Maintaining the employee profile in an organization is important to keep accurate and up-to-date records of employee information, job history, performance, and personal details. It helps in making informed decisions about employee development, promotions, and benefits, and ensures compliance with employment laws and regulations. Accurate employee profiles can also help to build trust and positive relationships with employees and foster a positive work culture.

The Employee Profile page in the greytHR Admin portal allows you to add/edit the profile details of an employee. The page helps you to keep the employee information up to date.

To view the Employee Profile page, hover the 9 dots and select Employee > Information > Employee Profile.

You can view, add, and edit the following information on the Employee Profile page:

Employee Information
Personal Information
Joining Details
Employee Identity
Education
Address
Background Check
Remarks

You can perform the following actions on the Employee Profile:

View an employee's profile.
Add/edit an employee's profile.

View an employee's profile

To view an employee's profile, from the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Employee Profile.

On the Employee Profile page, from the Employee Type dropdown list, select the required employee type.
In the Search Employee search box, search for the employee whose information you want to view. The employee's details appear.

Ensuring compliance with the upcoming DPDP Act, 2023

To protect employees’ personal information, organizations should start preparing for compliance with the Government of India’s Digital Personal Data Protection (DPDP) Act, 2023, which is yet to be enforced.

As a result, on the Employee Profile page, certain personal information of an employee is hidden by default. This includes:

Government IDs: PAN, Aadhaar, Passport Number, Driving License, etc.
Banking & Financial Details: Bank Account Number, IFSC
Contact Details: Personal Email ID, Personal Phone Number, Address
Employee Information: Date of Birth, Blood Group, Height, Weight, Marital Status, Emergency Contact

You can view this information by clicking the eye icon. If you don’t manually hide it, the system will automatically conceal the information again after fifteen seconds.

Note: This is covered in the DPDP Act 2022/23 of India. Under rule 6 of 6 Reasonable Security Safeguards, Data Fiduciary shall protect personal data in its possession or under its control by applying appropriate technical controls such as encryption, obfuscation, or masking, or the use of virtual tokens.

This ensures an additional layer of security to avoid data leakage via shoulder surfing. Ideally, to protect us from Identity theft, Financial fraud, and Privacy violations.

Add/edit an employee's profile

Employee information

Under the Employee Information section, you can view information such as Name, Gender, Mobile, and Email. To add/edit the employee information, perform the following actions:

From the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Employee Profile.
On the Employee Profile page, click the Edit icon on the Employee Information card. A form appears.
Add/edit the relevant details.
Click Save to add/edit the employee information.

Personal information

Under the Personal Information section, you can view information such as DOB, Blood Group, Father's Name, Marital Status, and Nationality. To add/edit the personal information, perform the following actions:

From the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Employee Profile.
On the Employee Profile page, click the Edit icon on the Personal Information card. A form appears.
Add/edit the relevant details.
Click Save to add/edit the personal information.

Joining details

Under the Joining Details section, you can view information such as First Hired Date, Joined on, Confirmation Date, Status, Probation Period, Referred by, and Notice Period. To add/edit the joining details, perform the following actions:

From the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Employee Profile.
On the Employee Profile page, click the Edit icon on the Joining Details card. A form appears.
Add/edit the relevant details.
Click Save to add/edit the joining details.

Current position

Under the Current Position section, you can view information such as Designation, Grade, Department, Location, and Attendance Scheme.

Note: You cannot add/edit Current Position information; the information auto-populates. The data is automatically fetched from Position History. To edit an employee’s position history, navigate to Position History, and click Employee > Information > Position History.

As an admin you can hide the Current Position section in ESS through user role-based configuration. Other ESS functions, such as Resign and View Timeline, remain unaffected. This helps prevent sensitive or outdated job titles from being displayed to employees, while still retaining the data in audit logs and reports.

To hide display Current Position in ESS, From the greytHR Admin portal, navigate to the Settings icon > User Administration > User > User Roles.

Select the Employee user card and click Edit.
From the Category dropdown list, select EmpInfo Items. A list of features will appears.
Deselect the Read Access and Write Access checkboxes for Current Position.
Click Save to update the changes.

Employee Identity

You can view the details such as Aadhaar, Permanent Account Number, Permanent Retirement Account Number, Bank Account Number, and Election Card under the Employee Identity section.

To add the employee identity information, perform the following actions:

From the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Employee Profile.
On the Employee Profile page, click Add button on the Employee Identity card. The Document Type dropdown list appears.
Select the Document Type and enter all other fields as applicable.
Click Save to add the employee identity information.

To edit an existing identity, perform the following actions:

On the Employee Profile page, click the Edit icon next to the Employee Identity menu heading. A form appears.
Update the relevant details.
Click Save to modify the employee identity information.

Note: You can also delete an identity record by clicking the Delete button.

Education

You can view information such as Qualification, Institute, Grade, Qualification Area, and Remarks under the Education section. To add Education information, perform the following actions:

From the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Employee Profile.
On the Employee Profile page, click the Add button on the Education card.
An education details form appears. Select the Qualification from the dropdown list and enter all other fields as applicable.
Click Save to add the education details.

To edit the existing information, perform the following actions:

From the greytHR Admin portal, navigate to Employee > Information > Employee Profile.
On the Employee Profile page, click the Edit icon next to the Education menu heading. A form appears.
Update the relevant details.
Click Save to modify the education details.

Note: You can also delete an identity record by clicking the Delete button.

Address

You can view the details such as Present, Permanent, and Contact under the Address section. To add/edit the address information, perform the following actions:

From the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Employee Profile.
On the Employee Profile page, click the Edit icon on the Address card. A form appears.
Add/edit the relevant details.
Click Save to add/edit the address details.

Background check

You can view the details such as Verification Status, Verification Completed on, and Agency Name under the Background check section.

To add/edit the background check information, perform the following actions:

From the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Employee Profile.
On the Employee Profile page, click the Edit icon on the Background Check card. A form appears.
Add/edit the relevant details.
Click Save to add/edit the background check information.

Remarks

You can add the remarks under the Remarks section if required. To add the remarks, perform the following actions:

From the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Employee Profile.
On the Employee Profile page, click the Edit icon on the Remarks card. A Remarks description box appears.
Enter a valid remark in the description box if required.
Click Save to add the remarks.

Frequently Asked Questions

Why is it important to maintain accurate employee profiles?

Maintaining accurate and up-to-date employee profiles is crucial for several reasons:

Informed Decision-Making: It helps in making informed decisions regarding employee development, promotions, and benefits.
Compliance: Ensures compliance with employment laws and regulations, including the Digital Personal Data Protection (DPDP) Act, 2023.
Trust and Culture: Fosters trust and positive relationships with employees and builds a positive work culture.
Record Keeping: Provides a comprehensive record of employee information, job history, performance, and personal details.

Where can I add and update essential employee information?

You can add and update essential employee information in the Information section under the Employee module.

What types of information can I add/edit on the Employee Profile page?

You can view, add, and edit information such as Employee Information, Personal Information, Joining Details, Employee Identity, Education, Address, Background Check, and Remarks.

How do I view an employee's profile?

To view an employee's profile, hover over the 9 dots and select Employee > Information > Employee Profile.

On the Employee Profile page, select the required Employee Type from the drop-down list.
In the Search Employee search box, search for the employee whose information you want to view.

How do I edit an employee's personal information?

To edit an employee's personal information, hover over the 9 dots and select Employee > Information > Employee Profile.

Click the Edit icon on the Personal Information card, make your changes, and then save.

Why is some personal information hidden by default on the Employee Profile page?

To comply with the Government of India’s Digital Personal Data Protection (DPDP) Act, 2023 (yet to be enforced), certain sensitive personal information is hidden by default. This includes:

Government IDs (PAN, Aadhaar, Passport Number, Driving License)
Banking & Financial Details (Bank Account Number, IFSC)
Contact Details (Personal Email ID, Personal Phone Number, Address)
Employee Information (Date of Birth, Blood Group, Height, Weight, Marital Status, Emergency Contact)

What is the Digital Personal Data Protection Act, 2023 (DPDPA)?

The DPDPA is India's first comprehensive law specifically designed to protect digital personal data and is yet to be enforced. Passed in August 2023, its primary purpose is to safeguard the privacy rights of individuals (Data Principals) regarding their digital personal information and to establish clear rules for how organizations (Data Fiduciaries) can process this data.

Why was the DPDPA enacted?

The Act was enacted to provide a legal framework for data protection in India, ensuring that the personal data of individuals is processed lawfully, fairly, and transparently. It addresses the growing need for data privacy in an increasingly digital world, balancing individual rights with the legitimate interests of businesses and the state.

What does Rule 6 of the DPDP Act 2023 say about securing personal data?

Under Rule 6 of 6 Reasonable Security Safeguards in India’s Digital Personal Data Protection Act, 2023 (DPDPA), organizations (called Data Fiduciaries) must protect personal data in their possession or control using technical measures like encryption, obfuscation, masking, or virtual tokens.

These safeguards are crucial to:

Prevent data leaks from accidental exposure (like shoulder surfing),
Protect individuals from identity theft, financial fraud, and privacy violations.

It ensures an extra layer of security when handling sensitive personal data.

How can I view the hidden personal information?

You can view this information by clicking the eye icon next to the hidden fields. Please note that if you do not manually hide it again, the system will automatically conceal the information after fifteen seconds for security purposes.

Can I directly edit the Current Position details?

No, the Current Position information auto-populates from Position History and cannot be directly edited on the Employee Profile page.

How do I add or edit an employee's identity details, like Aadhaar or PAN?

To edit the employee’s identity details, hover over the 9 dots and select Employee > Information > Employee Profile.

On the Employee Identity card, use the Add or Edit icon to update the details like Aadhaar or PAN.

What is a PRAN and why is it important?

PRAN stands for Permanent Retirement Account Number. It’s a unique identifier used to track your contributions to the National Pension System (NPS).

HR teams can streamline pension data management, ensure accuracy, and reduce errors that often delay payroll processing and benefits enrollment. It’s essential for staying compliant with PFRDA (Pension Fund Regulatory and Development Authority) regulations.

Who should provide the PRAN and when?

Employees who are already enrolled in the NPS should provide their PRAN during onboarding. If you're not yet enrolled, your HR team can guide you on how to get started.

Can I delete an identity record or an education record of an employee?

Yes, on the Employee Identity card, you can delete an identity or education record of an employee by clicking the Delete button next to it.

Where can I add remarks about an employee?

You can add remarks in the Remarks section by clicking the Edit icon and entering the description.

What address details can I view and edit?

You can view and edit Present, Permanent, and Contact address details.

How do I add or edit an employee's address information?

To add or edit an employee's address information, hover over the 9 dots and select Employee > Information > Employee Profile.

On the Employee Profile page, click the Edit icon on the Address card. Add/edit the relevant details and save them.

How do I add or edit an employee's background check information?

To add or edit an employee's background check information, hover over the 9 dots and select Employee > Information > Employee Profile.

Click the Edit icon on the Background Check card, add/edit the details, and then save.

What kind of family details of an employee can I manage in greytHR?

You can add or edit employees' family details, such as Name, Relation, DOB, Age, Blood Group, Gender, Nationality, and Profession for an employee's family members.

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