This feature allows you to grant employees permission to edit certain segments of their profile, which will then undergo HR approval before the changes are reflected in their profile.
For example:
- You allowed all employees to edit their profile's personal details, such as address, phone number, and marital status.
- However, any changes made by employees MUST go through HR approval before the latest changes are updated in the profile.
- Hence, you need to enable the Profile Change Request function BEFORE you open access for employees to edit their personal details.
For Admins:
- Ensure that the Profile Change Request feature has been enabled in Admin Settings (Gear Icon at the top right) prior to setup.
- Click here for a detailed guide on how to enable and manage profile change requests? (Video)
To Access Profile Change Request:
1. Go to HR Lounge
2. Click on the Profile Change Request button
3. In the Profile Change Request, go to Request List
Here is where HR/Admins will be able to view all pending Profile Change Requests and see details of the changes submitted by employees.
There is the option to filter the submitted requests by Employee Name/ID, sections on the employee profile, and status.
To view the details of a submitted profile change request, click on ‘See Details’ in green.
4. In the Profile Change Request, go to Settings
a) Under the Approver List section:
You may select the person(s) that will be the approver for the profile change requests. The request, along with the details, will appear in the selected employee/approver’s pending task list to be approved or rejected.
b) Under the Profile Section:
You may decide which profile section requires approval or supporting documents by toggling the switch to enable/disable it.
This section is divided into two parts: Profile Sensitive Data and Profile Non-Sensitive Data.
Require Approval: If enabled, when an employee modifies their profile data, approval will be required according to the settings to validate the change requested.
Require Supporting Documents: If enabled, when an employee modifies their profile data, approval will be required according to the settings to validate the change requested.
NOTE:
Modify Own must be enabled under User Group Settings > Profile Sensitive/Non-sensitive data for employees in order for them to submit profile change requests for approval.
From the Employee's Point of View:
When submitting a profile change request, the section on the employee’s profile will not reflect the changes until it is approved. In the meantime, while awaiting approval, the section on the employee profile page will indicate that it is pending.
From the Approver's Point of View:
Once a Profile Change Request has been submitted by an employee, Approvers will be able to select Reject/Approve/Dismiss the submitted request:
- Click the Approve button to approve the request.
- Click the Reject button to reject the request.
- Click Dismiss Request to ignore the request and mark it as "dismissed."
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.