This guide is for HR admins and assistants on how to manage and update employee profiles within WorkFlex. Whether you’re completing an employee's profile or making edits to existing information, follow these steps to ensure the profile is up-to-date and complete.
Note: If you have integrated your HRIS system with WorkFlex, please edit the information directly in the HRIS system, and it will be updated automatically in WorkFlex.
Please note that the sync only works one way. Changes made in WorkFlex will not be reflected in the HRIS system. If you modify any information in WorkFlex, it will be automatically reverted to match the information in the HRIS system during the next sync.
1. Navigate to employee management
To manage an employee's profile, go to Employee Management from the left-hand menu. If you're an assistant, you'll find this under My Travelers. From there, use the search function to find the specific employee whose profile you want to update.
You can also filter employees with incomplete profiles by clicking the filter button and selecting the "Profile completion status" filter.
2. Access the profile
Once you've located the employee, click on the three dots to the far right of their name. A drop-down menu will appear. Select the Manage Profile option from the menu to proceed.
Note: Assistants can only manage profiles of employees who have already provided their consent. For more information about consent, click here.
3. Check for missing information
If there is missing information on the profile, you will see a pink banner at the top of the profile page. Each field that requires completion will have a small pink alert sign next to it. These indicators will help you easily identify what needs to be updated.
4. Complete the profile sections
The profile page is divided into 5 sections, each containing a set of questions. To complete a section, click the Complete button next to the relevant section.
Fill in the missing information, and be sure to click Save once done.
If a section has already been completed, the button will change from Complete to Edit, allowing you to make updates if necessary.
5. Edit profile information
To edit existing information on an employee's profile, navigate to the relevant section, then click the Edit button. Update the fields as needed, and click Save to confirm the changes.
Only for C-Level Executives in Germany:
If you are filling in the information for a C-Level executive with payroll in Germany who does not have a social security number, please enter "00 000000 X 000" in the Social Security Number field so that we can apply for the social security certificates accordingly.
6. Storing visa information in employee profiles
We allow visa information to be stored directly in employee profiles for easier tracking and compliance. You can add important visa details such as visa type, country of issue, and expiration date. This ensures that the system has accurate information for ongoing risk assessments and compliance summaries. Note that this field is optional, so you can choose to use it based on your company’s needs.
As an HR admin, if you need to update the visa information for an employee, follow these steps:
Navigate to Employee Management Section.
Search for the Employee
Once you’ve located the employee, click on Manage profile to access their profile details.
Scroll down to the “Legal and Travel Documents” section which contains fields for visa details.
Click the + New button to enter the employee's visa details.
Provide the visa details including the visa type, country of issue, and visa validity dates (start and end date) and then click "Add".
Note: If the employee have more than one valid visa, you can click + New again to add additional visa details.