This article helps you, as a platform admin, to get started with managing and working with the information displayed on employee profiles.
Who is a platform admin?
You are a platform admin if you have any of the following capabilities:
- HRADMIN access level
- You are part of an audience with the permissions to configure settings and customize Yomly based on your business requirements
Detailed information
| Information | Article |
|---|---|
|
Basics of viewing and working with employee profiles |
Employee profile management |
|
Custom access to Yomly features based on access levels and audience permissions |
This article contains the following information:
- How to navigate to the profile of a specific employee
-
How to edit employee profiles
- How to edit an employee's contact card
- How to add or replace an employee's profile picture
- How to edit information in different tabs of an employee's profile
- How to enable or restrict employees from viewing information on employee profiles
How to navigate to the profile of a specific employee
As a platform admin, by default, you can view all employee profiles and almost all information that they display. You can also edit most types of displayed information.
The employee directory enables you to search and navigate to the profile of any employee.
To go to the employee directory, in the sidebar, in the Employees section, click View.
Navigating to the employee directory
The employee directory lists all employees in your organization.
Sample employee directory
To find the employee whose profile you want to navigate to, you can do any of the following:
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Simply scroll through the list
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Filter the employee directory by any column (Divisions, Teams, Locations, or Status)
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Search for the employee by name, internal employee code, or email
Finding the required employee in the directory
When you find the required employee, click their name or click View on the right side (in the Actions column).
Navigating to an employee's profile
This takes you to the employee's profile.
How to edit employee profiles
Employee profiles contain all information available on Yomly about the employees. This includes both personal details and other information related to working at the organization, such as employees' salaries, benefits, leave requests, career progression within the organization, and even Yomly user account settings.
To edit information on an employee's profile, simply navigate to the profile and click Edit profile in the upper-right corner.
Editing a profile
This opens the profile in edit mode, where you can edit the following:
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The information displayed in individual fields in the contact card
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The information in displayed different tabs
Sample employee profile displayed in edit mode
How to edit an employee's contact card
When viewing an employee's profile in edit mode, you can edit the information available in the following fields of their contact card:
- Line manager
- Direct reports
- Organisations
- Teams
- Locations
To edit information in an employee's contact card, open the profile in edit mode and do the following:
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Click Edit next to the field that you want to edit.
Editing a field
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Start typing in the field and select the required value from the drop-down menu.
Selecting a field value from the drop-down menu
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Click Add in the right corner.
Adding the value to the field
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To add multiple values, repeat steps 2 and 3.
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After adding all the required values, click Done.
Saving updates to the information in the field
How to add or replace an employee's profile picture
When viewing an employee profile in edit mode, you can add or replace the employee's profile picture.
Do the following:
-
Click the
(Edit) icon in the bottom-left corner of the picture.
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Browse your folders and upload the required profile picture.
How to edit information in different tabs of an employee's profile
When viewing an employee's profile in edit mode, you can edit information in individual fields in the Personal, Employment, and Account tabs. You can add information and configure settings in all the other tabs even if you aren't viewing the profile in edit mode.
This section describes how to do the following:
- Edit employment information of an employee
- Configure the Yomly account settings of an employee
- Document the career progression of an employee within your organization
- Edit employee information in other profile tabs
How to edit employment information of an employee
When viewing an employee's profile in edit mode, you can navigate to the Employment tab and edit the following fields:
| Field | Description |
|---|---|
| Job Title |
The employee's job title, effective dates, and grade. This field enables you to record the employee's growth within the organization. To add a new job title (for example, if the employee is promoted to a new role), click the Adding a new job title for an employee |
| Leave approver |
The person designated to approve and manage the employee's leave requests. For example, leave approvers could be line managers of respective employees. |
| Business email address |
The employee's business email, which is also the user ID that the employee uses to log in to the platform. |
| Business phone number |
The employee's business phone |
| Employment start date |
The date that the employee joined the organization. |
| Internal employee code | An internal code used to identify the employee within the organization |
| Employment status |
The employee's employment status, which could be any of the following:
Based on administrative tasks performed for the employee on the platform, their employment status is automatically updated. |
| Employment end date |
The employee’s last working date of the employee if they have resigned or were terminated. If you configure this field, the employee's employment status is automatically updated to Leaving. On the employee's last working day, their employment status is automatically updated to Inactive. |
| Contract type |
The type of employment contract. |
| End of service tier |
The employee's end of service tier. |
| Residency visa location |
The location where the employee is based. If this field isn't applicable for your organization, as a platform admin, you can hide it from your business settings. |
| Working Pattern |
The employee's working pattern. |
| Leave group |
The employee's leave group, which determines their leave entitlements. |
| Maximum no. of eligible dependents |
The maximum number of dependents that the employee is eligible to receive benefits for. The Dependents tab is displayed in the employee's profile only if this field is configured. |
| ID Number |
The national ID number of the employee. You can use any form of identification, such as Emirates ID, CPR card, and more. If this field isn't applicable for your organization, as a platform admin, you can hide it from your business settings. |
| Notice period |
The number of days of notice period applicable to the employee. This field is simply a visual representation of the notice period and doesn't depend on employment cycles within your organization. |
Editing employment information on a sample profile
How to hide fields from employee profiles
You can hide fields that aren't applicable to your organization on employee profiles from your business settings. Do the following:
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In the sidebar, in the Business section, click Settings.
Navigating to your business settings
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Go to General > Permissions.
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In the upper-right corner, click Edit permissions.
Editing general permissions in your business settings
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In Hidden fields, select the fields that you want to hide from employee profiles.
Hiding fields from employee profiles
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Click Save.
How to configure the Yomly account settings of an employee
The Account tab enables management of employee platform user accounts. This tab is available only for platform admins.
In this tab, you can perform account administration tasks such as resetting the employee's login password, assigning access levels to the employee, and more.
Sample Account tab on an employee profile
You can navigate to the Account tab and do the following:
| Task | Procedure | Detailed information |
|---|---|---|
|
Grant or remove access levels for the employee |
|
Setting up access levels for employees |
|
Display or hide the employee's profile from the platform |
|
Hiding or displaying employees |
|
Enable the employee to log on to the platform to the first time |
You can send welcome emails to new employees to invite them to use the platform. Welcome emails contain limited-validity activation links that enable employees to navigate and log in to the web application. In Send welcome email, click Send. Sending welcome emails to employees After you send the employee their welcome email, this option is no longer displayed in the tab. |
|
|
Restart the new employee welcome process |
The welcome process is a preconfigured workflow that runs when employees log in to the platform for the first time. The process could include the following steps, and more:
As a platform admin, based on your business requirements, you can include or exclude steps when configuring the welcome process from your business settings. In Restart "Welcome" process, click Welcome. Restarting the welcome process for employees |
|
|
Run the onboarding or offboarding workflow |
As a platform admin, you can configure the standard protocols to be followed when employees join or leave the organization, called the onboarding and offboarding workflows, respectively, from your business settings. For example, the onboarding workflow might include the following steps, and more:
Similarly, the offboarding workflow might include the following steps, and more:
Onboarding and offboarding workflows are typically composed of offline tasks that you can track and manage in Tasks. When configuring a workflow, you can also set up the responsibility for each step. When you run a workflow, the related tasks are created and automatically assigned to the designated employee or audience.
Running workflows for employees |
How to document the career progression of an employee within your organization
The Movements tab displays details about an employee's onboarding, probation, promotions, internal transfers, disciplinary concerns, termination or resignation, end of service benefits, and more in separate tabs.
This section describes how you can perform the following tasks:
- How to document an employee's onboarding information
- How to document an employee's probation information
How to document an employee's onboarding information
You can document information related to onboarding the employee, such as important dates and who was tasked with supporting the employee through the process. Go to the Movements > Onboarding tab in their profile and do the following:
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In the upper-right corner, click Create Onboarding.
Adding an onboarding movement for an employee
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(Optional) Enter the following dates to document the respective information:
Field Description Hired Date The date the employee was hired to join the organization Scheduled Date Scheduled start date of employment Started Date Actual start date of employment -
Assign a buddy to support the employee through their onboarding journey.
Assigning a buddy for a new employee
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Click Save.
How to document an employee's probation information
After documenting onboarding information, you can also document information related to the employee's probation period if applicable. Go to the Movements > Probation tab in their profile and do the following:
The scheduled and actual employment start dates are automatically set up based on the onboarding information you previously documented.
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At the bottom of the tab, click Edit.
Editing probation information for an employee
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If required, edit the scheduled and start date of employment.
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Enter the end date for probation.
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Select a Probation Policy.
As a platform admin, from your business settings, you can add and configure the different probation policies that your organization uses.
Selecting a probation policy
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To extend the employee's probation, do the following:
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Select Extend Probation.
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In Extended Date, enter the new end date of the probation.
Extending an employee's probation period
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Click Save Changes.
How to edit employee information in other profile tabs
The following articles provide detailed information about editing the information displayed in the following tabs:
| Tab | Detailed information |
|---|---|
|
Personal |
Updating your personal information |
|
Dependents |
Adding and managing dependents |
|
Salary |
Editing payroll information for employees |
|
Benefits |
|
|
Qualifications |
Adding and updating your qualifications |
Although platform admins have the ability to edit the information in all these tabs, employees with specific job roles in your organization might be tasked with the responsibility of maintaining the information in different tabs.
For example:
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Employees might be responsible for ensuring that their personal, dependents', and qualifications information is up to date.
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Payroll officers might be responsible for the following for all employees:
- Adding and updating salary information.
- Administration of salary advances
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Benefits admins might be responsible for adding, managing, and answering questions related to all employee benefits, including medical insurance and airfare.
How to enable or restrict employees from viewing information on employee profiles
By default, each employee's access level determines whether or not they can access a tab when viewing their own profile and profiles of other employees.
For example, by default, different employees can access the Documents tab in the following manner:
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Employees with the HRADMIN access level have complete access. They can view, add, edit, and even delete documents of all employees.
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Employees with the HRMANAGER and HRASSISTANT access levels can view, add, and edit documents of all employees. However, they cannot delete documents. Employees with the DIVISIONADMIN access level also have the same capabilities, but only when working with documents of employees from their own division.
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Employees with the PAYROLLADMIN and PAYROLLMANAGER access levels can only view documents of all employees.
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Employees with the MANAGER and all access levels have no access. This tab is not displayed to them when viewing their own or any other employee's profile.
However, as a platform admin, you can customize the platform based on your business requirements. This enables you to override the default access provided by access levels. You can set up permissions to display or hide any tab entirely from profiles for all or select groups or employees. In the Salary tab, you can even customize information access on a granular level.
For example:
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If your organization doesn't require or use the data displayed in the Timeline tab (which represents key events in an employee's journey within the organization on a timeline), you can hide it completely from profiles.
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If you need to provide access to the Documents tab to only specific employees from your HR, finance, and admin teams who are tasked with document audit, you can add all of them to an audience and configure access to the tab for the audience.
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If you need to enable employees with the HRMANAGER access level to access salary information only of specific teams, you can add all employees in those teams to an audience and configure a special permission-based rule to provide the required access.
You can set up these custom permissions from your business settings. Do the following:
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In the sidebar, in the Business section, click Settings.
Navigating to your business settings
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Go to Customization > User Interface > EmiratesHR (Page) > Employee Profile (Feature).
Customizing profile tabs
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Click the name of the tab that you want to hide or display and click the settings ( ) icon.
Opening the Rules dialogue to set up custom rules for a profile tab
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In the Rules dialogue, create rules and configure permissions to set up the required access.
Sample rule configuration to display the Movement tab to only HR admins
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Click Save.
Detailed information
- Displaying or hiding tabs on employee profiles
- Enabling employees to view salary information on profiles of only one audience
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