Skip to content
English
BrioHR Website
  • There are no suggestions because the search field is empty.

How to Enable and Manage the Profile Change Requests Feature in BrioHR

Learn how to enable and manage the Profile Change Request feature in BrioHR. Allow employees to update personal details like address or phone number with HR approval for better data control and accuracy.

Introduction

The Profile Change Request feature in BrioHR allows employees to update specific personal information while ensuring that all changes are subject to HR approval.

For example, if an employee updates their home address, the new details will only be reflected in their profile after HR has reviewed and approved the request.

This feature strikes a balance between flexibility and control. It empowers employees to manage their information while maintaining HR oversights for data accuracy and compliance.

What the Profile Change Request Feature Allows

Employees can submit updates for specific profile sections. Once submitted, these requests appear in the HR approval panel for review.

For instance:

  • Employees can edit personal details such as address, phone number, and marital status.
  • HR Administrators can approve or reject these updates before they take effect in the employee's profile.

By default, employees can modify these fields without HR's approval if permission to modify is granted in the User Group. Therefore, the HR Admin must first enable the Profile Change Request function before granting access to edit certain profile details.

Why Use Profile Change Requests

  • Maintain data accuracy: HR reviews all profile updates before confirmation.
  • Enhance employee experience: Employees can easily request updates without manual forms.
  • Ensure compliance: Only verified information is stored in the system.

Step-by-Step Guide: Enable Profile Change Requests

Part A - Enable Access Permission in the User Group (for HR Admins)

Log in to your BrioHR Account.

1. Go to Settings > User Groups.

2. Find the user group you are assigned to > Click the pencil icon to edit.

3. Navigate to HR Modules Permissions.

4. Under Global - Global HR Permission, enable the following checkboxes:

  • Access profile change request list
  • Modify profile change approval settings

The Global – Global HR Permission under HR Modules Permission is intended specifically for HR Admins.

5. Then, navigate to Profile Sensitive Data and Profile Non-Sensitive Data

6. Enable permission "View Own" and "Modify Own" for any section you would like employees to view and edit their own details.

IMPORTANT NOTES:

For non-Admin User Groups, please ensure that the permissions “View Own” and “Modify Own” are enabled for the relevant sections under Profile Sensitive Data and Profile Non-Sensitive Data, depending on which details you want users to view and edit in their own profiles.

 

Part B - Configure in HR Lounge

1. Go to HR Lounge > Employee Management.

2. Click Profile Change Request.

3. Open the Settings section.

Part B (i):  Approver List

Assign the personnel responsible for reviewing and approving profile change requests.

  • You may assign multiple approvers.
  • However, only one approver is required to complete the approval task.
Part B (ii): Profile Section

Determine which Profile Sections require approval or supporting documents.

  • Toggle the switch to Enable or Disable based on your preferences.
  • The section is divided into:
    • Profile Sensitive Data
    • Profile Non-Sensitive Data.

Require Approval

If enabled, any modification to an employee's profile will require HR approval before changes are reflected.

Require Supporting Documents

If enabled, employees must attach supporting documents when submitting profile change requests for HR validation.

IMPORTANT NOTE:

To allow employees to submit change requests:

  • Ensure that Modify Own is enabled under User Group Settings > Profile Sensitive/Non-Sensitive Data.

 

See Also

Frequently Asked Questions (FAQs)

1. Who can approve profile change requests in BrioHR?
Only users assigned as approvers under the HR Lounge > Employee Management > Profile Change Request settings can approve requests.

2. Can multiple HR personnel approve the same request?
You can assign multiple approvers, but only one approval is needed to complete the process.

3. What happens after an employee submits a change request?
The request will appear in the approver’s list for review. Once approved, the new data is automatically updated in the employee’s profile. Before approval, the information on employee's profile remain with old information until HR approves their modification requests.

 

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.