Changing your personal details

Identify the affected records, confirm which systems share data, and check the result.

Northstar Works is a fictional organization used in this example. Different systems may hold or share your details. Do not assume one update reaches every system: ask which records share data, then check the result.

Work through it in this order: identify what changed, confirm the update route with each system owner, then check the result. Keep your new details off this page, out of team chats and out of ticket comments that other people can read.

The system names and owners below are illustrative. Evidence requirements, eligibility and timing differ by country and site, so ask the owner of each system.

Which detail changed

Find your change, then use the next table to see who owns each record.

Contact details

  • Personal phone number
  • Personal email address
  • Preferred name in the directory

Home or mailing address

  • Home address
  • Address for payslips and tax papers
  • Remote work location, if named

Legal name

  • Payroll and tax records
  • Benefits enrolment
  • Email name and ID badge

Emergency contacts

  • Contact name and number
  • Relationship to you
  • A second contact

System owners

Illustrative mapping for Northstar Works. Evidence, eligibility and timing vary by country and site, so ask each owner what applies to you.

What changed Systems that may hold it Owner Check afterwards
Phone or personal email People Hub profile; emergency contact record People Operations Profile shows the new number or address
Home or mailing address People Hub profile; payroll and tax records; benefits enrolment People Operations; Payroll; Benefits Each system shows the new address. Ask Payroll where it reads the address from.
Legal name People Hub; payroll and tax; benefits; email display name; ID badge People Operations; Payroll; Benefits; IT Service Desk; Workplace Services Name matches in every system you use. Name changes often need supporting evidence, so ask first.
Emergency contact People Hub emergency contacts People Operations Name, number and relationship display correctly

Worked example: after a move

A customer-support analyst moves house within the same country. Only the home address changes. Name, phone and emergency contact stay the same.

  1. 1

    Name what changed

    Only the home address. That means the profile, payroll and tax records and benefits enrolment may all hold the old one.

  2. 2

    Update the People Hub profile

    Use the self-service profile page. The analyst does not assume the change reaches Payroll or Benefits.

  3. 3

    Ask Payroll how its record is updated

    Payroll says whether it reads the profile address or needs its own update. The analyst uses Payroll's private route, not a team chat.

  4. 4

    Ask Benefits whether the address matters

    Some plan options depend on where you live. Benefits tells the analyst whether the new address affects theirs.

  5. 5

    Check each system separately

    The analyst reopens the profile, the payroll record and the benefits summary and compares each with what was submitted. Any mismatch goes back to that system's owner.

Supporting information

Some changes need evidence. The system owner decides what, and how to send it.

Before you send a document

  • Ask the owner whether evidence is needed for this change and which kind.
  • Use the owner's approved private route, such as a secure upload inside the system.
  • Send only the pages the owner asks for.

Keep it out of shared spaces

  • Team chats, shared mailboxes and distribution-list emails.
  • Ticket titles and comments that other people can see.
  • This page. It never stores or collects your details.

Confirmation checks

Finish each update by checking it, because a submitted request is not the same as a changed record.

  1. Open each system you updated, one at a time.
  2. Compare what it displays with what you submitted.
  3. Look where the detail shows up in daily work: the directory, a payslip preview, the benefits summary, your badge or your email display name.
  4. If a system still shows old details, contact that system's owner by its own route. Name the field that is wrong without repeating the sensitive value in a public place.
  5. Keep a private note of which owners you have contacted and which updates are still open.

Common questions

If I update my profile, does that change every system?

Not necessarily. Each system has its own record and owner. Some read from the profile and some do not. Ask each owner whether your change carries over, and check the result yourself.

Two systems show different details. What do I do?

Decide which is correct, then contact the owner of the system that is wrong through its usual route. Say which field differs, and avoid pasting the detail into a public ticket or chat.

My change is sensitive or involves a legal or safety matter. Who should I talk to?

Contact People Operations first and ask for a private conversation. They will point you to the trained owner. Local rules apply to these cases, and this page does not replace them.

Can my manager update my details for me?

Usually you update your own records through each owner's route. Ask People Operations what your manager can and cannot do in your location. Avoid sending personal details through your manager's email or chat.

I cannot tell which owner to contact.

Start with People Operations. Tell them what changed, not the new details, and they can point you to the right system owners.