Edit another Employee's Profile

Employee profiles store personal and employment information in one place. Users with the User Admin or HR Admin permission can edit another employee’s profile to keep employee records up to date. If your organization uses the ADP Bi-Directional Connector with ADP as your system of record, some employee information is managed in ADP and cannot be edited in ClearCo.

In this article:
Locate the Employee Profile Editor
Edit Employee Profile Information
Employee Profile Sections
Add Files or Documents 
FAQ
Additional Resources

Locate the Employee Profile Editor

  To edit another employee’s profile, you must have the User Admin or HR Admin permission.

You can open the profile editor in two ways:

• Colleague search (recommended for active employees).
• User setup (recommended for terminated employees).

Colleagues Search

Access through colleague search

Use the colleague search to quickly locate and edit active employees.

Steps

1. From the search bar in the top-right corner, select Colleagues from the dropdown menu and enter the employee’s name.
   
2. Select the employee from the search results.
3. On the employee profile, select Edit profile.

Access through user setup

Use user setup to locate employees, including terminated employees.

Steps

1. Navigate to Tools > Setup.
   
2. Under Organization setup, select Users.
3. Enter the employee’s name in the search bar. Use filters as needed to narrow results.
4. Select the employee’s name.
5. In the employee pop-up, select View profile.

---

Edit Employee Profile Information

In the profile editor, you can view and update employee information, including contact details, employment history, compensation details, and documents.

• Editable fields display a blue dotted underline.
• Fields shown in red text do not currently contain saved information.

ADP System of Record

If your organization uses the ADP Bi-Directional Connector and ADP is configured as your system of record, some employee fields may be managed in ADP. Your connector configuration determines which fields can be edited in ClearCompany.

• Data Fields toggled "On" for ADP management cannot be edited in ClearCompany.
• Data Fields toggled "Off" remain editable.

When viewing an employee synced with ADP, a yellow banner appears at the top of the profile editor.

To update a field managed by ADP:

• Update the employee record in ADP.
• Wait for the next automated hourly sync.
• Changes will sync to ClearCompany automatically.

Field indicators

• Blue dotted underline = editable in ClearCompany.
• Gray field with no underline = managed in ADP and not editable in ClearCompany.

---

Employee Profile Sections

The profile editor is organized into sections.

General information

Use this section to update employee details such as personal information, contact details, and employment status. Click into a field to add, clear, or update the value.

---

Employment history

Use this section to manage the employee’s role history within your organization.

You can:

• Select Add to create a new entry.
• Select Delete to remove an entry.

You can also import a CSV file to update employment history for multiple employees.

---

Compensation history

Use this section to manage employee pay details and compensation changes. This information is typically used by clients with the ADP System of Record or People Analytics. 

Only users with the HR Admin permission can view compensation information.

You can also import a CSV file to update compensation history for multiple employees.

---

Prior employment history

Use this section to manage work history before the employee joined your organization. This information may populate from the resume submitted during the hiring process.

---

Third-party employee IDs

Use this section to store employee IDs used by integrated third-party systems, such as payroll providers.

These values must be entered manually.

---

Add files or documents

The Files tab stores onboarding documents and manually uploaded personnel files. Navigate to the User Profile and select Files.

Only users with the HR Admin permission can view or manage employee files.

Employee files

The Employee files section stores files uploaded manually by an HR Admin.

To manage files:

• Select Add personnel files to upload a file.
• Select the X icon to delete a file.

Supported file types: PDF, DOC, DOCX, RTF, TXT, ASCII, HTML

• File size limit: 10 MB

To view previous versions of a file, select the version icon.

Hiring files

The Hiring files section stores recruiting and onboarding files, including:

• Resume
• Cover letter
• Completed onboarding packet PDFs

To add or remove hiring files, manage them in the candidate profile under Documents & links.

---

FAQ

Who can view an employee profile?

Users with the Goal Alignment permission can search for and view employee profiles. These users can only view limited profile information, such as:

• Mission statement
• Goals (based on visibility settings)
• Email
• Role information

Who can see the documents & files attached to employee profiles?

Only users with the HR Admin permission can view files attached to employee profiles. Employees cannot currently view their own Files tab.

---

Additional Resources

Edit Your User Details and Account Settings
ADP Integrations Overview
Security Group: Permission Definitions