CRM Logo

Edit Employee Details

This guide explains how to update and manage employee records in the HRMS system. It covers personal details, contact information, job-related data, access settings, and more.

Learning Objectives

After completing this guide, you’ll be able to:

  • Locate and access the employee edit functionality
  • Update personal, contact, and employment information
  • Modify access rights, roles, and notifications
  • Upload or replace documents
  • Save updates and verify accuracy

Getting Started

Prerequisites

Before editing employee details, ensure that you have:

  • HR Admin or Manager Access – Required to make changes
  • Employee ID – To quickly locate the employee
  • Updated Information – The correct data for modification
  • Approval Authority – If certain changes require higher-level approval

Editable Information

You can update:

  • Personal Details (name, date of birth, marital status, etc.)
  • Contact Information (addresses, phone numbers, emails)
  • Employment Data (department, salary, reporting manager)
  • System Access (roles, permissions, login preferences)
  • Emergency Contacts (primary and secondary)
  • Documents (upload, replace, or remove)

Step-by-Step Process

Step 1: Locate the Employee

  • Navigate to Employees > Directory
  • Use the search bar or filters (ID, name, department, email)
  • Select the employee’s name to open their profile
  • Click Edit (top-right corner of the profile page)

Tip: Use the employee ID for the fastest search.

Step 2: Update Personal Information

  • Basic Info: First name, last name, date of birth, gender, marital status, blood group
  • Identity Info: UAN, PAN, Aadhaar, passport details

Note: Employee ID is usually fixed. Identity changes may require supporting documents.

Step 3: Update Contact Information

  • Current Address: Street, city, state, postal code, country
  • Permanent Address: Copy current or update separately
  • Contact Details: Primary/secondary phone numbers, primary/alternate emails

Step 4: Update Employment Information

  • Job Details: Department, designation, reporting manager, employment type, work location
  • Key Dates: Probation, confirmation, contract end (joining date is fixed)
  • Compensation: Salary, currency, payment frequency, bank details

Note: Salary, department, or role changes often require HR/Admin approval.

Step 5: Update Emergency Contacts

  • Primary Contact: Name, relationship, phone, email, address
  • Secondary Contact: Same fields as primary

Step 6: Update System Access

  • Account Settings: Username (fixed), password reset, role, permissions
  • Notifications: Email alerts, manager notifications, system alerts

Step 7: Manage Documents

  • Replace Existing: Select document → Replace → Upload new file → Save
  • Add New: Click Add Document → Choose type → Upload → Save

Saving & Verification

  • Review – Check all fields for accuracy and required data
  • Save – Click Save Changes and wait for confirmation
  • Verify – Ensure success message appears and change log is updated

Post-Save Actions: Notify employee, update related systems, generate updated reports, and record in audit log