Employee profile: complete and edit an employee’s details

Quick answer

#What it's good for

• The phone creates the profile with whatever the employee typed. Here you turn it into a proper record that payroll and reports can rely on.
• Position, supervisor and schedule decide who approves the person’s leave, which hours count as overtime and who they can swap shifts with.
• Exceptions for one person – weaker GPS, a photo on every scan, salary visible in the app – without changing the rest of the company.
• Everything about one employee in one place: one click from the list to their monthly report, overtime or absences.

#Who it's for

#Step by step

1. Open the profile.

   Go to Employees and click the pencil next to the person – see Employee list and filters. The breadcrumb at the top reads Employees / Last name First name, and the Detail tab is open.

   

2. Fill in the personal data.

   Check First Name and Last Name – the app may have saved a nickname or nothing at all. Add Email and Phone if you want them in the list.

   Personal ID is optional. Use the number your payroll uses, for example 509. It also helps you tell two people with the same name apart when you merge duplicate profiles.

3. Set the position, dates and supervisor.

   • Position Name – pick one from your job positions, for example Floor Care Technician.
   • Onboard date – the first day of work.
   • Contract end date – the last day of a fixed-term contract, or tick Unlimited. With the e-mail rule on, FreshQR reminds you before the date; see Employment contract end dates.
   • Superior employee – the person this employee reports to. It builds the organigram, which decides which manager sees this employee and who gets e-mails sent to the Direct supervisor. If the person first scanned at a branch with a default supervisor, this is already filled in.

4. Check the work schedule.

   Under Work schedule you usually see Using default branch schedule. That is fine for most people. If this employee works different hours – a part-timer on four mornings a week, say – click add individual schedule and choose a schedule with its valid-from date. How schedules work, and which one wins when several apply, is explained in Employee work schedule.

   The Note field below is for the office only. The employee doesn’t see it in the app. It is not the same as the notes employees write from the app, which you find under Employee notes.

5. Add tags and set GPS accuracy.

   Tags are your own labels, for example “Garda vetted” or “Keyholder”. Type a name and press Enter, or pick an existing one. You can then filter reports by tag – see Employee tags.

   Geolocation Accuracy is Best by default. Lower it for an employee whose phone has weak GPS, or choose None (GPS disabled) if no location should be recorded for them. The ⓘ icon shows the approximate range of each level. More in GPS attendance tracking.

   

6. Change the app settings for this person only (optional).

   The Mobile App Settings block shows the blue badge Using company defaults: the employee’s app follows the settings in Mobile app settings. Change any switch here – for example turn on Show monthly salary in mobile app for one person – and after Update the badge turns yellow: Custom settings.

   Custom settings replace the company defaults for this employee. To put the person back on the company settings, click Reset to company defaults.

   

7. Click Update.

   Click the green Update button at the bottom. The message Data has been successfully saved confirms it. The switches in the mobile settings block are saved together with the rest of the form, so don’t leave the page before you click it.

#What the other tabs are for

The tabs sit under the employee’s name. Some appear only when they are relevant – Bonuses, for example, once your company has a bonus type.

#Employee evaluation notes on the Evaluations tab

The Evaluations tab holds short dated comments on the person’s work. At the yearly talk, before a pay rise or at the end of a trial period you have the whole year in front of you, not just last month. Only the office sees them – the employee doesn’t, in the app or anywhere else, so feedback meant for them has to be given in person.

1. Open the Evaluations tab. Notes are listed newest first, each with its date.
2. Type into New evaluation, for example: “Malahide clinic renewed the contract and mentioned her team by name. Ready to train new supervisors.”
3. Click Save. The note appears in the list with today’s date.

Evaluations are plain text with a date – no scale, no categories, no export. Write a score into the text if you need one, for example “Quality 4/5”. The Dashboard’s attendance metrics are numbers FreshQR calculates; a reward goes in as a bonus.

#Who can read evaluations, and how to correct one

• Reading: every account that can open employees, including Employees: View Only. View Only accounts see the notes without the form and the ×. A team lead whose account is linked to their profile sees only their own team’s evaluations. Check the roles in User accounts and roles before you write anything sensitive.
• Author: the app doesn’t record who wrote a note. If that matters, add your initials at the end.
• Corrections: notes can’t be edited. Click the red × next to the note, confirm with Yes, delete and write it again.
• Merging: when you merge two profiles of the same person, the evaluations of the old profile move to the kept one.

#Other ways to reach a profile

• From the organigramIn Employees › Organigram, the pencil on a card opens that person’s profile in a new browser tab.
• Straight to a tabLinks to a profile can open a specific tab – for example the absences of one employee. Bookmark the page you use most.

#Special cases and tips

Fields are greyed out

Your account has a View Only role for employees. You see the data but there is no Update button, and the Scan Details and Advanced tabs are hidden. The Salary tab is still visible to this role, so give it only to people who may see pay.

Removing an employee

The red Delete button deactivates the profile; history stays and you can reinstate the person later. Give their team a new supervisor first. Details in Employee list and filters.

Picking a supervisor

The supervisor list includes everyone in the company. Don’t choose someone who reports to this employee – that would make a loop in the organigram.

#Related

Web app (administrator)Mobile app (employee)