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Fields available in employee profile

Find out what fields you can see in an employee's profile, and which ones an employee can amend themselves.

Oliver Cook avatar
Written by Oliver Cook
Updated over a month ago

There are multiple different fields available in an employee's profile. Some can be amended by the employee themselves, others can only be amended by an admin.

Below we list the available default fields and state whether they can be edited by an employee.

📌TIP: If you have the Core HR module, you can create additional custom fields. Any you add you can choose which employees they apply to, whether the employee can see it, and whether the employee can edit themselves.


Employee tab

📎NOTE: A user's access to view and edit details in this section is determined by configuring the following permission to a role that the user is assigned to:

  • Access employee information

'Access employee information' permission.

Profile picture

Title

  • Only an admin can amend this field

  • This field only appears if enabled within Global permissions

First name

  • This can only be amended by an admin user

📎NOTE: If you use Sage HR integrated with Sage 50 Payroll, this has to be amended via your payroll software.

Last name

  • Only an admin can amend this field

📎NOTE: If you use Sage HR integrated with Sage 50 Payroll, this has to be amended via your payroll software.

Position

  • Only an admin can amend this field

Work email

  • An employee user can only amend their work email if:

    • You don't use Sage HR integrated with Sage 50 Payroll

    • Access is enabled within Employee permissions

Work phone

  • An employee can amend this as long as the field

  • This field only appears if enabled within Global permissions

Employment start date

  • Only an admin can amend this field

Employment status

Right to work

  • Only an admin can amend this field

  • This field only appears if you have the Core HR module

Onboarding mentor

  • Only an admin can amend this field

  • This field only appears if you have the Core HR module

Direct manager

  • Only an admin can amend this field

Team

  • Only an admin can amend this field

Location

  • Only an admin can amend this field

Public holiday group

  • Only an admin can amend this field

  • This field only appears if you have the Core HR module

Access level

  • Only an admin can amend this field

Driving licence

  • Only an admin can amend this field

  • This field only appears if enabled within Global permissions

Employee #

  • Only an admin can amend this field

  • This field only appears if enabled within Global permissions

LinkedIn

  • An employee can amend this field

  • This field only appears if enabled within Global permissions

Skype

  • An employee can amend this field

  • This field only appears if enabled within Global permissions

Right to Work evidence

  • Only an admin can amend this field

  • This field only appears if you have the Core HR module


Personal tab

📎NOTE: The personal tab in an employee's profile only appears if enabled within Global permissions.


📎NOTE: A user's access to view and edit details in this section is determined by configuring the following permission to a role that the user is assigned to:

  • Access employee information

'Access employee information' permission.

Date of birth

  • An employee user can only amend their work email if:

Date of birth visibility

Street 1

  • An employee can amend this field

Street 2

  • An employee can amend this field

  • This field only appears if enabled within Global permissions

City

  • An employee can amend this field

State

  • An employee can amend this field

Postcode

  • An employee can amend this field

Country

  • An employee can amend this field

Nationality

Race & Ethnicity

Home phone

  • An employee can amend this field

  • This field only appears if enabled within Global permissions

Mobile phone

  • An employee can amend this field

  • This field only appears if enabled within Global permissions

Personal e-mail

  • An employee can amend this field.

📎NOTE: This is not the same as the Work email, which is what the employee uses to log in.

Gender

Marital status

  • An employee can amend this field

  • This field only appears if enabled within Global permissions

Tax reference numbers

  • An employee can amend this field

  • This field only appears if enabled within Global permissions

Children

  • An employee can amend this field


Emergency contacts

📎NOTE: This is only available if you have the Core HR module or Sage HR Essentials.

  • An employee can add or amend these themselves

  • This field only appears if enabled within Global permissions

📎NOTE: A user's access to view and edit details in this section is determined by configuring the following permission to a role that the user is assigned to:

  • Access emergency contacts

'Access emergency contacts' permission.


Bank accounts

📎NOTE: This is only available for Sage HR integrated with Sage 50 Payroll.

  • An employee can add or amend their bank accounts

  • They can select which is the bank account they want to be used in payroll


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