Employee Data Administration

Employee Data Administration

1. What it is

Employee Data Administration covers two connected admin surfaces: the People app (Admin → Employee Data) and Leave Configurations (Admin → Leave Configurations). Together they are the system of record for employee profiles, field-level permissions, compliance deadlines, leave types, and accrual policies.

• Enablement: People is a licensed marketplace app (employee-data-management) that an admin enables per tenant. Leave Configurations requires the Leave Management app to be enabled.
• What it is not: this is not the employee-facing profile page. Employees see their own profile under their user record; this article covers the admin controls that govern what fields exist, who can see and edit them, what leave employees can request, and how accruals are calculated.

2. Standing it up

People (Employee Data)

1. Go to Admin → Apps Marketplace and enable the People app.
2. Go to Admin → Employee Data → Settings.
3. Review Self-Service Editing (on by default). When on, employees can edit fields marked as employee-editable. When off, all profile edits require an admin.
4. Review Require Approval for Updates (off by default). When on, employee-initiated edits route through an approval workflow before taking effect.
5. If your organization uses custom data beyond the 52 built-in standard fields, confirm Custom Fields is enabled (on by default), then go to Admin → Employee Data → Custom Fields to create them.
6. Go to Admin → Employee Data → Standard Fields to configure which of the 52 standard fields are active, required, and who can see or edit each one.

Leave Configurations

1. Go to Admin → Apps Marketplace and enable the Leave Management app.
2. Go to Admin → Leave Configurations.
3. Click Load Defaults to create leave types from an industry template, or click New Leave Type to create them manually.
4. For each leave type that uses balance tracking, create an Accrual Policy and assign employees to it. A policy marked as default for its leave type applies automatically to any employee without an explicit assignment.
5. Go to Admin → Leave Configurations → Notifications to configure who gets notified on leave events and to set the approval authority (manager-based or specific groups).

3. How it fits together

Standard fields vs custom fields

Standard fields are the 52 built-in profile attributes organized into seven sections: Personal Information, Contact Information, Employment Details, Compensation, Compliance & Legal, Onboarding, and Offboarding. Each has a configurable visibility level (admins only, employee, managers, or everyone), an edit permission level (employee self-edit, manager-edit, or admin-only), and a risk category (routine, standard, or critical) that determines how update requests are routed for approval.

Custom fields are admin-defined fields stored in the employee’s metadata. They support 16 field types (text, textarea, number, email, phone, url, select, multiselect, radio, checkbox, date, datetime, time, file, currency, and rating). Custom fields require the Custom Fields setting to be enabled. They are categorized into groups (basic info, contact, employment, compensation, compliance, and others) and also support visibility and editability controls.

The two are independent: disabling Custom Fields does not hide standard fields, and standard fields cannot be deleted — only deactivated.

Leave types and accrual policies

A leave type defines a category of time off (e.g., Vacation, Sick Leave). Key properties include whether it requires approval, whether it deducts from a balance, whether negative balances are allowed, how many advance-notice days are required, and whether supporting documentation is required (and after how many days).

An accrual policy controls how balances grow for one leave type. It sets the accrual frequency (monthly, bi-weekly, etc.), accrual amount per period, maximum balance cap, carryover rules, a waiting period before accruals begin, and whether new hires are prorated. Policies can have accrual rules that vary the rate based on tenure or employment type. One policy per leave type can be marked as the default — employees without an explicit policy assignment accrue under the default automatically, and those employees do not appear in the policy’s assigned-users list.

Leave types can be restricted by jurisdiction so that employees in a given country or state see only the types available to them. The availability matrix at Admin → Leave Configurations → Availability controls this.

Profile update routing

When Require Approval for Updates and Manager Routing are both on, employee-initiated changes to fields marked as manager-editable go to the employee’s direct manager first. If the manager does not act within the reminder window, a reminder is sent. After the escalation window, the request escalates to an admin. Fields marked admin-only always go directly to an admin regardless of routing settings.

Compliance tracking

The People dashboard surfaces five compliance categories: missing emergency contacts, expiring visas, I-9 reverification due, probation periods ending, and incomplete profiles. Each has a drill-down list and supports sending in-app compliance reminders to the affected employees. The visa and probation alert windows are configurable in Settings.

4. Running it

Configuring standard field visibility and editability

1. Go to Admin → Employee Data → Standard Fields.
2. For each field, set whether it is active, required, visible in the employee directory, and the edit permission level (employee, manager, or admin-only).
3. Click Save to apply changes in bulk.

Some fields are permanently required — First Name, Last Name and Work Email show a locked checkmark in the Required column instead of a toggle, and cannot be made optional. Fields that are always visible show a fixed Everyone badge under Visible to and cannot be hidden.

Managing leave types

1. Go to Admin → Leave Configurations → Manage.
2. Click New Leave Type to create one, or click a leave type’s name to edit it.
3. To load a set of preconfigured types, click Load Defaults and select an industry template.
4. Leave types with existing leave requests cannot be deleted — the delete option is hidden for those types.
5. To export all leave types as CSV, click Export. To import from CSV, use the Import button on the Manage page.

Assigning employees to an accrual policy

1. Go to the policy’s detail page via Admin → Leave Configurations → Manage → [Policy Name].
2. Open the Assigned Users tab and click Assign Employees.
3. Use the search and department/location filters to find employees. Select individuals or click Assign All for the filtered set.
4. Assignments of 25 or more employees are processed in a background job; smaller batches are saved immediately.
5. To remove an employee, click the unassign action next to their name.

Sending compliance reminders

1. Go to Admin → Employee Data (the dashboard).
2. Click a compliance card (e.g., “Missing Emergency Contacts”) to see the affected employees.
3. Select employees and click Send Reminders. Each receives an in-app notification linking to their profile edit page (or profile overview if self-service editing is off).

Regenerating employee IDs

1. Go to Admin → Employee Data → Settings and choose how the employee ID is generated: Auto-generated, By employment type, or Custom pattern. For a custom pattern, type any fixed text and use Add field to insert values such as a sequence number or the last 4 digits of the phone number.
2. For pattern mode, click Preview Regeneration to see a dry run of how existing IDs would change. The preview processes up to 5,000 employees.
3. Click Regenerate to enqueue a background job that applies the new pattern to all employees.

5. Settings

People (Employee Data) settings

These settings are stored with the rest of your business configuration. Each one falls back to the default shown below until an admin changes it.

Setting	Where	Default	What it changes
Custom Fields	Admin → Employee Data → Settings	On	Enables the custom fields feature; when off, the Custom Fields page redirects to Settings
Self-Service Editing	Admin → Employee Data → Settings	On	Allows employees to edit fields marked employee-editable on their own profile
Require Approval for Updates	Admin → Employee Data → Settings	Off	Routes employee-initiated profile edits through an approval workflow
Org Chart Visible to All	Admin → Employee Data → Settings	On	Makes the org chart visible to all employees, not just admins
Manager Routing	Admin → Employee Data → Settings	On	Routes manager-editable field requests to the employee’s direct manager
Reminder Days	Admin → Employee Data → Settings	3	Days before sending a reminder when a manager has not acted on a profile update request
Escalation Days	Admin → Employee Data → Settings	5	Days before escalating an unanswered manager request to an admin
Probation Period Days	Admin → Employee Data → Settings	90	Default probation period length for compliance tracking
Visa Expiration Alert Window	Admin → Employee Data → Settings	60 days	How far ahead expiring visas appear on the compliance dashboard
Probation End Alert Window	Admin → Employee Data → Settings	14 days	How far ahead ending probation periods appear on the compliance dashboard
Seniority Calculation	Admin → Employee Data → Settings	Calendar years	How seniority is computed: by calendar years or hours worked
CBA Planner	Admin → Employee Data → Settings	Off	Enables the Collective Bargaining Agreement planner sub-surface
Premiums	Admin → Employee Data → Settings	Off	Enables the premium types management sub-surface
Employee ID Mode	Admin → Employee Data → Settings	Auto	How employee IDs are generated: auto (random), typed (prefix per employment type), or pattern (token template)

Former Employee Portal settings

Setting	Where	Default	What it changes
Enabled	Admin → Employee Data → Settings	Off	Activates the former employee self-service portal
Access Duration	Admin → Employee Data → Settings	7 years	How long a former employee can access the portal after termination
Token Validity	Admin → Employee Data → Settings	7 days	How long a portal access link remains valid
Allow Experience Letters	Admin → Employee Data → Settings	On	Former employees can request experience letters
Include Salary in Letters	Admin → Employee Data → Settings	Off	Whether experience letters include compensation details
Auto-Send Portal Access	Admin → Employee Data → Settings	On	Automatically sends portal access when an employee is terminated

Leave Configurations settings

Leave notification and approval settings are stored with the Leave Management app’s own configuration rather than with the business-wide settings.

Setting	Where	Default	What it changes
AI Agent	Admin → Leave Configurations → Notifications	On	Enables the Ask AI leave management agent for employees
Auto-Approve Max Days	Admin → Leave Configurations → Notifications	Per executor default	Maximum leave duration the AI agent can auto-approve
Partial-Day Leave	Admin → Leave Configurations → Notifications	Off	Allows employees to request timed partial-day leave with start and end times
Show Team Availability	Admin → Leave Configurations → Notifications	Off	Shows team members’ leave schedules when an employee is requesting leave
Approval Authority	Admin → Leave Configurations → Notifications	Managers	Who can approve leave: managers (reporting chain) or specific designated groups

6. More help

• Employee Data Administration FAQ — specific setup and operating questions (not yet published)
• Users, Roles & Permissions — how to manage user accounts and role assignments
• Ask AI — the assistant answers questions about employee data and leave configuration from these articles.