People App Overview

People

1. What it is

The People app is the system of record for employee information. It gives admins a single place to manage employee profiles, define which fields are collected, control who can view and edit each field, monitor compliance deadlines, and let employees update their own data through a governed self-service workflow.

• Enablement: The app requires a licence. An admin enables it from the Apps Marketplace; it is not active by default.
• What it is not: The People app is not where you configure leave types or accrual policies — that lives in Admin → Leave Configurations. It is also not where you run payroll; it stores the employee record that Payroll and other apps read from.

2. Standing it up

1. Go to Apps Marketplace and enable People. The app appears in the left sidebar.
2. Go to People → Admin → Settings and review the feature toggles. At a minimum, decide whether employees can update their own profiles (Enable Employee Self-Service, on by default) and whether those updates need approval (Require Approval for Profile Updates, off by default).
3. Go to People → Admin → Standard Fields to review which of the 72 built-in fields are active, required, and visible to employees, managers, or everyone. Fields are grouped into seven sections: Personal Information, Contact Information, Employment Details, Compensation, Compliance & Legal, Onboarding, and Offboarding.
4. If your organization needs fields beyond the built-in set, go to People → Admin → Custom Fields to create them. Custom fields are enabled by default in Settings.
5. Grant access by role. Admins see the full admin surface. Managers with direct reports see the Team tab (including Pending Requests when manager-level approvals are turned on). All employees see the People directory and their own profile.
6. Confirm it worked: open the People tab as a non-admin employee — they should see the directory and be able to view (and, if self-service is on, edit) their own profile.

Silent-until-paired: If you turn on Require Approval for Profile Updates but leave Enable Manager-Level Approvals off, all change requests route to admins — managers are not involved. Turning on manager-level approvals without having managers assigned to employees causes those requests to route directly to admin instead.

3. How it fits together

Standard fields vs custom fields

Standard fields are the 72 built-in fields that ship with the app, organized into seven sections (Personal Information, Contact Information, Employment Details, Compensation, Compliance & Legal, Onboarding, Offboarding). Admins control each field’s visibility level (Admins only, Employee, Managers, or Everyone), whether it is required, and who can edit it (employee, manager, or admin only). Some fields — First Name, Last Name, and Work Email — are always required and always visible; they cannot be hidden or made optional.

Custom fields are admin-created fields in 16 types (text, number, date, select, multiselect, checkbox, currency, rating, file, and more) across 10 categories. Each custom field has the same visibility and edit-permission controls as standard fields. Custom field values are stored on the employee’s profile and appear alongside the built-in fields.

The distinction matters because standard fields drive built-in features (compliance alerts key off Visa Expiry Date; profile completeness tracks eight specific fields), while custom fields are freeform and do not feed into those automated checks.

Visibility and edit permissions

Every field — standard or custom — has two independent axes:

• Visibility level controls who can see the field: Admins only, the Employee themselves, Managers (of that employee), or Everyone (directory-wide). Sensitive fields like SSN, compensation, and date of birth default to Admins only.
• Edit permission controls who can change the field: Employee (self-service, no approval needed), Manager (requires manager approval if manager-level approvals are on), or Admin only. Editing implies viewing — you cannot set a field to manager-editable but invisible to managers; the system raises the visibility floor automatically.

Profile update routing

When Require Approval for Profile Updates is on, employee-initiated changes follow a routing path based on the field’s edit permission:

• Employee-editable fields — changes apply immediately, no approval needed.
• Manager-editable fields — if Enable Manager-Level Approvals is on, the request goes to the employee’s direct manager. If the manager does not act, a reminder is sent (default: day 3) and the request auto-escalates to an admin (default: day 5). If the employee has no manager, the request goes directly to admin.
• Admin-only fields — the request goes to HR/Admin. Managers are not notified of these requests.

Admins can also set up Auto-Approval Rules (approve certain field changes automatically based on conditions), Routing Rules (assign requests to specific admins), Workflows (multi-step approval chains), and Delegations (out-of-office coverage).

Compliance monitoring

The admin dashboard tracks five compliance views: Missing Emergency Contacts, Visas Expiring Soon, I-9 Reverification Due, Probation Periods Ending, and Incomplete Employee Profiles. Each view shows the employees who match that condition and lets the admin send in-app compliance reminders to selected employees. The alert windows for visa expiry (default: 60 days) and probation end (default: 14 days) are configurable in Settings. I-9 reverification uses a fixed 30-day lookahead.

Profile completeness

Profile completeness is calculated from eight specific fields: First Name, Last Name, Email, Phone Number, Hire Date, Job Title, Date of Birth, and Emergency Contacts. The Profile Completion report shows the overall completion rate, a distribution breakdown, and which fields are most commonly missing. This is a fixed set — custom fields do not affect the completeness score.

Boundaries with other apps

• Payroll / Timesheets read employment status, hourly rate, annual salary, and overtime eligibility from the People profile. Changing compensation data here flows to those apps.
• Shifts Scheduling reads the Schedulable flag (on by default for new employees) and Hours per Week from the employment section.
• Onboarding Hub, if licensed, provides full onboarding workflows. The People app tracks basic onboarding status (Not Started, Pending, In Progress, Completed) independently.
• Compensation Management, if licensed, adds compensation history tracking. The People app shows the current compensation snapshot.

4. Running it

Reviewing and acting on compliance alerts

1. Go to People → Admin → Overview. The compliance cards show counts for each compliance category.
2. Click a card (e.g., Visas Expiring Soon) to see the list of affected employees.
3. Select employees and click Send Reminders to send an in-app notification asking them to update their information.

Managing standard field visibility

1. Go to People → Admin → Standard Fields.
2. Each field shows its current visibility, edit permission, and required status.
3. Use the bulk controls to toggle fields on/off, change visibility levels, or set edit permissions. Changes take effect on save.

Reviewing profile update requests

1. Go to People → Team → Pending Requests (managers) or People → Admin → Pending Requests (admins).
2. Each request shows the employee, the fields being changed, old and new values, and the risk category (routine, standard, or critical).
3. Approve or reject each request. Approved changes are applied to the employee’s profile immediately.

Configuring the employee ID format

1. Go to People → Admin → Settings → Employee Code Format.
2. Choose a generation mode: Auto-generated (random E + 7 digits, the default), By employment type (sequential codes with a prefix per type, e.g., FT-000001), or Custom pattern (a template using phone-number tokens or a sequence number).
3. The chosen format applies to new employees automatically. To apply it to existing employees, use Regenerate Mango IDs — this shows a preview before making any changes.

Running reports

Go to People → Admin → Reports. Available reports include Headcount (by location, department, and status), New Hires (with onboarding status), Profile Completion (missing-field analysis), Compliance (I-9, visa, work authorization), and Custom Fields Usage (completion rates per custom field, visible only when custom fields are enabled).

5. Settings

All settings are at People → Admin → Settings unless noted otherwise.

Feature settings

Setting	Default	What it changes
Enable Custom Fields	On	Shows or hides the Custom Fields tab and management interface
Enable Employee Self-Service	On	Lets employees edit their own profile fields (subject to field-level edit permissions)
Require Approval for Profile Updates	Off	When on, employee-initiated changes to non-employee-editable fields require approval

Profile update request routing

Setting	Default	What it changes
Enable Manager-Level Approvals	On	Routes manager-editable field requests to the employee’s direct manager instead of admin
Send Reminder After	3 days	Days before sending a reminder to the manager on a pending request
Escalate to Admin After	5 days	Days before auto-escalating an unacted-on request to admin

Privacy and visibility

Setting	Default	What it changes
Organization Chart Visible to All Employees	On	When off, only managers and admins can view the org chart

Onboarding and seniority

Setting	Default	What it changes
Default Probation Period	90 days	Used to estimate probation end dates when no explicit date is set
Seniority Calculation Method	Calendar Years (based on hire date)	Alternative: Hours Worked (divides approved timesheet hours by 2,080)
Enable CBA Planner	Off	Adds the CBA Planner tab for managing Collective Bargaining Agreements and seniority-based bumping scenarios
Enable Temporary Premiums	Off	Adds Premium Types and Acting Assignments tabs for shift differentials and temporary role pay

Compliance dashboard alert windows

Setting	Default	What it changes
Visa expiry dashboard window	60 days	Employees with visas expiring within this window appear on the compliance dashboard
Probation end dashboard window	14 days	Employees whose probation ends within this window appear on the compliance dashboard

Former Employee Document Portal

Setting	Default	What it changes
Enable Former Employee Document Portal	Off	Lets terminated employees access historical documents (pay stubs, tax forms) via a secure token-based portal
Enable Former Employee Agent	On (when portal is enabled)	Lets former employees interact with an AI assistant in the portal
Portal Access Duration	7 years	How long after termination a former employee can access the portal
Access Token Validity	7 days	How long each login token remains valid
Allow On-Demand Experience Letters	On	Former employees can request employment verification letters
Allow Salary Information in Letters	Off	Whether experience letters include compensation details
Require Personal Email During Offboarding	On	Offboarding plans cannot be completed without a verified personal email
Auto-Send Portal Access on Termination	On	Automatically emails portal access instructions when an employee is terminated

Employee Code Format

Setting	Default	What it changes
Generation mode	Auto-generated	How new employee IDs are created. Options: Auto-generated (E + 7 random digits), By employment type (prefix per type + sequential number), Custom pattern (template with phone or sequence tokens)

6. More help

• People App FAQ — specific setup and operating questions, limits, and troubleshooting
• Employee Data Administration — the platform admin guide covering admin-surface configuration and leave management
• Ask AI — the assistant answers questions about the People app from these articles