My profile: viewing and updating my information

Your profile brings together the information your company holds about you: identity, contact details, address, bank details, employment, and the module tabs (absences, attendance, documents…). This article explains how to view it, update your information and follow a change submitted to HR. A final part is for administrators who choose what profile headers display.

Before you start #

• What you see and change depends on your role’s permissions, section by section, in the role matrix (for example View section — Informations Biographiques). With the All employees role, you can view your profile and change nine sections; seven of them go through HR approval (see below).
• Changing your photo and cover requires the Edit the profile header (photo, cover) permission at the Execute level, which All employees holds by default.
• Configuring profile headers requires the Profile header permission: Access level to open the screen, Execute to change it. By default, only the administrator holds it.

Opening your profile #

Three routes lead to it: My Profile in your account menu (your photo, top right), the My profile quick action on the dashboard, or quick search. The profile opens on its first section.

The header #

The header shows your photo, your name, your employee ID and, depending on your company’s setting, your position, office, department, team, local time, email, phone, manager and peers. You will also find:

• today’s presence badge: Present today, Working remotely today, On a business trip today or On leave today;
• the Profile completion indicator, as a percentage;
• your description: click Add a description (or the pencil next to the text), write a few words (1,000 characters at most), then Save;
• your photo: click it (Change profile picture) to upload another one;
• Change cover, for the header background image.

If you have several contracts, the header lets you choose the contract displayed: the manager, team and office in the header follow that choice, as do the dashboard counters.

Tabs and sections #

Below the header, a row of tabs leads to the Profile tab and, depending on your permissions and your company’s modules, to Absences, Presence, Expense Notes, Performance, Documents, Remarks, History… Each is described with its module: for example Requesting, editing and cancelling an absence or Filling in and submitting your timesheet. The Documents tab gathers your HR documents; History, what has happened to your record.

In the Profile tab, the left-hand column lists the sections: Biographical information, Personal Information, Dependents, National ID, Contact Information, Social Account, Address, Bank Details, Emergency Contact, then the employment sections. Your company may rename, add or hide sections.

Changing a section #

Depending on the section, a change takes one of these three forms:

• Simple section: click the pencil to the right of the title, change the fields, then Save.
• Dated section (a clock to the right of the title): click the clock. The Change History window lists the successive versions; click New Record, enter the Effective as of date, change the fields, then Save. The previous version stays in the history.
• Section with several entries (identity cards, bank accounts, emergency contacts, social accounts…): Add New creates an entry; each card is edited or deleted on its own.

A missing pencil, clock or button means your role does not allow that action on that section.

Changes approved by HR #

On your own profile, changes to seven sections are not written straight away: Biographical information, Personal Information, Dependents, National ID, Contact Information, Address and Bank Details. Social Account and Emergency Contact are saved directly.

1. You save your change as usual. The message “Change sent to HR for approval: it will be applied once approved.” confirms it has been sent. Attachments go with the request.
2. A banner appears above the section: Change sent to HR, the date sent and “waiting for approval”. View details shows, field by field, the current value and the proposed value.
3. While the request is waiting, the section is locked: a second change is refused. Withdraw my request cancels it if you want to redo it.
4. HR decide in Workflows › Employees (see Flows & approvals). If approved, the change is saved as you entered it; if refused, the section keeps its values. Either way, the banner disappears.

The workflow is called “Validation RH — modification de sa fiche par le salarié”. Illizeo creates it, active, with the first request: the decision lies with an HR Manager, failing that an administrator. It is configured or switched off in Settings › Manage Employees › Workflows; when switched off, changes are written directly. For bank details, if your company has enabled approval of payroll data changes, that workflow applies instead.

For administrators: the profile header #

The Settings › Manage Employees › Profile header screen chooses the information displayed in every employee’s profile header. It has three blocks:

1. Open Settings › Manage Employees › Profile header.
2. Switch each item on or off with its toggle, or use Show all / Hide all on a block.

There is no save button: each toggle is saved immediately, and the counter at the top of the screen shows how many fields are visible. The setting applies to every profile in the company.

Good to know #

• HR approval only applies when someone who is neither an administrator nor an HR Manager changes their own profile. A manager or HR person updating an employee’s profile saves directly.
• The cover of your profile header is remembered in your browser: on another device, you see the default image.
• Your password and two-factor authentication are not managed in the profile: see Security & compliance.

FAQ #

I cannot change my address: the form rejects my entry. #

A change to this section is probably already waiting for an HR decision: the banner above the section says so. Wait for the decision or click Withdraw my request, then enter it again.

How do I know whether HR accepted my change? #

The banner disappears as soon as a decision is made. If the new values appear in the section, the change was accepted; otherwise, it was refused.