A person's profile

Click a name in Team → People to open their profile. The links under their name open each part: Profile, Job, Time off, Documents, Tasks, Goals, Pay and Notes. Each part shows only to people allowed to see it.

Profile

• Work: job title, department, location, manager, work email and phone, start date and birthday. Change these on the Job tab.
• Personal: first and last name, preferred name, personal email and phone, address and birthday. Click Save under them.
• Emergency contacts: up to three, each with a name, relationship, phone and email. Click Save emergency contacts.
• Photo: click Choose a photo and Upload. Your team sees it in the directory and org chart; it isn't put on the website.
• Signing in: invite them, send the link again, link an existing sign-in, or turn their sign-in off. See Add people and invite them to sign in.
• Their data: Download their data. See When someone leaves.

The person can change their own personal details, emergency contacts, birthday and photo from their Me pages.

Birthdays

The birthday is optional: month and day, and the year if you want. It shows in the directory and the Celebrations card only when Show the birthday (month and day) in the directory and Celebrations is ticked. People can tick it for themselves.

Job

1. Change the Job title, Department, Location, Manager, Kind of work or Status (Active or On leave).
2. Choose the Time-off policy, or leave The one that matches.
3. Set when the Changes take effect on, for example the date of a promotion.
4. Click Save job details.

Job history

Every change of title, department, manager, kind of work or status is added to Job history by itself, with the date it takes effect. You never type the history yourself.

Equipment

Keep track of what the business lent them: a laptop, a tablet, keys, a fuel card.

1. Open Lend something.
2. Type What, a Serial or number if it has one, and the date it was Given on.
3. Click Add.

Each item shows Not returned yet until you click Returned today. A leaving checklist can mark everything returned at once.

Notes

The Notes tab holds Private notes: only Team managers and Administrators see them, and they're stored encrypted. The person never sees them, and neither do their managers.

Custom fields

Need something Team doesn't have, like a T-shirt size or a forklift license expiry? An Administrator adds custom fields in Team → Settings → Custom fields:

1. Click Add a field.
2. Type its Name and choose its Kind: Text, Date, Choice, Yes or no or File.
3. Choose Who sees it: Everyone (in the directory), Their managers, or Team manager and Administrator only (stored encrypted).
4. Tick The person can change it if they may fill it in themselves.
5. Click Save the field.

Who sees what

Every time someone opens a person's pay or private fields, it's written in Team → Settings → View log.