Edit employee details
Open the correct employee record, choose the section you need, and review your changes before saving. Each section opens in a side panel so you can focus on one part of the record.
Access needed
Access depends on your assigned permissions and workflow scope.
- Open employee records
employees.readPersonal information, compensation and history have additional requirements below.
Role and permission labels
Typical responsibility: HR or authorized reader. Role names alone do not grant access.
- Read employee records
- Save employee details or reporting assignments
employees.updatePersonal-data read access is separate. If required personal fields are masked, arrange authorized access rather than supplying invented values.
Role and permission labels
Typical responsibility: HR record editor. Role names alone do not grant access.
- Update employees
Demo screenshots may show broader access than your account.
Before you change anything
Find the employee and check their employee number as well as their name. Confirm the information with the person or the appropriate HR record before replacing it.
You need permission to update employees. Personal-data access is also needed for the ordinary edit form. If information is restricted, ask your administrator to review access; do not fill masked fields with guessed values.
Open and save a section
- Open the employee's Details tab
Open the full employee record and select Details. Find the section you need: Personal, Contact, Identification, or Employment.
- Choose the section's Edit action
Select the Edit button beside that section. Check the panel title before entering information.
- Make and review your changes
Change only the intended fields. Save changes becomes available when the form has a valid change and your account can save it. Use Cancel to discard the unsaved edits.
- Save once, then check the result
Select Save changes and wait. After success, check the values on the record. If an error appears, review it and verify the current record before retrying; an unclear result should not lead to repeated submissions.
Personal details
Select Edit personal details to change first, middle, or last name, date of birth, or gender. First and last name, birth date, and gender are required. Use the person's correct details rather than a placeholder date or an assumed gender.
Contact details
Select Edit contact details to update the employee record's Email or Phone number. Enter a valid email address. Clearing an optional phone number removes that value when you save.
This form updates the employee record. Do not assume changing its email also changes the person's sign-in account. Coordinate sign-in changes with your workspace administrator. Alternate phone, personal email, and payment details follow separate change-request workflows rather than this contact editor.
Identification
Select Edit identification to update National ID or Passport number. Both are optional. Check identifiers carefully, including any leading zeros. Clearing an existing optional identifier removes it when saved; do this only when the record should no longer contain that value.
Employment, reporting, and address
Select Edit employment to review department, position, manager, employment type, probation, notice period, and address fields.
| Field | How to handle it |
|---|---|
| Department | Choose the employee's department. Use the clear control only when you intend to remove the assignment. |
| Position | Choose the job the employee holds. Review it after changing the department; do not assume the existing selection still fits. |
| Manager | Select the person the employee reports to. Clear it only when no manager should be assigned. An employee cannot be their own manager. |
| Employment type | Select the applicable employment arrangement. |
| Probation end date | Enter the intended date, no earlier than the hire date. Leaving it blank keeps the existing date; it does not reset probation. |
| Notice period | Select the intended override. Leaving it blank keeps its current value. |
| Address | Update the address fields in this panel. Include a street address if you provide other address details. |
Department hierarchy, department manager, and employee manager have different meanings. See Reporting structure before changing reporting relationships.
What this form does not change
Employee number, hire date, and employment status are not ordinary editable fields here. Status, termination, and dated job changes have separate workflows. Pay changes also use their own area and access requirements. Do not change unrelated fields to work around an unavailable action.
On a phone
The same editor opens on a smaller screen. Scroll within the panel to reach fields lower down, and review the panel title and employee record before saving.
Troubleshooting
| Problem | What to do |
|---|---|
| Edit is unavailable | Ask your administrator to check employee-update and personal-data access. |
| Save changes is disabled | Check whether anything has changed and whether required fields are complete. Restricted personal data can also prevent editing. |
| A department, position, or manager is unavailable | Check the selection and your access. Create missing organization records through the appropriate workflow rather than entering a substitute. |
| You want to remove a relationship | Use its clear control, then review and save. Closing the panel without saving does not remove it. |
| A save reports an error | Keep the intended values, check the current record, and share the action and error message with your administrator if it continues. Keep private employee details out of support messages. |
After saving, reopen the relevant section if you need to verify the stored value. For a manager change, also review the permitted organization chart once the reporting information has refreshed.