The employee profile holds all the information about the employee. This employee information is used in other modules when required. Therefore it is very important to have the employee profile as complete as possible for a smooth operation.

The Employee Profile, in the Employee Management module, is where an employee's data can be viewed, edited, and stored. An employee's profile can be accessed via the Employee List in the Employee Management module.

To go to an employee's profile, you need to navigate to Employee Management > Employee List and then you can search for the employee's name from the search bar.

 

By selecting the employee's name, the system navigates to the employee's profile. You can change to another employee's profile without going back to the Employee List.  Enter the employee's name in the search bar and select from the drop-down. 

You can click the employee display image to change the display image.

The Employee Profile is divided into four very important tabs,

• Personal Details
• Job
• Salary
• More

Personal Details

The Personal Details tab contains all of an employee's personal information and data. This is an incredibly important page as the data contained in this page is used for other key modules throughout the OrangeHRM system. It is crucial that this page is filled in completely and accurately as possible. 

Job

The Job tab contains all employees' job information and data. This is an incredibly important page as the data contained in this page is used for other key modules throughout the OrangeHRM system. It is crucial that this page is filled in completely and accurately as possible. In the Job section based on the accessibility that the HR admin has given you, it is possible to update the employee details, view or add job history records and upload any attachments. 

Field	Description
Joined Date	Select the employee joined date. (This field is mandatory by default)
Probation End Date	If the employee is on probation, select the probation end date.
Date of Permanency	Select employee's permanent date.
Job title	Select employee's Job title
Employment Status	Select employee's Employment Status
Job Specification	Attached Job Specification displays
Job Category	Select employee's Job Category
EEO Job Category	Select employee's EEO Job Category (If enabled)
Subunit	Select employee's Subunit
Cost Centre	Select employee's Cost Centre
Location	Select employee's Location
Pay policy	Displays employee's Pay policy (If enabled and added to a pay policy)
Current Service	Displays the employee's current service period
Creditable Service	Displays the employee's current and past service period. (If the creditable service for the previous organization info checkbox is enabled under the employee qualification tab)
Comments	To add comments.

 

In case of upcoming changes such as modifications to an employee's job title, department, or employment status with an effective future date, these alterations will be visible on the employee's job screen in the subsequent manner.

 

Employee contract details can be added and attached to an employee's profile via the "Include Contract Details" checkbox field in the Job tab.

• Employee Termination and reactivation

It is possible to terminate an employee by clicking the  "Terminate Employment". If a user wants to reactivate an employee who has been terminated, by clicking the "Activate Employment" the terminated employee will be an active employee in the system. Refer to How to terminate an employee in OrangeHRM

• Snapshot of Job records

Under the job section, you can generate a snapshot report to capture a previous year's job details as shown in the image below. Should you wish to verify an employee's employment for a specific date in the past, you may do so by selecting that date and then checking the job information for that date.

Once you have visualized the employee's previous record details through the Snapshot feature, you can exit from that window by simply clicking on the snapshot exit icon shown below. 

• Create Document and Email Integration

The OrangeHRM system aids HR administrators in efficiently managing employee communications through various document types such as employment letters, job confirmation letters, internship confirmation letters, visa-related letters, contract completion letters, and more. This is made possible by the document templates feature.

The “Preview and Email” option, has been to streamline the process. This option allows HR administrators to directly send these documents via email to employees from within the system, eliminating the need for manual downloads and external email clients.

Click the Email Icon. A Preview Screen will appear, showing the document content. After reviewing the document, click the Preview button. 

This will open the Create Document Screen where you can finalize the document. you’ll see options to Export the document in either PDF or DOCX format. Select the format you need, and the document will be exported.

Once the document is ready, click the Email Document button. The Email Template will appear, where you can fill in the recipient's details, subject, and message. After completing the necessary information, click Send to distribute the document directly to the employee.

• Job history and add history records 

All updates, modifications, and transactions that have been made to an employee's information is tracked and can be viewed via the Job History section in the Job tab:

 

It is possible to edit the job history records by clicking the edit icon in front of the record and if you wanted to add a history job record, you can click the "Add Job History" icon and add the job history records by selecting the effective date and the field that needs to be changed.

• Upload attachments 

If you are required to upload any job-related attachments, you can go to the attachments section and upload the documents. 

• View Audit Log

If you wanted to view the changes to the job section you may select the "Audit Log" to view the changes to the employee job section. 

 

Salary

The Salary tab contains all of an employee's salary information and data. In the Salary section based on the accessibility that the HR admin has given for you, it is possible to update the employee salary details, view or add Salary history records, view audit logs and upload any attachments. 

 

Salary earnings and deductions can be enabled and recorded for each respective employee profile. Based on the salary earnings and deductions that are recorded, the OrangeHRM system will calculate the salary's cost to the company, total deductions, and total payable to the employee:

All updates, modifications, and transactions that have been made to an employee's information are tracked and can be viewed via the Salary History section in the Salary tab.

In the salary history section if there are any salary increments or decrements are tracked under the "Percentage change". 

 

More

The More tab contains additional tabs about an employee's profile. These tabs can be used to record additional important and useful employee information. Custom and default tabs can be found in the More tab. The More tab contains the following default tabs,

• Contact Details:
  • Maintains an employee's contact information including work email.
  • Work email is a very important field as it is used for email notification purposes.  
• Social Media Details:
  • Maintains an employee's social media information and links.
• Emergency Contacts:
  • Maintains an employee's emergency contact information.
• Dependents:
  • Maintains an employee's dependents' information.
  • It is important to complete fields in this tab if dependents' information is needed for leave requests and leave type configurations.
• Immigration:
  • Maintains an employee's passport and visa information.
  • Tracks important dates (such as expiration date) and sends out notifications accordingly.
• Report-to:
  • Used to add and assign an employee to their respective supervisor(s) and/or subordinate(s).
• Qualifications:
  • Maintains an employee's qualifications.
  • Qualifications include work experience, education, skills, languages, and licenses.
• Memberships:
  • Maintains an employee's membership information.
  • Tracks important dates (such as renewal dates) and sends out notifications accordingly.
• Direct Deposit:
  • Maintains an employee's bank account and direct deposit information.