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Employee Profile

This guide explains how to view, edit, and manage employee profiles in the HRMS system. Profiles contain all personal, employment, and compliance information for each employee.

What You’ll Learn

By the end of this guide, you’ll know how to:

  • Access employee profiles
  • Navigate profile sections
  • Update profile details
  • Upload and manage documents
  • Track history and changes
  • Export or print profiles

Getting Started

Prerequisites

  • Employee Access → View your own profile
  • Manager Access → View team member profiles
  • HR Access → View and edit all profiles
  • Complete Data → Profiles should contain up-to-date employee information

Profile Sections

Each profile is organized into tabs:

  • Personal Information – Basic details and identity proofs
  • Employment Details – Job, department, and salary info
  • Contact Information – Current, permanent, and emergency contacts
  • Documents – Uploaded certificates and proofs
  • History – Record of employment changes

Accessing Employee Profiles

Step 1: Open a Profile

  • Go to Employees > Directory
  • Search for the employee
  • Click the employee’s name
  • View the profile overview

Step 2: Use Profile Tabs

Navigate between tabs to find specific information:

  • Personal – Personal and identity details
  • Employment – Job and salary details
  • Contact – Addresses and phone/email info
  • Emergency – Emergency contacts
  • Documents – Uploaded employee documents
  • History – Change logs and past records

Personal Information Tab

  • Basic Details – Name, DOB, gender, marital status, nationality, blood group
  • Identity Information – Employee ID, UAN, PAN, Aadhaar, passport, driving license
  • Profile Photo – Upload/change photo (check format and approval rules)

Employment Information Tab

  • Job Details – Department, designation, reporting manager, employment type, location, schedule
  • Important Dates – Joining, probation, confirmation, promotions, contract expiry
  • Compensation – Basic salary, CTC, payment frequency, bank details, tax info

Contact Information Tab

  • Current Address – Residential/office address, city, state, postal code
  • Permanent Address – With “same as current” option and verification status
  • Contact Details – Phone numbers, primary/alternate emails

Emergency Contacts Tab

  • Primary Contact – Name, relationship, phone, email, address (priority contact)
  • Secondary Contact – Additional emergency contact details

Documents Tab

  • Required Documents – ID proof, address proof, education/experience certificates, medical records
  • Document Management – View, download, upload, replace, delete document
  • Status Tracking – Verified, pending, expired, or missing documents

History Tab

  • Employment History – Promotions, transfers, salary changes
  • Change Log – Details of recent updates (who, when, what, why)

Profile Actions

Edit Profile

  • Click Edit Profile
  • Make changes
  • Save updates
  • Review edits

Export Profile

  • Click Export
  • Select format (PDF/Excel)
  • Choose sections
  • Download file

Print Profile

  • Click Print
  • Select sections
  • Preview
  • Print

Troubleshooting

Profile Not Loading

  • Error: Profile not found
  • Fix: Verify employee ID and access permissions

Cannot Edit Profile

  • Error: Cannot edit profile
  • Fix: Check role-based permissions

Documents Not Uploading

  • Error: Upload failed
  • Fix: Ensure file size and format are supported

Best Practices

  • Keep data updated and accurate
  • Upload and renew documents on time
  • Use search and filters for quick access
  • Review change logs regularly
  • Handle sensitive data responsibly