Updating employee profiles

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:

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

Navigating an employee's profile

Demo guide

👉 Click here to open the demo

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:

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

Go to your employees profile under People
Select or search for your employee
Go to the Documents tab
Click Add folder (on the left of the screen).
Choose the name of the folder using the drop-down menu and click Add.
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:

Clicking on the folder.
Next to the folder name it will state the employee cannot see the file.
Use the toggle to change the file visibility.
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.

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

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

Editing employee details

Accessing the Edit details form

Access the edit details form on an employee's profile:

Go to People and select the employee's name from the list; or
Use the search feature at the top of the screen. Enter the employee's name + [page name].
On the employee's profile, select the three dots '...' next to their name + View/Edit details, or select View/Edit details on the overview tab.
Select Edit details.

Demo

👉 Click here to open the demo

Step-by-step instructions - editing employee details

In MyHR you can edit employee details, effective immediately or scheduled for a future date.

Note: you can make multiple changes at once. Navigate between different sections to make multiple changes.

Access the edit details screen.
There are three sections to this form - Edit details, effective date, Review.
Edit details:
1. Use the profile menu to select the type of information you would like to update.
2. Make relevant changes, and select Next.
Effective date:
1. Select Next to apply changes immediately; or
2. Use the date picker to select a future date for effective changes, and select Next.
Review:
1. Review the draft changers and select Save to confirm.

Step by step instructions - reviewing pending changes

Access the edit details screen.
Select Pending updates.
A Pending changes tab will appear on the right side of the screen, showing pending changes, effective date of the changes, and who has made the changes.

A pending change can be deleted by hovering over the changes and selecting the Trash bin icon.

Profile sections and corresponding employee details

Section	Employee details
Personal details	Name, email address, phone number, employment location (country), date of birth, gender, physical address.
Emergency contact details	Emergency contact name, relationship and phone number
Financial details (optional)	Bank and tax code details
Manager details	Direct Manager and department
Job details	Job title and job description
Employment details	Employment type, collective status, start date, work visa details, work location, notice period, trial/probation period
Remuneration and benefits	Pay type, pay frequency, pay day, other benefits
MyHR features	Self service, performance review feature, leave feature

How do I change a reporting line (change of manager)?

You can update an employee's manager under the Manager details section of the Edit details form.

There are two manager selection methods - Select from people, and Enter manager's name and title.

Our recommended approach is to Select from people. This ensures that notifications go to the correct manager.

If the selected manager does not have manager access, a warning notification will appear on the screen advising that until access is granted, the notifications and management actions will be directed to the default account owner.

An account owner can grant manager access.

If the intended manager is not an employee (and not available on the Select from people drop down list), they can be manually entered using the Enter manager's name and title option. An example is where a CEO reports to the Board.

How do I move an employee into another department?

You can change the department that an employee is in under the Manager details section of the Edit details form.

A manager user can select departments which they have access to.

An owner user can select from all departments, and can create a new department by typing into the Departments drop down and then selecting Create [new-department-name].

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

Can I make updates on an employee's profile 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.

Then use the Edit details form to update employee profile fields to match your documentation.

Alternatively the MyHR team can provide updated employment agreements or variation to agreement documents to record agreement between employees and employer on changes to employee terms and conditions of employment:

Go to People and select or search for the employee's name on list
Go to the HR requests tab > Create new request > search Update agreement/contract or under Change to terms section, you can select Update agreement/contract.

Can I turn employee self-service features on or off?

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, go to the MyHR features section in the Edit details form.

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, selecting the organisation name in the top left corner, selecting their name & email address, selecting edit email (right side of the screen), changing their email address and confirming their password.

As a manager, you can initiate a change of email address on their behalf from the Personal details section in the Edit details form.

The employee will receive an email to the new email address. They will need to click the link in the email to confirm/verify the change.

If they have previously logged into MyHR, they will need to enter their password to confirm the change.

FAQs and troubleshooting

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

You (or the manager) may not have access to the department that the employee is in.
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.

Why can't I select Next on the Edit person form?

If a required field has not been entered, a warning symbol is displayed on the left section menu.

Navigate to the highlighted section and update relevant fields - these will be highlighted in red with a 'Required' notation.

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