Introduction

User Profile Management is a core feature of any HRMS (Human Resource Management System). It allows employees and administrators to view, edit, and maintain up-to-date user data, ensuring effective communication, compliance, and HR services.

Profile Completeness: Why It Matters?

Maintaining a complete and accurate profile is crucial for the following reasons:

• Accurate HR records: Ensures payroll, leave, and benefits calculations are based on correct data.
• Emergency Readiness: Updated emergency contact information helps HR respond effectively during critical situations.
• Career Growth: Complete profiles allow visibility into skills, certifications, and interests for internal job opportunities.
• Compliance: Accurate documents and identity proof are required for audits and legal reporting.

Contents

1.1 How to edit Employee’s profile Information?

1.2 How to edit Employee’s Profile Picture?

1.3 How to create a new profile Field in uKnowva?

1.4 How to restrict profile field visibility in uKnowva?

1.5 How to update employee’s profile details in bulk?

1.6 How to approve Employee’s Profile Details which needs HR’s Approval?

1.7 Additional Fields on the Profile Page

1.1 How to edit Employee’s profile Information?

• Login in uKnowva system make sure you have Admin/ HR Rights
• Search for employee:
  • from search option on top (refer to image below)
  • search employee from user manager
• go to uKnowva configuration > User Manager

• View section wise employee’s profile details, Add/ edit any information you required and save.

1.2 How to edit Employee’s Profile Picture?

• Click option of ‘View Profile’

• From menu list click on ‘Change Profile Picture’

• Choose file and save

1.3 How to create a new profile Field in uKnowva HRMS?

• Go to uKnowva configuration

• Click on Profile Fields Manager from left side menu

• Click on + Icon to add new field

• Fill details asked on page and save, new field will create.

1.4 How to restrict profile field visibility in uKnowva?

• Go to uKnowva configuration > profile field manager
• Search for field you want to restrict
• Edit profile field search for Visible To, Access Level, Editable by option select necessary group for assigning rights

1.5 How to update employee’s profile details in bulk?

1. Navigate to Import Section

• Go to uKnowva Configuration > User Manager.
• Click on the Import button.

2. Download the CSV Template

• Download the provided template file.

• Important: The file must be in .csv format. Excel files with extensions like .xlsx or .xls will not be accepted by the system.

3. Fill in the Employee Details

• Open the .csv file in a spreadsheet editor (e.g., Excel, Google Sheets).
• Fill in the required details for the employees whose profiles need to be updated.

Mandatory Columns:

• Name
• Username
• Email Address

These three fields must exactly match the existing records in uKnowva, as they are used to map and identify users.

Optional Columns:

• Add only the columns you want to update (e.g., Phone Number, Address, Department).
• Do not modify the column headers in the template.

4. Save the File

• After entering all the data, save the file in .csv format.

5. Upload the File

• Return to the Import section in the User Manager.
• Click Upload, select your CSV file, and confirm the upload.

Confirmation and Error Handling

• If the upload is successful, you’ll see a message:
  "Profile information updated successfully."
• If there are errors, you will be prompted to download an error log file.

1.6 How to approve Employee’s Profile Details which needs HR’s Approval?

When employees add or update certain fields in their profile that are configured to require HR approval, the system notifies HR Admins to review and take action.

Approval Workflow Steps:

1. Employee Updates Profile
   • The employee logs into their uKnowva account and adds or updates profile details (e.g., phone number, address, ID documents).
2. HR Admin is Notified
   • The system automatically notifies the HR/Admin team that a profile update is pending review.
3. Login as HR/Admin
   • Go to uKnowva HRMS and log in using your HR/Admin credentials.
4. Access Profile Update Approvals
   • From the left-hand menu, search or navigate to Profile Update Approvals.
5. Review Submitted Changes
   • Click on the View option next to the employee's name to see the updated details and original values (if applicable).
6. Approve or Reject
   • After reviewing:
     • Click Approve to confirm the update.
     • Click Reject if the information is incorrect or incomplete.

The employee will be notified of the action taken, and approved changes will be reflected in their profile.

1.7 Additional Fields on the Profile Page

These are additional insights that an employee can find on their profile page. Super admin or HR can add or remove those from an employee's profile if there is any requirement.

• Profile Statistics

The profile statistics include Profile Complete, Connected, Contribution, and Active status or percentage. It shows how much percentage of your profile is completed, how connected you are with your colleagues, your contribution and active participation on the network.

• Skills and Endorsements

This section allows you to update your skills by clicking the Add Skill button on the top right corner of this section.

You can ask others in your organisation to endorse your skills to get higher points and become a verified expert in no time.

• Organization Chart

This is an additional insight added to your profile. It allows you to check the node or the level where you belong in the organisation. You get clarity as to who reports to you and who you are reporting to.

Change the view of the organisation chart on the basis of Levels.

Click Reset at the right side of this section to get back to the default view of the organisation chart that shows your position in the hierarchy. Click the arrow button, which is located beside the Reset button, to view the chart in another window.

We hope this article was helpful for you to manage, edit, and update your profile.

If you’re in doubt, please read other articles or reach out to our experts.