There are many fields available in an employee profile. Employees can edit some fields themselves, while only admins can edit others. Below, we list the default profile fields and explain whether an employee can edit each one.
📌TIP: If you use the Core HR module, you can create additional custom fields in employee profiles. For each custom field, you choose which employees it applies to, whether employees can see it, and whether they can edit it themselves.
Employee tab
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
Profile picture
An employee user can only amend this field if you enable this within Employee permissions.
Title
The options available to select are:
Mr
Mrs
Ms
Miss
Mx
Dr
📎NOTE: You can't create other title options to select.
Only an admin can amend this field. This field only appears if you enable this within Global permissions.
First name
Only an admin can amend this field.
📎NOTE: Depending on your integration with payroll software, this sometimes has to be amended via your payroll software.
Last name
Only an admin can amend this field.
📎NOTE: Depending on your integration with payroll software, this sometimes 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
You enable access within Employee permissions
Work phone
An employee user can only amend this field if you enable this within Employee permissions. This field only appears if you enable this within Global permissions.
Employment start date
Only an admin can amend this field.
Employment status
An employee user can only amend this field if enabled within Employee permissions. This field only appears if you enable this within Global permissions.
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 you enable this within Global permissions.
Employee #
Only an admin can amend this field. This field only appears if you enable this within Global permissions.
An employee can amend this field. This field only appears if you enable this 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
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
Date of birth
An employee user can only amend their date of birth if:
You don't use Sage HR integrated with Sage 50 Payroll
You've enabled access within Employee permissions
Date of birth visibility
An employee user can only amend this field if you enable this within Global permissions.
Street 1
An employee can amend this field.
Street 2
An employee can amend this field. This field only appears if you enable this 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
An employee user can only amend this field if enabled within Employee permissions. This field only appears if you enable this within Global permissions.
Race & Ethnicity
An employee can amend this field. A user can only see and edit this field if they're assigned to a role that has permission to View/edit employee sensitive information.
Home phone
An employee can amend this field. This field only appears if you enable this within Global permissions.
Mobile phone
An employee can amend this field. This field only appears if you enable this 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. This is for contact information purposes.
Gender
An employee can amend this field. A user can only see this field if they're assigned to a role that has the permission to View employee sensitive information.
Marital status
An employee can amend this field. This field only appears if you enable this within Global permissions.
Tax reference numbers
An employee can amend this field. An employee can add or amend these themselves. This field only appears if you enable this within Global permissions.
Children
An employee can amend this field.
Emergency contacts
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 you enable this 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
Bank accounts
Bank accounts
📎NOTE: This is only available for Sage HR integrated with Sage 50 Payroll UK.
An employee can add or amend their bank accounts. They can select which bank account they want to be used in payroll. This only appears if you enable this within Global permissions.
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