1. 7shifts
  2. Product Guides
  3. Team
  4. Profiles & User Access
  5. Profiles

Update Employee Profiles

Updated

Keeping profiles up to date ensures accurate records and seamless communication within 7shifts. By default, you will first land on the Personal tab. There are additional tabs where you can update more employee details:

  • Employment: View and manage employment start dates and statuses.
  • Assignments: Modify Locations, Departments, and Roles.
  • Wages and Payment: Update wage details and payroll settings.
  • Time Off: Manage time-off requests and policies.
  • Documents: Upload and store employee documents.
  • Performance: Track performance reviews and feedback.
  • Permissions: Adjust access levels and role-based permissions.
  • Scheduling Notes: Add important notes about an employee’s scheduling preferences.

SKIP AHEAD TO:

How to find an employee profile
Updating Employee information

How to find an employee profile 

  1. Log in to the web app.
  2. In the left navigation bar, head to Team.
  3. If you have many employees, the quickest way to find a specific one is to search for them using their name.

    You can also use the filtering options to view Employees of different categories.view employees page on web
  4. If you are still unable to find the employee you are looking for, here are a few things to verify:
    • Check for them in the Inactive Employees list under Team > Inactive.
    • Confirm with your Admin if the employee has been added to the account yet, and with the correct name.
    • Have your Admin assign both you and the employee to the same Location and Department.
    • Admins can see all users, but Managers or Assistant Managers cannot see Employees who are not assigned to the same Locations and departments as they are. Your Admin can verify if this is the case and correct it.
  5. Once you see their profile row, you can:
    • Click on them to view or edit their information 
    • Send them a message by clicking on the Message icon
    • Make their user profile inactive by clicking on the three-dotted icon

Updating Employee Information

Keeping employee contact details updated ensures they receive important notifications and scheduling updates. Note that if an employee's personal information is faded out, this indicates that only they can update these details.

Changes can be made to a user's profile from the Schedule page, or the View Employees page.

Changes can be made to a user's profile from the Schedule page, or the View Employees page.

⚠️ Managers and Assistant Managers require the 'Can edit employees' Manager Permission to proceed. They can only update assignments for employees who are assigned to the same Locations/Departments and have of a lower user-level type.

⚠️ Admins cannot view, click on, or edit the profiles of other Admins. Each Admin must update their own profile as needed.
 
From the View Employees Page
  1. Open the employee’s profile under Team.
  2. Under the Personal tab, update key details such as:
    • First and last name
    • Email address (required for login)
    • Birthday
    • Pronouns
    • Mobile phone number (required for SMS notifications)
    • Home phone (optional)
    • Address, City, State, and Zip Code (if applicable)
  3. Scroll down to update the Emergency Contact section.
  4. Under Login and Security, you can resend an invitation or reset the employee’s password.
  5. Click Save to apply changes.

 
 
From the Schedule page

⚠️ Managers require the Can edit employees permission to edit Employee cards. Without this permission, they will see N/A in place of any missing fields.

  1. In the left navigation bar, head to Schedule.
  2. Locate the employee, and hover on their name to open their employee card. Click on any fields (email, phone number, birthday) to add them if they are missing.
    Screenshot 2024-07-26 at 11.23.35 AM.pngScreenshot 2024-07-26 at 11.23.50 AM copy.png
  3. Once the email is filled, click Invite employee via email to send them an invitation to join 7shifts:
    Screenshot 2024-07-26 at 11.39.58 AM copy.png
  4. If the Employee has not accepted the invite, or the invite has expired, you can return to this card to Resend invite email:
    Screenshot 2024-07-26 at 11.38.47 AM.png
 
 

RELATED ARTICLES

Update Employee Assignments (Locations, Departments, and Roles)
Can I merge two employee profiles?
Why is an Employee's information greyed out?

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