Edit another Employee's Profile

Employee profiles store necessary personal and employment information all in one place. Individuals with the User Admin and HR Admin user permissions can edit the details of another employee's profile, allowing you to maintain accurate records. If your organization utilizes the ADP Bi-Directional Connector with ADP as your System of Record, certain details are managed by, and can only be edited within, ADP. Jump to this section to learn more about editing employees with ADP System of Record.

In this article:
Locate the Employee Profile Editor
Edit Employee Profile Information
Add Files or Documents 
FAQs  

Locate the Employee Profile Editor

  Before you can access the employee profile editor and modify information, you must be assigned the User Admin and HR Admin user permissions.

There are two ways to access the editor for an employee profile in ClearCompany, a Colleague Search or via User Setup. We recommend using the Colleague Search to edit an Active employee and User Setup to edit a Terminated employee. 

Colleagues Search

Only individuals with the User Admin and HR Admin user permissions will be able to access the profile editor via the Colleague search lookup. To learn more about who can search for and view employee profiles, visit this FAQ.

Step-by-step Instructions

1. Head to the search bar in the top right corner and select Colleagues from the drop-down menu.

   

2. Begin typing the name of the individual you are looking for and select their name from the results.

   

3. This will bring you to their employee profile. Click the Edit Profile button located at the top.

   

4. You will be taken to the Profile Editor page. Continue reading the section below to learn how to make updates to the profile.

   

Via User Setup

Step-by-step Instructions

1. Navigate to Tools > Setup and select Users from the Organization Setup column. 

   

2. Type the name of the employee into the search bar, located in the top right. You may use additional filters to locate certain employees. 

   

3. Click on the name of the user you wish to edit and click View Profile from the employee pop-up.

   

4. Once you've selected the employee whose profile you wish to edit, you will be taken to the Profile Editor page.

   

5. Continue reading the section below to learn how to make updates to the profile.

 

Edit Employee Profile Information

Once you have selected the individual's profile you wish to edit, you will be taken to the Profile Editor. This is where you can view and edit general contact, employment history, and compensation information, as well as upload and view documents, files, and vendor information. Any of the fields with a blue dotted line underneath are editable. If the text in the field is red, this indicates there is no information saved for that particular field.

If your organization utilizes ADP as a System of Record, the employee editing capabilities available to you will vary. Open the menu below to learn more.

ADP System of Record Clients

If your organization utilizes the ADP Bi-Directional Connector and ADP is set as the System of Record, the employee profile fields that you can edit in ClearCompany are determined by your Connector Configuration Settings.

As shown in the example image below, you will be unable to edit employee data fields toggled "On" in ClearCompany and will instead need to modify the employee record in ADP. Fields toggled Off can be edited and managed within ClearCompany. 

When viewing the profile editor for an employee, you will see a yellow message indicating if the employee is synced to a record in ADP.

Fields that are eligible for editing within ClearCompany will have a blue dotted underline, while ineligible fields, those managed by ADP, will appear grayed out with no underline. To change data for a field managed by ADP, first update the employee record directly within ADP. The changes will reflect in ClearCompany after the next automated hourly sync.

Employee Profile Information Sections

1. The General Information section includes basic employee information such as gender, birthday, address, Social Security Number/Social Insurance Number, and employment status. Click into a field to add, clear, or update the value.
2. The Employment History section lists the various positions and dates within each Role the employee has held at your organization.
   • Entries can be added or deleted by using the ADD  and DELETE buttons. Alternatively, you can import a .CSV file of employment history to update multiple users at once.

3. The Compensation History section lists the current pay and any pay changes the employee has received while at your organization. Only individuals with the HR Admin user permission can view compensation data in ClearCompany. This information is typically used by clients with ADP System of Record or People Analytics. 

   • Entries can be added or deleted by using the ADD  and DELETE buttons. Alternatively, you can import a .CSV file of compensation history to update multiple users at once.

4. The Prior Employment History section lists the companies and roles the employee held before working at your organization. The information in this field pulls from the resume that the individual uploaded when applying. 

   • Entries can be added or deleted by using the ADD  and DELETE buttons.
5. The Third-Party Employee IDs section includes any assigned employee IDs for third-party vendors such as an integrated payroll provider. These IDs must be manually entered for each employee. 

Add Files or Documents 

The Files tab of the Employee Profile Editor stores any completed onboarding documents and manually uploaded files. Individuals must have the HR Admin user permission in order to view or edit any files on an employee profile. 

1. Locate the Profile Editor of the employee whose files you wish to edit.

2. Click the Files tab.

   

1. The Employee Files section will show all of the personnel files uploaded manually by an HR Admin user. You can view the name of the file, the date added and who added the file.
   • Files can be added by clicking the + Add Personnel Files button or deleted by clicking the X icon.
     • Supported File Types are .pdf, .doc, .docx, .rtf, .txt, .ascii, and .HTML. Files cannot exceed 10 MB in size.
   •  To view previous versions of the file (if applicable) click the version icon. 
2. The Hiring Files section will list any recruiting files submitted as part of the application, such as a Resume or Cover Letter, and a PDF copy of the completed onboarding packet(s).
   
   • Items in this section will need to be added or deleted through the Candidate Profile Documents & Links section.

FAQs

Who can view an employee profile? 

Users need the Goal Alignment permission in order to search and view other employee profiles. When viewing the profiles, these users will only have access to a limited set of information such as Mission Statement, Goals (depending on Goal Visibility settings), Email, and Role information. 

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

Only those with the HR Admin user permission will be able to see the files on their own and other employee profiles. At this time, employees are unable to see their own Files tab on their profile.