Updating employee profiles

Contents

Overview

Demo guide

Step-by-step instructions

Updating personal & contact details

Moving an employee into another department

Changing a reporting line (change of manager)

Profile updates without documentation

Managing employee self-service features

How to change an employee's email address

Accessing an employee's files or electronic filing cabinet

How to create a new file or folder on an employee's profile

How to make files available for employee self-service

How to make an employee inactive 

How to reactivate a returning employee

FAQs and troubleshooting

Support options

 

Overview

With MyHR, keeping employee records up to date is quick and hassle-free. Whether you’re updating personal details, moving someone to a new department, or managing self-service settings, the process is designed to save time and reduce admin.

Accurate records mean fewer errors, smoother workflows, and employees having the right access to their own information.

You can navigate to an employee's profile in two ways:

1. Go to People and select the employee's name from the list; or
2. Use the search feature at the top of the screen. Enter the employee's name + [page name]

Demo guide

Step-by-step instructions

Updating personal & contact details

Personal details, contact details and emergency contact details can be updated quickly from an employee's profile in MyHR.

1. Go to People and select or search for the employee's name on list
2. On the three dots '...' next to their name + Edit person, or select Edit details on the overview tab. 
3. Make the updates and select Save.

Moving an employee into another department

You can change the department that an employee is in from Edit details. 

1. Go to People and select or search for the employee's name on list
2. On the three dots '...' next to their name + Edit person, or select Edit details on the overview tab. 
3. Go to Department and select the new department.
4. Select Save.

Important: when moving an employee between departments, consider which managers have access to the new department. 

Tip: As a manager, if you create a new department or move an employee into a department you don't currently have access to, you will no longer be able to see the employee's profile.

Changing a reporting line (change of manager)

You can update an employee's manager from Edit details. 

1. Go to People and select or search for the employee's name on list
2. On the three dots '...' next to their name + Edit person, or select Edit details on the overview tab. 
3. Go to Manager and select the new manager from Select from My People.
4. Select Save.

Important: Ensure you select from My People to ensure that notifications go to the correct manager.  

Profile updates without documentation

Sometimes, a quick profile refresh is all that’s needed—no new agreement required. If you’ve already sorted any necessary paperwork, just upload it to the employee’s profile to keep everything current.

The Update Agreement form can be used to update employee fields that aren't available on the Edit details form.

This may include job title, hours of work, pay rate, notice period, work location and benefits. 

1. Go to People and select or search for the employee's name on list
2. Go to the HR requests tab > Create a request > search Update agreement or under Change to terms section, you can select Update agreement
3. Under Documentation, select No, I have confirmed in writing already and need details updated.
4. Select today's date for the Agreement start date (we won't create a new agreement for you, however the field do need to be filled out).
5. Make your changes and select Submit. Your updates will go live straight away. 

Managing employee self-service features

You have full control over self-service features (like leave management and performance reviews)—these can be switched on or off both at the employee or organisation level.

Account owners can make changes for your whole business, while managers can adjust settings for their teams.

Remember, to enable things like digital signing of employment agreements, performance reviews, or leave applications, self-service needs to be turned on.

To make changes:

1. Go to People and select or search for the employee's name on list
2. On the three dots '...' next to their name + edit details, or select Edit details on the overview tab. 
3. Enable or disable self-service, performance review or leave features.
4. Select Save.

How to change an employee's email address

Employee can change their own email address (which is also their login details) by logging into self service, [instructions needed].

As a manager, you can initiate a change of email address on their behalf as well.

1. Go to People and select or search for the employee's name on list
2. On the three dots '...' next to their name + edit details, or select Edit details on the overview tab. 
3. Click on Edit email (button on the right side of the screen)
4. Change the email address and save.
5. The employee will receive an email to the new email address. They will need to click the link in the email to confirm. 
6. If they have previously logged into MyHR, they will need to enter their password to confirm the change.

Accessing an employee's files or electronic filing cabinet

Looking for an employee’s documents? You can find them in a couple of easy ways:

1. Use the search bar at the top of the screen. Enter 'documents' and your employee's name; or
2. Go to your employees profile under People
3. Select or search for your employee
4. Go to the Documents tab.

How to create a new file or folder on an employee's profile

You can add your own files and folders on an employee's profile under their Documents tab.

1. Go to your employees profile under People
2. Select or search for your employee
3. Go to the Documents tab
4. Click Add folder (on the left of the screen).
5. Choose the name of the folder using the drop-down menu and click Add.
6. Add any documents you want to keep in the folder, either by browsing for them or dragging and dropping them.

How to make files available for employee self-service

By default, employment agreement/contracts and performance reviews are visible to your employee within their MyHR self service platform. These folders will be marked with green text stating that the person can see it.

All other folders (and their contents) are not visible to employees by default. An account owner or manager can make folders visible (available for employee self service) by:

1. Clicking on the folder.
2. Next to the folder name it will state the employee cannot see the file. 
3. Use the toggle to change the file visibility.
4. You can check visibility under the Documents tab.

Note: Folders can be made invisible by following the same process and toggling off visibility'.

How to make an employee inactive

Once an employee has finished up employment, it is important to deactivate them in MyHR.

Don't worry, their profile isn't lost - it is just moved to an inactive folder. You can still access their profile, they just aren't considered 'active' for HR support from our team.

Making an employee inactive also deactivates their self service access.

As a manager, you can initiate a change of email address on their behalf as well.

1. Go to People and select or search for the employee's name on list
2. On the three dots '...' next to their name + Remove person. 
3. Confirm Remove.
   
   

How to reactivate a returning employee

There are two scenarios where you might want to reactive an employee:

• You want to temporarily reactivate them so that you can add files or notes to their profile.
• They are returning to your workplace and you would like to reinstate their existing account (an email address can only be used once within a MyHR account)

To reactivate a profile:

1. Go to your employees profile under People
2. Select or search for your employee
3. Click on the Inactive department or search for the employee 
4. Select the employee
5. Click on the three dots '...' next to their name + Activate person

FAQs and troubleshooting

Why can't I (or my manager) see their employee?

1. You (or the manager) may not have access to the department that the employee is in.
2. An account owner user can check this by:
   1. Checking that department the employee is in (they will be able to see all employees), then
   2. Checking what departments the manager has access to by selecting the Settings icon (⚙ top-right), then selecting the managers name under Users. Scroll down to Departments to check which departments have been selected.
   3. Then either move the employee to a department that the manager has access to, or give the manager access to the department.
   4. If giving the manager access to the department, consider which other employees are in that department first.

• notifications going to wrong person?
• reactivating employees - issues with email addresses?

Support Options

If you need more help, our HR and systems support teams are always here for you!

If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ) or +64 9 887 3345
AU - 02 7908 2240
CA - 1 855 694 7224