Update Personal Information

Purpose

This article explains how to update personal and professional details for individuals registered in the People Management module.
Keeping information accurate ensures data consistency, process automation, and compliance with HR and legal requirements.

Updates may apply to:

Persons (pre-employment) — candidates or external individuals.
Employees (post-employment) — active workers with HR access.

Employees may update some information themselves, while sensitive data requires HR authorisation.

Overview

Each person or employee record is divided into several tabs that store key information:

Contacts – Addresses, phone numbers, and social links
Background – Education and professional experience
Documents – Legal IDs and certifications
Wellbeing – Health and related data
Permits – Work permits and visa records
Others – Additional notes or contextual information

💡 Tip: Keep each section complete and standardised to ensure compatibility with payroll and contract data.

Access Path

People Management → People

Steps to Update Personal Details

Access the Record
- Search for the person by name or ID in the People module.
- Open the record to view all tabs: Contacts, Background, Documents, Wellbeing, Permits, Others.
Edit Personal Fields

Left Panel Fields (Main Details):

Salutation: Select title (Mr., Ms., Dr.).
Name (Required): Update the common name.
Legal Name: Only editable by HR or with HR approval if Employee.
Acronym: Optional short form or initials.
Date of Birth: Editable with proper validation.
Place of Birth: City/town name.
Nationality: Citizenship

Contacts Tab:

Add or edit:
- Addresses (primary/secondary)
- E-mails
- Phone Numbers
- Emergency Numbers
- Social Media

Other Tabs:

Background: Education and work history.

Documents: Upload or replace IDs, certifications.

Wellbeing: Health info if applicable.

Permits: Work permits, visas.

Others: Any additional relevant information.

Save Changes
- Click Save to apply updates.
- System validations prevent errors and enforce required fields.

Permissions and Access Control

Persons (pre-employment): Only HR or authorised managers can edit any field.
Employees (post-employment):
- Self-service: update contact info, emergency numbers, and non-sensitive optional fields.
- HR-controlled: legal name, nationality, permits

💡Note: For payroll-relevant data, see People Management – Contracts.

Best Practices

Employees should verify data before saving.
Use consistent formats for addresses, dates, and phone numbers.
HR should review employee-submitted updates periodically.
Sensitive information must remain restricted to authorised personnel.

Common Errors

Attempting to edit restricted fields without HR approval.
Incorrect formats for dates, phone numbers, or addresses.
Overwriting important information without verification.

Create a Person Record
Access Control and Permissions
Manage Skills and Qualifications
Contract – Personal Information (cross-link for post-employment data)
About People Management

Update Personal Information