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How to Approve or Reject Profile Change Requests in BrioHR

Learn how HR or approvers can review, approve, or reject employee profile change requests in BrioHR. Follow this step-by-step guide to ensure accurate and compliant employee data management.

Introduction

The Profile Change Requests feature in BrioHR gives employees flexibility to manage their personal profile information while ensuring all updates are validated and approved by HR.

Before using this feature, please ensure that access permissions and feature configurations are set up correctly.

Learn more: How to Enable and Manage Profile Change Request Feature in BrioHR

Step-by-Step Guide: Approve or Reject Profile Change Request

Step 1 - Profile Change Request Notification

Whenever an employee submits a profile change request, the approvers will receive notifications through:
  • Email notification (sample below)
  • Task in the Pending Actions list

This ensures that HR or approvers can promptly review and respond to pending profile updates.

Step 2 (a) - Approve or Reject via Pending Actions Task

1. Log in to your BrioHR account.

2. Go to the Home page, and locate the My To-Do List section.

3. Find Profile Change Request and click to open it.

4. A sidebar titled Pending Actions will appear.

5. All profile change requests are displayed under two tabs:

  • Request List: shows active requests awaiting action.
  • History: shows completed requests and their timelines.

 

6. Under the Request List tab, choose one of the following actions:

  • Approve: Confirm and apply the employee’s profile change.

  • Reject: Decline the request and add a rejection message for context.

  • Dismiss Request: Remove and ignore the request without applying changes.

  • Pencil Icon: Edit or modify the employee’s request on their behalf.

8. After approval, the employee’s updated information will automatically replace the existing record in their profile.

 

Step 2 (b) - Approve or Reject from HR Lounge

1. Navigate to HR Lounge > Employee Management.

2. Select Profile Change Request.

3. Open the Request List tab.

4. Filter by Status: Submitted to display pending approval requests.

5. Click See Details to review the employee's request.

6. A pop-up window will appear showing request details.

7. Choose one of the available actions:

  • Approve: Confirm and apply the new information.

  • Reject: Decline with a reason or feedback message.

  • Dismiss Request: Ignore and remove the request from the list.

  • Pencil Icon: Modify the change request directly on behalf of the employee.

7. Review the History tab to view the full approval activity timeline.

8. Once approved, the new information will automatically update the employee’s profile record.

See Also

Frequently Asked Questions (FAQs)

1. Who receives notifications for profile change requests?
Approvers listed under the Profile Change Request settings in HR Lounge will receive email and task notifications when employees submit a change request.

2. Can multiple HR approvers handle the same request?
Yes, you can assign multiple approvers, but only one approval is required for the change to take effect.

3. What happens when a request is dismissed?
A dismissed request will be removed from the pending list and will not be processed or reflected in the employee’s profile.

4. Can HR modify an employee’s request?
Yes. Using the Pencil icon, HR can edit the submitted change request on behalf of the employee before approving it.

5. Will employees be notified once their change is approved?
Yes. Employees receive an automatic system email notification when their request is approved, as shown in the sample below.

Need Assistance?

If you have any questions or require assistance, please reach out to our support team via live chat or email us at support@briohr.com.