Managing Employee Profiles

Learn how to view, update, and manage employee profiles in the Shifts platform to maintain accurate personnel information, track skills, and ensure your team’s data is complete and up-to-date.

Overview

The Employee Profile Management feature allows managers to maintain comprehensive information about team members, including contact details, employment information, skills, qualifications, and work preferences. Keeping profiles up-to-date ensures accurate scheduling, proper skill matching, and reliable communication with your team. This article explains how to access, edit, and manage employee profiles efficiently.

Accessing Employee Profiles

To access employee profiles as a manager:

1. Log in to your Shifts account with manager or administrator permissions
2. Navigate to Team Management in the main menu
3. Select Employee Directory to see a list of all employees
4. Use the search and filter options to find specific employees
5. Click on an employee’s name to view their complete profile

You can also access employee profiles directly from:

• The Team Dashboard
• Shift assignment panels
• Schedule views
• Reports

Employee Profile Overview

Each employee profile contains several sections of information:

Basic Information

• Full name (first, middle, last)
• Profile photo
• Contact email
• Phone number
• User ID
• Active/Inactive status

Employment Details

• Job title
• Employee type (full-time, part-time, contractor, etc.)
• Role type (manager, team lead, staff, etc.)
• Hire date
• Employment status
• Organizational role
• Schedulable status

Contact Information

• Address
• City, State/Province, Zip/Postal Code
• Emergency contact information
• Secondary email or phone

Work Settings

• Primary location
• Secondary locations
• Hourly rate (if configured)
• Overtime eligibility
• Scheduled notification preferences

Skills & Qualifications

• Skill assignments with proficiency levels (1-5)
• Skill certifications and expiration dates
• Specialized qualifications
• Language proficiencies

System Access

• Account status
• Last login information
• Two-factor authentication status
• Permission settings

Viewing Individual Profiles

To view a complete employee profile:

1. Find the employee in the directory using search or filters
2. Click on their name to open their profile
3. The profile page shows all employee information in organized tabs
4. Use the tab navigation to switch between different information sections
5. Activity logs show recent actions and logins for the employee

Editing Employee Profiles

To update an employee’s information:

1. Navigate to the employee’s profile
2. Click the Edit Profile button in the top-right corner
3. From the edit page, you can update any section:
   • Basic details (name, contact information)
   • Employment information (role, status, etc.)
   • Location assignments
   • Work preferences
   • System settings
4. Make the necessary changes to any field
5. Click Save Changes at the bottom of the page

Changes will be immediately reflected in the system and may trigger notifications based on your organization’s settings.

Managing Profile Photos

You can help employees maintain professional profile photos:

1. From an employee’s profile, click Manage Photo near their profile image
2. You can:
   • Upload New Photo: Select an image file from your device (JPEG or PNG, max 5MB)
   • Take Photo: Use device camera if available
   • Remove Photo: Delete the current photo and use a placeholder
3. Use the cropping tool to adjust the photo as needed
4. Click Save Photo to confirm changes

Professional profile photos help team members identify colleagues in directories and schedules.

Managing Skills and Qualifications

To update an employee’s skills:

1. Navigate to the employee’s profile
2. Select the Skills & Qualifications tab
3. You can:
   • Add Skill: Click the “Add Skill” button and select from available skills
   • Set Proficiency: Rate each skill from 1-5 stars
   • Add Certification: Upload certification documents and set expiration dates
   • Remove Skills: Delete skills that are no longer relevant
4. For skills requiring certification:
   • Upload proof of certification
   • Set certification expiration date
   • Enable expiration reminders
5. Click Save Skills to update the profile

Skills data is used by the scheduling system to find qualified employees for specialized shifts.

Bulk Managing Employee Profiles

To make changes to multiple employee profiles at once:

1. Navigate to Team Management > Employee Directory
2. Use the checkboxes to select multiple employees
3. Click Bulk Actions to see available options:
   • Update Role: Change role type for multiple employees
   • Assign Location: Add location assignment to multiple employees
   • Remove Location: Remove location assignment from multiple employees
   • Set Status: Activate or deactivate multiple accounts
   • Export Details: Export selected employee information to CSV
4. Select the desired action and follow the prompts
5. Confirm the changes to apply them to all selected employees

Bulk actions save time when making similar changes to multiple profiles.

Employee Profile Privacy and Permissions

Different information in employee profiles has different visibility settings:

1. Public to All Employees:
   • Name
   • Profile photo
   • Job title
   • Primary location
   • Work phone (if provided)
2. Visible to Managers Only:
   • Home address and personal contact details
   • Emergency contact information
   • Hourly rate and compensation details
   • Performance notes
   • Skill proficiency ratings
3. Visible to Administrators Only:
   • Security settings
   • System access logs
   • Detailed employment history
   • Custom administrative notes

These privacy settings are enforced automatically based on user roles.

Searching and Filtering Employees

To quickly find specific employees:

1. Navigate to Team Management > Employee Directory
2. Use the search bar to find employees by:
   • Name
   • Email
   • User ID
   • Phone number
3. Use filters to narrow results by:
   • Location
   • Role
   • Status (Active/Inactive)
   • Skills/Qualifications
   • Hire date
   • Schedulable status
4. Click on column headers to sort the directory
5. Save common searches as quick filters for future use

Advanced search capabilities help you quickly find the right employees for specific needs.

Deactivating Employee Accounts

When an employee leaves your organization:

1. Navigate to the employee’s profile
2. Click the Account Actions button
3. Select Deactivate Account
4. Choose a reason for deactivation
5. Optionally set a reactivation date (for temporary leaves)
6. Decide how to handle:
   • Existing shift assignments
   • Location memberships
   • System access
7. Click Confirm Deactivation

Deactivated accounts remain in the system but cannot log in or be scheduled for shifts.

Reactivating Employee Accounts

To restore access for a previously deactivated employee:

1. Navigate to Team Management > Employee Directory
2. Click the Show Inactive filter to display inactive accounts
3. Find the employee and access their profile
4. Click the Account Actions button
5. Select Reactivate Account
6. Update any outdated information
7. Confirm the reactivation

The employee will regain access according to their assigned permissions.

Importing Employee Profiles

To add multiple employees at once:

1. Navigate to Team Management > Import Employees
2. Download the CSV template
3. Fill in employee information in the template
4. Upload the completed CSV file
5. Review the preview showing the employees to be imported
6. Resolve any validation errors highlighted in the preview
7. Click Confirm Import to create the profiles

Imported employees will receive welcome emails with account setup instructions if enabled.

Exporting Employee Data

To export employee information:

1. Navigate to Team Management > Employee Directory
2. Select employees using checkboxes or use filters to display desired employees
3. Click Export Data
4. Choose export format (CSV, Excel, PDF)
5. Select information fields to include
6. Click Generate Export
7. Download the export file when processing completes

Exported data is useful for reporting, backup purposes, or integration with other systems.

Best Practices

For optimal results when managing employee profiles:

1. Verify Information Regularly: Schedule quarterly profile reviews
2. Keep Skills Updated: Ensure skill proficiencies and certifications are current
3. Use Consistent Naming: Follow naming conventions for job titles and roles
4. Maintain Photos: Encourage professional, current profile photos
5. Document Special Cases: Use notes fields for unique scheduling requirements
6. Track Certifications: Monitor expiration dates and renewal needs
7. Verify Contact Details: Ensure emergency contact information is up-to-date
8. Audit Access Regularly: Review who has profile editing permissions

Related Resources

• Skills Tracking
• Team Dashboard
• Personal Information
• Employee Onboarding

This article should be updated when:

1. New profile fields or sections are added
2. The profile editing interface changes
3. Bulk management capabilities are enhanced
4. Privacy settings or permissions are modified
5. Profile photo requirements or limitations change