Contacts and dependents
Use the Family tab to record people associated with an employee. Contacts hold ways to reach someone, such as an emergency contact. Dependents hold family relationship and personal details.
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
- View contact and dependent details or photos
employees.pii.readRole and permission labels
Typical responsibility: Authorized personal-data reader. Role names alone do not grant access.
- Read employee personal data
- Add, edit or remove contacts/dependents and their photos
employees.updateReading stored details or photos still needs employees.pii.read.
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.
Open the Family tab
Find the employee, verify their employee number, and open the full record. Select Family. If it is off-screen, use the tab-strip arrows to reveal more tabs. It contains separate Contacts and Dependents lists.
Viewing this information requires personal-data access. Adding, editing, and deleting these records requires employee-update access. If existing records are restricted, do not assume the lists are empty or create replacements without checking with your administrator.
Add a contact
- Open the contact form
In Contacts, select Add contact. Check that you are working on the intended employee's record.
- Identify the person
Enter their first and last names. Choose the appropriate Contact type, such as Emergency or NextOfKin, and add their relationship when known. Contact type is fixed after creation, so check it before saving.
- Add contact information
Enter an email address or phone number when available. Email must be valid if supplied. Mark Primary contact if this is someone HR should contact first. An optional address needs a street address if any address fields are filled.
- Review and save
Check spelling, contact type, and contact information. Select Save contact once, wait for success, and verify the new row. Choose Cancel to discard the unsaved draft.
Add a dependent
In Dependents, select Add dependent and complete the required details:
| Field | What to enter |
|---|---|
| First name and Last name | The dependent's correct name. |
| Relationship | Their relationship to the employee, such as Child or Spouse. |
| Date of birth | The correct date, after 1900 and not in the future. |
| Gender | The recorded value from the available choices. |
| National ID | Optional. Include it only when your organization needs to hold it. |
Where offered, Custom relationship… lets you enter a relationship that is not in the list. Use clear wording rather than selecting an inaccurate relationship just to complete the form.
Review the information, then select Save dependent. Wait for the result and check the saved row. The screenshots show a fictional unsaved example; use the person's actual details in your workspace.
Edit an existing record
Use Edit on the correct contact or dependent row. Review the person's name and relationship before changing values. The form shows the current information; change only what you intend to update and select Save contact or Save dependent.
- Contact type cannot be changed after creation. Ask your HR administrator how to correct a record created with the wrong type.
- Save remains unavailable until there is a valid change. Required fields must remain complete.
- Clearing optional text can remove that information when you save. Check blank fields as carefully as filled ones.
- Photo controls are available when editing an existing record. Follow the photo dialog's preview and confirmation if you need to change a photo; photo access is separate from text details.
Remove a contact or dependent
- Identify the correct row
Verify both the employee and the contact or dependent. Check that removal follows your organization's record-retention process.
- Review the deletion
Select Delete on that row. The confirmation explains that the selected contact or dependent will be archived.
- Confirm or cancel
Confirm only when the selected record should be removed. Choose Cancel to keep it. After success, check the list. Do not assume that the screen offers an undo or restore action.
Removing one of these records does not delete the employee.
On a phone
The form opens in a panel sized for the screen. Scroll within it to review all fields and reach the footer. Check the panel title so you know whether you are saving a contact or a dependent.
Troubleshooting
| Problem | What to check |
|---|---|
| Existing records are restricted | Ask your administrator to review personal-data access. Restricted data is not proof that there are no records. |
| Save is unavailable | Complete required fields, correct invalid email or date values, and make a change if editing an existing record. |
| An address is rejected | Add a street address when providing other address details, or leave the entire optional address empty. |
| Contact type is disabled | It is fixed after the contact is created. |
| Several contacts are primary | Review each contact's primary setting; selecting one does not clear the others. |
| A save fails | Keep the intended information and check the current list before retrying. If it continues, report the action and message without sharing private family details. |
Only record information needed for your organization's purpose. Avoid including private contact or dependent details in support screenshots or messages.