Managing Employee Profiles

Once employees are in your system, you can view, edit, and manage their profiles. Each employee has a detailed profile with all their information.

Viewing Employee Details

1. Access Employee Profile

   • Go to Employees page
   • Click on an employee's name or row
   • Or click the "View" button/icon
   • Opens the employee's detailed profile page

2. Employee Profile Information

   • Personal Information: Name, PIN, status
   • Employment Details: Type, department, hire date
   • Compensation: Salary/wage information
   • Time Logs: History of check-ins and check-outs
   • Shifts: Scheduled shifts and assignments
   • Time Off: Vacation and time-off records
   • Statistics: Hours worked, attendance summary

3. Profile Sections

   • Overview tab: Basic information
   • Time Logs tab: Check-in/check-out history
   • Shifts tab: Schedule assignments
   • Time Off tab: Vacation and absences
   • Statistics tab: Summary and analytics

Editing Employee Information

1. Open Edit Form

   • Go to Employees page
   • Find the employee you want to edit
   • Click the "Edit" button (pencil icon)
   • Or click on the employee and then "Edit"

2. Make Changes

   • Update any field as needed
   • Change name, PIN, department, etc.
   • Update salary or wage information
   • Modify employment type if needed

3. Save Changes

   • Click "Save" or "Update Employee"
   • Changes are saved immediately
   • You'll see a confirmation message

What Can Be Edited:

• ✅ Name (first and last)
• ✅ PIN (with validation)
• ✅ Department assignment
• ✅ Employment type
• ✅ Salary/Wage information
• ✅ Status (Active/Inactive)
• ✅ Paid vacation days

Important Notes:

• PIN changes require validation (must be unique)
• Changing employment type may affect payroll calculations
• Status changes take effect immediately
• All changes are logged for audit purposes

Updating Employee Status

Active vs. Inactive:

• Active: Employee can check in/out via kiosk
• Inactive: Employee cannot use kiosk (but data is preserved)

When to Change Status:

• Set to Inactive: Employee leaves, goes on extended leave, or is terminated
• Set to Active: Employee returns, new hire, or re-activation

How to Change Status:

1. Go to Employees page
2. Find the employee
3. Click the status toggle or dropdown
4. Select Active or Inactive
5. Status updates immediately

Status Change Effects:

• Inactive employees cannot check in/out
• Their historical data is preserved
• They don't appear in active employee counts
• Can be reactivated at any time

Changing Employee PINs

When to Change PIN:

• Employee forgets their PIN
• Security concern (PIN compromised)
• Employee request
• Administrative decision

How to Change PIN:

1. Edit the employee profile
2. Update the PIN field
3. Enter a new 4-digit PIN
4. System validates it's unique
5. Save the changes

PIN Change Considerations:

• New PIN must be unique
• Employee needs to know the new PIN
• Old PIN stops working immediately
• Consider notifying the employee

PIN Security:

• Don't use obvious PINs
• Keep PIN changes documented
• Inform employees of changes
• Consider using employee ID numbers

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Next: Employee Organization