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Profile & Dashboards Data: What to Look Out For and What to Do If Something Doesn't Match

Part of the Profile & Dashboards data verification series for new brioHR clients. This article covers: What to look out for; If something doesn't match.

Audience & Scope

Audience: HR and admin teams setting up brioHR for the first time

Module: Profile & Dashboards

Country: Malaysia, Singapore

Pre-requisites: Implementation kick-off meeting with your Implementation Manager (IM) completed; Profile & Dashboards data migrated by your IM

 

This article is part of the Profile & Dashboards data verification series. It follows the Profile & Dashboards Data Verification Guide (PDF).

What to look out for

A final scan of the trickiest spots for each data group, before you sign off.

Data groupLook out for
Offices
  • Typos or extra spaces between the Office Setting tab and the Employee List.
  • Wrong state (it drives public holidays).
  • Singapore offices: the State column follows Malaysian states, so confirm with your IM.
Employee master data
  • Duplicate employees (each should appear once only).
  • Duplicate or incorrect emails.
  • Staff IDs that are not unique or differ between files.
  • Dates not in YYYY-MM-DD; NRIC with dashes.
  • Missing leavers.
  • Employment type, gender and start date, since they can restrict eligibility or drive proration.
  • Details in a profile that differ from your source file (names, ID numbers, job details, dates).
Reporting lines
  • Manager email blank, misspelled, or belonging to someone not in brioHR.
  • Circular reporting.
User groups
  • Employees in the wrong group.
  • Modules not enabled for the groups that need them. In the sample template only Admin has Leave, Payroll and Expense Claims.
  • Timesheets, Document Management and profile permissions are not on the template, so confirm these with your IM.
  • Admin groups with wider access than the role needs, including access to sensitive profile data.
Company details
  • Address missing or incorrect.
  • Logo not uploaded, or Use company logo not ticked.
Profile Change Request
  • Edit access opened before approval is set up.
  • Sections not set to require approval, or no approvers assigned.
  • Modify Own switched on, or left off, for the wrong profile sections.
Optional tabs
  • Employee email on these tabs not matching the Employee List.
  • Expecting family details to change tax calculation.
Country specific
  • Singapore: FIN No, marital status and "Include in Monthly Payroll?" are compulsory.
  • Malaysia: NRIC No is compulsory for Malaysians.

If something doesn't match

Find what you're seeing in the first column. If a fix doesn't work, or you can't see why, raise it with your IM.

What you seeLikely causeWhat to do
Employees are not linked to an officeOffice name on the Employee List does not exactly match Office Setting.Correct the spelling or spacing so both match.
Wrong public holidays in LeaveWrong state on the office.Check the state for each office in Settings > Offices.
An employee cannot log in or receive onboardingDuplicate or wrong email.Check the email is unique, correct and belongs to that employee.
An employee won't save or importEmail already used (including by another brioHR company), office name mismatch, NRIC with dashes, dates not in YYYY-MM-DD, or missing compulsory fields.Use a unique email, match the office name to Office Setting, remove dashes, reformat dates and complete compulsory fields.
Year-to-date payroll or leave history looks offEmployees who left this year were not included.Add leavers with a last day of employment.
A leaver still has access, or you cannot find a leaverNo last day of employment set. Access ends the day after this date.Set the last day of employment. Find leavers under HR Lounge > Employee Management > Employee List > Inactive filter.
Approvals go to the wrong person, or nobodyWrong or missing manager email, manager not in brioHR, or the approver in the module settings is not set to "Manager".Correct the manager email and set the approver to "Manager". Changing a manager later also changes the reporting structure.
"I cannot see this module" or a dashboardUser group does not have access to that module.Enable module access for the group and confirm the employee is in it.
Documents or reports are invisible to the right peopleUser group permissions.Review the user group's access.
Family details entered but tax is unchangedFamily Details is a profile record only and does not affect tax.Enter child information for tax relief (PCB) in the Employee Payroll Data template and payroll tab.
An admin can see more than they shouldThe Admin user group has broader module or profile permissions than intended, or too many people are in it.Review the group's module access, profile (sensitive and non-sensitive) permissions, and who is in the group.
Company logo or address is missing or wrongNot entered, or not saved, under Company Information.Go to Settings > Company > Company Information, update it and save. Check that Use company logo is ticked.
Employees cannot edit their profile, or change requests do not reach HRModify Own is off for that section, Profile Change Request is not set up or the section is not set to require approval, or no approvers are assigned.Set up Profile Change Request and assign approvers (see Step 8), then enable Modify Own. Check the approver received the email and task, and has not yet approved or dismissed it.
Details in a profile do not match your source fileA typo or wrong value in the source file, or a field left blank.Correct the profile. If the same error appears across many profiles, tell your IM, because it usually points to the source file.

← Previous: How to Verify Profile & Dashboards Access and Get Ready for Go-Live

Next: How to Sign Off Your Profile & Dashboards Data →

Back to Profile & Dashboards Data Migration and Verification: Start Here

 

Ownership

By: Aqilah