Edit the personal profile of an employee

Modified on Wed, 21 Feb 2024 at 10:47 AM

After creating the profiles of your employees, you can add further information and take several actions. In this article, we will review all the actions you can take to, first, fill in the remaining relevant information of your employee, and second, understand what actions you can take from their profile.


Note: Check out this video on how to assess the employee profile in Kenjo!

Public profile

Every employee has a public profile which all of their co-workers can view. The public profile shows the employee display name, picture, position, who he or she reports to, and their office, team, department and division, if any. Optionally, the employee can fill out the bio and allow their co-workers to get to know them a little better. From this menu, any employee can send a public shoutout that will be displayed in the home page!

Note: As an Admin or HR Admin, you can access to the employee's personal document section or time off directly from their public profile. However, other employees will not be able to see this section.

Personal profile 

What is the personal profile of an employee?

When you created your employee, either by manually adding them to Kenjo or by importing their data, you filled in certain information about them, such as their personal data, their work email, their department and role, their work schedule, the time off policies that correspond to them, and if they need to track attendance or not. Here is an overview of all the data that you had to enter. 

However, this information is not enough to run the HR processes completely. As an Admin or HR Admin, you can enter to your employees' personal profile in People > Employee Profile > Personal tab. Each employee will also have access to their own personal profile (but, of course, not the the personal profile of other employees). In the personal profile of an employee, you and them will find the following sections: 

  • Personal
  • Work
  • Address
  • Home
  • Financial
  • Emergency
  • Confidential

On each section, you will have different fields with information. Some of these fields will already be filled with the information you added when creating or importing your employees' data. Some others, however, will be empty. We recommend that you request your employees to fill in their remaining information once they start using Kenjo.

Contract end date

The Contract ends date refers to the last day of employment as set in a contract (normally used for fixed-term employment contract for now)Setting a contract end date is for internal information (employee can see it) and does not initiate automatic employment termination on that date.

Impact of setting this date:

  • Time off end date proration (when enabled in the policy)
  • Workflows if configured to use this dateTermination date

The termination date implies a permanent termination of employment rather than the end of a fixed-term contract.As such, the termination of employment applies to both fixed-term and an open-ended employment contracts (private information)

Impact of setting this date:

  • Salary proration for the last month.
  • Removed from the DATEV payroll (1 month after the termination date so they are paid for the last month)

Note: You can always create new employee fields. To do so, follow the instructions explained in this article. 

Can my employees modify all parts of their personal profile?

No. As an Admin or HR Admin, you can edit all the fields of the personal profile of an employee. However, the work section and work schedule section cannot be modified. To see a full list of the permissions that your employees have when it comes to their personal profile, go to Profiles and Permissions > Employee profile (or the corresponding customized profile that you haver created for them). 

There are other actions that only you, as an Admin or HR Admin can take from the personal section of an employee. Let's look at which are those.

What actions can I take as an Admin from the personal profile of an employee?

On the right-hand side of the personal tab, you can see the profile actions that you can take from the employees' personal profile. These actions will depend on many functionalities that you might or might have not set up at this point. 

  • If you use DATEV, you can see the fields corresponding to the export.
  • Under TRIGGER WORKFLOW, you can trigger a pre-set workflow for this employee. When clicking on the option, you will find a list of all the workflows that you have created. 
  • You can also enable/disable attendance tracking.
  • If you added the employee's personal work email when created his/her profile, you can change it by clickig on CHANGE WORK EMAIL
  • If after activating your employees, they did not receive the email invitation OR you added them manually without activating them when creating their profile, use the option ACTIVATE EMPLOYEE to email them with a link to activate their account. 
  • Lastly, you can activate Shiftplan.

What else can I do from the personal profile of an employee?

In the personal profile of an employee, you can set up an email signature and view the history.

  • Email signature

You can also add an email signature to the employee's profile. This email signature would appear as the employee's signature whenever they send an email from Kenjo. This is usually the case when contacting candidates through our recruiting module. For example, you can add an email signature to your personal profile. Then, when you communicate with your candidates in Recruiting > Inbox, you can add your email signature to the email automatically. See the example below:

  • View history

Finally, you can view the history of actions that you, as an Admin or HR Admin, or the employee have performed in their personal profile.

Compensation tab

In the compensation tab, you can manage your employee’s salary. Visit this article to learn more: Add Employee compensation.

Attendance tab

If you have activated time recording for the specific employee, you will find an overview of the recorded times in this area. Visit this articles to know more: View Attendance summary of an employee

Payroll tab

In the item Payroll, you will find an overview of the employee's salaries for the current year. You can manage and view the individual payslips in the Smart Docs area 

Performance tab

In the Performance tab, you can see an archive of all the performance review that your employees have completed in the past, and also the ones that they yet to complete. 

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