The Profile section in the Employee Directory allows employees to securely view and maintain their personal information. It serves as a central repository for employee master data, including personal details, official identification, contact information, check-in/check-out location settings, and current and permanent addresses. This module supports accurate employee record management while ensuring HR compliance and data integrity.

Employees can:

• View employment details.
• View bank details.
• Update personal information.
• Manage contact information.
• Maintain address details.
• Submit profile changes for approval.

Access Profile

To access the Profile section:

1. Log in to the HR portal.
2. Navigate to Employee Directory → Profile from the dashboard.

The Personal Details tab is displayed by default.

Profile Sections

The Profile module is organised into the following sections:

• Personal Details
• Employment Details
• Bank Details
• Compliance Management

Personal Details

The Personal Details section allows employees to maintain their personal profile information.

Employees have read and write access to this section and can update the information by selecting Edit Details.

Typical information includes:

• Employee ID (system generated)
• First Name
• Last Name
• Date of Birth
• Gender
• Phone Number
• Alternate Phone Number
• Email
• Nationality
• Marital Status
• Blood Group
• Profile Picture
• Current Address
• Permanent Address
• Check-in/Check-out Location Details

The employee information is stored as part of the master employee record.

Edit Personal Details

To update personal information:

1. Open the Personal Details tab.
2. Click Edit Details.
3. Modify the required fields.
4. Review the updated information.
5. Click Submit for Approval.

The updated information is validated and submitted to the reporting manager for approval. A confirmation message is displayed after successful submission.

Cancel Changes

If the employee selects Cancel, the edit session is closed and all unsaved changes are discarded. Previously saved information is restored.

Employment Details

The Employment Details section contains official employment information.

Employees have read-only access to this section. The information is retrieved from the employee master record and cannot be modified by the employee.

Bank Details

The Bank Details section displays the employee’s banking information.

Employees have read-only access to this section. Sensitive banking information is masked for security purposes.

Compliance Management

The Compliance Management section allows employees to upload compliance-related documents required by the organisation.

Submit Profile Changes

After updating permitted fields:

1. Verify all entered information.
2. Click Submit for Approval.
3. The system validates the information.
4. The profile update request is forwarded to the reporting manager for review and approval.

A confirmation message is displayed after successful submission.

Error Handling

If the system cannot retrieve the employee’s profile information, the following message is displayed:

Unable to fetch profile data.

Profile changes are not saved until they are successfully submitted for approval.

Change History

The Change History section provides a read-only audit trail of every update made to an employee’s profile record, including designation, contact details, and employment information.

Every successful update automatically creates a Change History entry containing:

• Field Name
• Previous Value
• Updated Value
• Changed By
• Date & Time
• Action Log (Update, Approved)

For example, updating the Designation field from “Executive” to “Senior Executive” generates a new history row showing the exact before/after values, the user who made the change, and the timestamp.

Only successfully saved changes are recorded — cancelled or unsuccessful updates do not create history entries.

The Change History grid displays: Field Name, Changed From, Changed To, Changed By, and Date & Time.

For example: Field Name – Designation, Changed From – Executive, Changed To – Senior Executive, Changed By – Admin’s Name, Date & Time – Current Date & Time.

Search, Filter, Sort, and Export

• Search — Searches history records by Field Name or Changed By.
• Refresh — Reloads the latest history records.
• Filter — Applies filters such as Date Range, Field Name, or Changed By.
• Sort — Sorts records by any available column.
• Reset — Clears all applied search, filter, and sort criteria.
• Actions — Export only.

Availability by Mode

• Read Mode: The Change History section is fully visible and remains read-only. Users can search, filter, sort, refresh, reset, and export history records.
• Edit Mode: Record details become editable per business rules, but the Change History section remains read-only regardless of page mode.

Records are displayed in descending chronological order, with the most recent change shown first. If no history records exist, the system displays “No Change History Available.” Users without view permission to this screen cannot access its Change History grid and are redirected to an access-denied page.

Important Notes

• Employees can edit only the Personal Details section.
• Employment Details and Bank Details are available in read-only mode.
• Bank information is displayed with sensitive fields masked.
• Profile updates require submission for approval before they become effective.
• Employee records include personal, contact, identification, address, and profile information maintained as part of the master employee record.