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Add/Update employee details

Updated in March- 2024 | Subscribe to watch greytHR how-to video

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, click 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:

  1. View an employee's profile.

  2. Add/edit an employee's profile.

View an employee's profile

To view an employee's profile, perform the following actions:

  1. On the Employee Profile page, from the Employee Type dropdown list, select the required employee type.

  2. In the Search Employee search box, search for the employee whose information you want to add/edit. The employee's details appear.

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:

  1. On the Employee Profile page, click the Edit icon on the Employee Information card. A form appears.

  2. Add/edit the relevant details.

  3. 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:

  1. On the Employee Profile page, click the Edit icon on the Personal Information card. A form appears.

  2.  Add/edit the relevant details.

  3. 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, and Notice Period. To add/edit the joining details, perform the following actions:

  1. On the Employee Profile page, click the Edit icon on the Joining Details card. A form appears.

  2. Add/edit the relevant details.

  3. 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.

Employee Identity

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

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

  1. On the Employee Profile page, click Add button on the Employee Identity card. The Document Type dropdown list appears.

  2. Select the Document Type and enter all other fields as applicable.

  3. Click Save to add the employee identity information.

To edit an existing identity, perform the following actions:

  1. On the Employee Profile page, click the Edit icon next to the Employee Identity menu heading. A form appears.

  2. Update the relevant details.

  3. 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:

  1. On the Employee Profile page, click the Add button on the Education card.

  2. An education details form appears. Select the Qualification from the dropdown list and enter all other fields as applicable.

  3. Click Save to add the education details.

To edit the existing information, perform the following actions:

  1. On the Employee Profile page, click the Edit icon next to the Education menu heading. A form appears.

  2. Update the relevant details.

  3. 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:

  1. On the Employee Profile page, click the Edit icon on the Address card. A form appears.

  2. Add/edit the relevant details.

  3. 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:

  1. On the Employee Profile page, click the Edit icon on the Background Check card. A form appears.

  2. Add/edit the relevant details.

  3. 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:

  1. On the Employee Profile page, click the Edit icon on the Remarks card. A Remarks description box appears.

  2. Enter the valid remark in the description box if required.

  3. Click Save to add the remarks.

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