Information is valuable and sometimes private. That means that sometimes you need to fine-tune which employee details should be visible throughout your organization.
Previously, when public information was enabled, employees could see the first name, last name, email, and phone number, as contact details for a colleague (prior to December 2019). With regards to GDPR and privacy rules, now it is possible to:
restrict contact information so only the first and last name is visible (default)
customize and enrich the information shown, by setting which standard and custom fields should be visible to your employees.
You can configure those details in Settings > People > Employees, if you are part of the Admin or HR manager Security group.
You can see the differences between the permission levels: here.
The visibility of the employee entry can be toggled from their details page (People > select Employee > Edit ✎ ). When toggled off, the employee is not visible in the Employees list for their colleagues.
When Contact info public is disabled, that employee will not be visible in the People list for their colleagues (this applies both to the Web platform and the Mobile App). On the other hand, you - as a manager, will have access to your employees' contact details independent of this setting.
When Contact info public is enabled, at least the First name and Last name will be visible for everyone. You have full visibility control over all the other fields, including emails, phone numbers, birthdays, nicknames and custom fields.
This defines what information is displayed in the employee list from People > Employees > All Employees, on the web platform.
Please note that this works a little different for the Mobile App, because your employees will see a colleague's phone number or email address independent of your selection of fields (granted the contact info public field is toggled on for that colleague).
If you need something specific to be shown for each employee, you can create your own custom field, in Settings > People > Employee form setup. Please keep in mind that you can only access this page if you are part of the Admin or HR manager security group.
In the Employee form setup, you can edit fields in existing sections and create new ones.
If you want to add an extra field in an existing section, all you have to do is tap on "Add field", when available.
You can then customize the field with the following options:
Name: Title of the field
Type: Specify the type of information you are trying to collect such as:
Default field value: Here you can specify the value in the field if nothing is filled in
Permissions: Here you can set up various permissions for Admins / HR managers or employees enabling or limiting their ability to interact with this field
Edit employee Setup permissions when editing an employee's records.
Create employee Set rules for this field when creating a new employee.
Personal settings Specify what level of permissions the employees have while editing their own profile.
Similarly, you can add a whole section from the bottom button - "Add section".
This can be useful if you need to add more than one custom field. You can use sections to group them and keep things tidy.
We kindly ask that you pay extra care when you edit existing fields.
Changes to an existing field might result in information loss!
If you want to make sure that you don't lose important details, you could reach out to our support team for assistance. When necessary, our support team can also help you with additional restrictions (hide the entire People section, for instance).