Edit employee Profile information

The Profile tab includes a variety of data about the person selected in the People List:

  • the basic information to about the person
  • the person’s contact information. This information is added during the New Hire process and can be edited here at any time.
  • the work assignment information specific to the person including the position and work. Information in this section is entered here.

To help protect sensitive information, some fields on this tab are masked. To view and edit the information unmasked click the icon in the masked field.

Note: When printing the page, the information will print as it displays on the screen. If the information is masked on the page, the page will print masked. To print the information unmasked, click the for each of the fields before clicking Print.

Important: To amend employees with a year-end adjustment run (Y-run), see Amend employee profile on a year-end run.

Tasks

Personal Information

  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.
  2. Select the person to update from the People List.
  3. Go to the Personal Information section.
  4. View and edit any information as required.
  5. Click Save.

Contact Information

  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.
  2. Select the person to update from the People List.
  3. Go to the Contact Information section.
  4. View and edit any information as required.
  5. Click Save.

Work Assignments

If your payroll uses Time Off Request functionality, it is important to remember that the changes to an employee's work assignment may affect the employee's time off entitlements. To ensure the employee’s time off entitlements are still allocated correctly, review any pending and approved requests.

  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.
  2. Select the person to update from the People List.
  3. Go to the Work Assignments section.
  4. Add and edit any information as required.
  5. Click Save.
  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.
  2. Go to the Work Assignment section.
  3. Click the plus button adjacent to the Position list.
  4. Click Add.
  5. Enter the name of the position in English and French.
  6. Click Save.

The new position is available on the Position list for all people in the People list.

  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.
  2. Go to the Work Assignment section.
  3. Click the plus button adjacent to the Department list.
  4. Click Add.
  5. Enter a department number, and English and French description.
  6. Click Save.

The new department is available in the Department list for all people in the People list.

To remove a department from the list, go to the Department/Distribution Setup page.Closed From the Company menu, select Department/Distribution Setup.

  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.
  2. Go to the Work Assignments section.
  3. Click the plus button adjacent to the Work Location list.
  4. Click Add.
  5. Enter the name of the location in English and French.
  6. Click Save.

The new location is available in the Work Location list for all people in the People list.

  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.
  2. Go to the Work Assignments section.
  3. Click the edit button adjacent to the Department label.
  4. Modify the label as appropriate in both English and French.
  5. Click Update.

The label is updated throughout the application, in the Work Assignments section on the Profile tab and the Distribution and Costing section on the Compensation tab.

To remove a department from the list, go to the Department/Distribution Setup page.Closed From the Company menu, select Department/Distribution Setup..

Self Service User

  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.
  2. Select the person for whom to create a Self Service account from the People List.

  3. The employee’s email address must be set up before the Self Service account can be created. Ensure the employee has an email address saved in the Contact Information section. To add an email address, enter the email in the Email 1 field and click Save.

  4. Go to the Self Service User section.

  5. Click Create User.

    Powerpay generates a unique username for the account based on the Auto-Generate Username Format setting on the Self Service Options page.Closed From the Company menu, select Self Service > Self Service Options. You can edit the username if required (minimum 6 characters).

  6. Click Create User.

A welcome email is sent to the employee with a link (valid for 10 days) to access Powerpay Self Service.

Important: The Employee Number is required to complete the initial logon process. You must provide this number to your new employee for them to successfully complete the process. For a list of your employees set up with Self Service accounts, their usernames, and their employee numbers, go to the User Accounts page.Closed From the Reports menu, select Self Service Reports > User Accounts. in Powerpay.

  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.

  2. Select the employee with a Self Service account to manage from the People List.

    Tip: “Terminated” employees can also be selected for the remainder of the calendar year in which they were terminated. However, the only features available are Simulate and View Security Event Log.

  3. Go to the Self Service User section.

    This section includes information and options based on the employee’s requirements. For example if the employee’s Self Service is disabled, a message displays in red “The user is currently disabled”

  4. Edit the Username or e-mail fields if required.

  5. Select the checkbox for the action to take to manage the account.

    For example, to disable an employee’s account, click the Disable Self Service Account checkbox.

    Note: Only one action may be selected at a time. You must save after each selection.

  6. Click Save.
  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.

  2. Select an employee to simulate from the People List.

  3. Go to the Self Service User section.
  4. Click Simulate.

Self Service opens automatically to the simulated employee’s account. All information is view only.

  1. Navigate to the Profile tab.Closed From the People menu, select People List > Profile tab.
  2. Select the person for whom to view the log from the People List.
  3. Go to the Self Service User section.

  4. Click View Security Event Log.

Field information

the person’s legal first full name

the person’s middle initials, if known

the person’s legal last name in full

a first name that may be chosen to be used instead of legal first name that the person prefers to be called. If your first name is Gertrude but everyone calls you Trudy, that would make Trudy your preferred name.

the person’s preferred language of communication for all employee facing information. I.e. pay statements, tax forms, Self Service.

the person’s date of birth. To help protect sensitive information, this field is masked in the application. To view and edit the information unmasked click the .

the person’s first and last name in full. The entry is used on cheques and pay statements. The name appears in the format Last name, First name.

the employee's street address. It is important to keep the address current because it appears on various government forms issued through Dayforce (for example, T4s and Records of Employment). To help protect sensitive information, this field is masked in the application. To view and edit the information unmasked click the .

the person’s city of residence

the person’s province or state of residence

the person’s 6-character postal code or 5-digit US Zip code. To help protect sensitive information, this field is masked in the application. To view and edit the information unmasked click the .

the person’s country of residence

the person’s type of phone number (home, work, mobile, fax or other) and phone number including the area code. Up to three phone numbers can be entered for each person. The number entered in the Phone 1 field is used for Powerpay notifications and Self Service communications.

the person’s email addresses. The email address entered in the Email 1 field is used for Powerpay notifications and Self Service communications.

the date the person is hired. This field only applies to HR functionality and is different than the ‘First Day Worked’ field used for issuing ROEs.

full-time or part-time

the position the person is working

the person’s distribution department. The department is used to allocate (cost) earnings and expenses to the person’s home department.

the location the person works

the name of the person from the People list that the person reports to. The default selection is Payroll Admin.