The Employee Profile houses all personal and employment information as well as uploaded documents and documents that have been sent to an employee during both their hiring process and employment.

Configuration

Employee Profiles have a default structure that is used, but the information stored in the About section of the profile can be adjusted as needed to ensure your managers are viewing the necessary information about their employees directly from their profile. Click here to learn how to adjust the data on Employee Profiles.

Navigation

Employee Profiles can be opened from various pages, oftentimes by simply selecting the employee’s name wherever it lives in the platform. However, all Employee Profiles are stored and can be viewed from the Employees page.

Navigate to this page by selecting the All Apps button in the top left corner of the page and then the Employees app in its drop-down menu. The Employees page will then open. Click here to learn more about this page.

View Employee Profile

Users can open and view the Employee Profile anywhere that the employee’s name is listed and clickable. From the Employees page, a user can click into an employee’s row to open their Employee Profile, which contains the following details.

1. Conversation – This will display the employee’s conversation with your AI Assistant and the person viewing their profile, depending on the selections made in the conversation options menu (#2).
   • Note: Managers will be able to access the chat box for an employee they are currently managing. If they are reviewing an employee’s profile whom they are not managing, then the chat box will not be displayed.
2. Conversation Options – When the expand icon is clicked, the conversation options menu will open and include the following toggles, which will all be enabled by default:
   • View History – This will display the historical milestones on this specific profile, such as when a manager views their profile.
   • View [Your  AI Assistant’s] Conversation – This will display all conversation messages that the employee had with your AI Assistant.
   • View My Conversation – This will display all conversation messages that the employee had with the person viewing their profile.
3. About – This tab contains basic personal and employment information about the employee.
4. Documents – This tab hosts all of the documents that belong to the specific employee. Documents can be viewed and/or downloaded (if the employee is active) by clicking the documents action menu, or ellipses, and then the preferred action.
   • Notes:
     • Forms in the Documents section of the Employee Profile now displays the file name instead of the file URL for deactivated employees. This means that users can no longer access or download the actual signed onboarding forms (with employee signatures) from deactivated Employee Profiles.
     • Managers can only view/download the documents stored on their employees’ Employee Profiles.
5. Last Sync Timestamp – This states the last date and time in which the employee’s information was last synced with your system’s data feed.
6. Profile Navigation – By clicking these arrows, you can navigate between employee.

Conversation section

The following settings will display in this menu and can be adjusted:

• View History – This will display the historical milestones on this specific profile, such as when a manager views their profile.
• View [Your AI Assistant’s] Conversation – This will display all conversation messages that the employee had with your AI Assistant.
• View My Conversation – This will display all conversation messages that the employee had with the person viewing their profile.

About section

The About section includes both Personal and Employment information. While the information within this section can be adjusted in the Employee Profile Builder, the default values are listed below.

Personal

Employment

Documents section

This section houses all documents that are sent to employees via communications, uploaded to their profile, and candidate documents tied to the employee when they were in the hiring process. From this section, you can review documents in the following tabs:

• Received – This tab displays all documents that the employee has received either through communications or that transitioned from their Candidate Profile. From the Type filter, users will have five available options:
  • Fillable Document
  • Document to Review
  • Incomplete Document
  • Candidate Document
  • Employee Document
• Uploaded – This tab contains all documents that have been uploaded to the Employee Profile. From the Type filter, users will have two available options:
  • Fillable Document
  • Document to Review
• Archived – This tab displays all documents that are archived for this employee by user action or when a communication that contains a document has been archived. From the Type filter, users will have five available options:
  • Fillable Document
  • Document to Review
  • Incomplete Document
  • Candidate Document
  • Employee Document

Filter documents

Users can filter the documents displayed in multiple ways:

1. Search for the preferred document, regardless of its tab association, by using the search bar.
2. Select the preferred document tab. Options include:
   • Received
   • Uploaded
   • Archived
3. Filter by document type. Options differ for each tab and are outlined in the previous section.
4. Sort documents using one of two options:
   • Latest Activity – This default option will display documents based on the most recent status/uploaded/archived displaying first.
   • Alphabetical – This option will display documents in alphabetical order.
   • Date – This option will only display for archived documents and will display documents from the most recent to the least recent based on the metadata.

Upload files

Users can only upload documents to an employee’s profile via the Employees page and not through their My Profile.

 

Users can click the Upload File button within the Uploaded tab to either select a file from their computer or drag and drop a file to upload. The option to tie a Standard or Custom Candidate or Employee Attribute to the uploaded file will be available but not required. Once uploaded, the file will be added to the tab with an Uploaded document status.

Document visibility for employees

Users can determine from the Employee Profile whether documents should be shown or hidden from an employee’s view within their My Profile. Documents within the Received and Uploaded tabs can have their visibility updated.

• Received – Documents stored in this tab will default to visible to the employee.
• Uploaded – Documents stored in this tab will default to not visible to the employee.

If a user wants to update a document’s visibility, then they can do so by selecting the eye icon in the bottom right corner of the document’s thumbnail.

• Note: An eye icon means that the document is visible to the employee while a crossed out eye icon indicates that the document is not visible to the employee.

Document actions

Users with full access to the Documents permission will see the action menu, or ellipses, next to each document. Selecting this will open a drop-down menu where they can choose one of the following options:

• View Document – This opens the document in a new tab.
• Archive – This will only display when viewing a document menu from the Received and Uploaded tabs. This will move the document to the Archived tab and prevent the employee from viewing it on their My Profile.
• Restore – This will only display when viewing a document menu from the Archived tab. This will restore the document and move it to its corresponding tab. Restored documents are not visible to the employee by default.
• Download – This will download the selected document.

Users with view access to the Documents permission will be able to view the document’s metadata on this tab (name of the document and date and time of upload), but they will not be able to open and view the details of the document.

Mass download documents

Users with full access to the Documents permission can mass download all of the documents associated with an employee.

Select the Download icon button to the right of the search bar in order to download all documents on the Employee Profile. Documents will then download to the user’s device and be stored in folders named by their document grouping (Candidate Documents, Employee Documents, or General Documents). Within each folder, subfolders will display based on document types.

Employee Profile translation

If the Employee Profile’s conversation history language does not match the user’s platform language selection, then you can configure the Employee Profile to automatically translate into the user’s preferred language.

Configuration

The ability to auto-translate Employee Profiles into the user’s preferred language is based on the Platform Language set on the backend during Implementation. Contact your CS Representative to adjust the available languages, if needed.

User experience

When opening a profile for an employee who speaks another language than your platform language selection, their profile will automatically translate into your preferred language for a better user experience. You will also see one of two available actions under translated text:

• View translation
• View original

Selecting either will open the original text that was translated for you. Once selected, translated text will display below the corresponding response. In each actionable text’s place will be the Hide action, which will hide the original text from view when clicked.

Send a message to the user

You have the ability to send a message to an employee who has a different language preference than yours with the use of auto-translation. Click here to learn more.

Manager Profile

Employees who are marked as a “Manager” in their system’s data feed will have a Manager tag next to their name. In addition to this, if a manager is viewing another manager’s profile, then they will not be able to send messages to that manager or view and/or download that manager’s documents.

Communicating with employees

For users who want to communicate with their employees through the Conversation box, they can do so by following the steps outlined here.

Permissions

Permissions to the Archive, Upload Document, and Document Visibility functionalities fall under the Employee Visibility Permissions logic. Click here to learn more.