Drop-Down

• Enter the new Password twice

• Select Save.

Please Note: Passwords are case sensitive

Holiday Requests

• Follow the link to ‘Create Holiday Request’ on the top right hand side.

Fig.7 - Create a Holiday Request

• Enter the dates required, select Calculate Number of Days

• Save

Fig.8 - Create a New Holiday Request Screen
 

• On the next page tick the unpaid column if any of the days of the holiday would be classed as normal days off – not holiday days to come out of a Holiday allowance

Fig.9 - Unpaid Holidays

Holidays will then need to be authorised by a manager. 

Absence Requests

• Select Add a New Absence

• Populate the required fields

• Save

Fig.11 - Recording a New Absence

Next of Kin

 

• Select Next of Kin Details in the Employee Info drop-down menu

Fig.12 - Next of Kin Details in the Employee Info Drop-Down

 

• Update the contact details for Next of Kin. Select Save after making amendments

Fig.13 - Next of Kin Details

Email Notification

• This is a simple tick box to say whether or not an email is required when a manager authorises a holiday.

 

See also 

• How to create an absence