Profile

This page provides a step by step guide for FAQs related to 'Profile' tab in the employee profile

1. How to change the category for an existing employee?

How to change category or How to transfer employee category?

Step 1: Log into the cloud portal click on the ‘Employee’ menu and select the ‘Employee List’ subtab.

Step 2: Select the employee for whom you want to change the category.

Step 3: Select the ‘Profile’ tab and scroll down to select ‘Category Transfer’ subtab.

Step 4: Fill in the necessary details and click on the ‘Transfer’ button.

2. How to change the employee code or employee ID?

If the employee code or employee ID is wrongly created and you want to assign a new employee code or employee id to the employee follow the steps below.

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ sub-menu.

Step 2: Select the ‘Employee’ for whom you want to change the code.

Step 3: Under the ‘Profile’ tab scroll down to the ‘Code Transfer’ sub-menu.

Step 4: Enter ‘Employee New Code’ and click on the ‘Save’ button and the employee code or employee id will be changed.

3. How to change an employee’s date of joining (DOJ)?

Note: Employee’s date of joining (DOJ) can be only changed if there has been no activity related to the employee profile such as shift assignment, leave application, payroll and more. If there has been some activity related to the employee profile and you still need to change the employee’s date of joining (DOJ) please contact our agent.

Step 1: To change the employee’s date of joining (DOJ), log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Find the name of the employee for whom you want to change the joining date. Click on the ‘3 dots’, on the employee’s card towards the right-hand side of the screen and select the ‘Edit Profile’ option.

Step 3: That will take you to the ‘Basic Details’ subtab, under the ‘Profile’ tab in the employee profile. In the ‘Date of Joining’ (DOJ) field and select the required date.

Step 4: Once you change the date, scroll down to the bottom of the screen and click on the ‘Save’ button and the employee’s date of joining (DOJ) will be changed.

Path: Cloud>Employee>Employee List>select employee>Profile>Basic Details>edit Date of Joining>Save

4. How to change the tax regime from new to old?

Step 1: Log into the cloud portal, go to ‘Employee’ menu and select the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to change the tax regime.

Step 3: Click on the ‘Profile’ tab, followed by ‘Employee Details’ subtab.

Step 4: From the ‘ITAX Regime Type’ dropdown select the ‘Old Regime’ option. Scroll down, click on the ‘Save’ button and employee’s income tax regime will be changed.

5. How to Change Employee Category?

Step 1: Log in to the Cloud portal and select the ‘Employee’ tab and ‘Employee List’ subtab.

Step 2: Click on the employee name.

Step 3: Click on the ‘Profile’ tab and the ‘Category Transfer’ subtab.

Step 4: Fill in the necessary details and click on the ‘Transfer’ button

6. How to Transfer Employee Code?

Step 1: Log into the cloud portal and select the 'Employee’ menu.

Step 2: Click on the ‘Employee List’ sub-menu.

Step 3: Select the employee for whom you wish to transfer the code.

Step 4: Select the ‘Profile’ tab.

Step 5: Select the ‘Code Transfer’ sub-tab.

Step 6: Enter the new employee code in the allocated field and click on the ‘Save’ button.

7. How to Check the ‘Self-service Role’ of Employees?

Step 1: Log into the cloud portal and click on the ‘Employee' menu and select the ‘Employee List’ submenu.

Step 2: Select the name of the employee from the list.

Step 3: Select the ‘Profile’ tab and then the ‘Self-service Role’ sub-tab.

Step 4: Select the role as required and click on the ‘Save’ button.

8. How to change date of birth (DOB) for an employee?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to change the date of birth (DOB) and employee’s profile will open.

Step 3: Under the ‘Profile’ tab, click on the ‘Basic Details’ subtab. Click on the ‘Date of Birth’ field and select the desired date.

Step 4: Scroll down and click on the ‘Save’ button and the date of birth (DOB) for an employee will be changed.

9. How to update Pan card number and Aadhaar card number for an employee?

Step 1: Log into the cloud portal, go to the ‘Employee Menu’ and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to change Pan or Aadhaar card details.

Step 3: Under the ‘Profile’ tab click on the ‘Employee Details’ subtab

Step 4: Find the fields ‘Pan’ and ‘Aadhaar No’ fields on the page and enter the Pan Card number and the Aadhaar card number respectively.

10. How to change employee’s designation?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee from the list and that will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Basic Details’ subtab and select the required ‘Designation’ from the drop-down.

Step 4: Scroll-down and click on the ‘Save’ button and the designation will be saved.

11. How to edit an employee’s basic information?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the ‘Employee’ for whom you want to change the basic details, and it will take you to their profile.

Step 3: Under the ‘Profile’ tab and click on the ‘Basic Details’ subtab.

Step 4: Click on the respective field and make the required changes then click on the ‘Save’ button at the bottom and the changes in the employee’s basic details will be saved.

12. How to provide an employee manager rights or manager role?

To give an employee manager rights you need to go to their profile first.

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee from the list to whom you want to give the manager rights.

Step 3: Under the ‘Profile’ tab click on the ‘Self-service Role’ subtab. From the ‘Role’ dropdown select the ‘Manager’ role and click on the ‘Save’ button. The manager role will be assigned to the employee.

Path: Cloud Setting>Employee Profile>Profile>Self-service Role>select role-Manager>Save

11. How to check or view reporting manager of an employee?

To check the reporting manager of a specific employee you need to go to their profile.

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee from the list, who’s reporting manager you want to check.

Step 3: Under the ‘Profile’ tab click on the ‘Employee Details’ subtab.

Step 4: Scroll down and in the ‘Reporting Manager’ field the name of employee’s reporting manager will be visible.

Path: Cloud Portal >Employee >Employee List >select the employee >Profile > Employee Details > scroll down to ‘Reporting Manager’ field.

12. How to update employee’s notice period?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to update the notice period and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Basic Details’ subtab. Various fields about employee’s basic details will appear.

Step 4: Scroll down to the ‘Notice Period Days’ field and enter the desired number of days for the notice period and click on the ‘Save’ button. The notice period of the employee will be updated accordingly.

Path: Cloud>Employee>Employee list>Select employee>Profile>Basic Details>Change Notice Period Days>Save

13. What does the ‘M’ letter marked in the In Out Details means?

If you see the ‘M’ letter beside the ‘Date’ in the ‘In/Out Details’, it means that it is a modified entry.

Path: Cloud>Employee>Employee List>select employee>Profile>In/Out Details

14. How to change employee name in the system?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee whose name you want to change and system will take you to their profile.

Step 3: Under the ‘Profile’ tab, click on the ‘Basic Details’ subtab. You can make changes in the ‘Employee Name’, ‘Middle Name’ and the ‘Last Name’ fields and scroll down to click on the ‘Save’ button.

Note: You can not change employee name from the ESS portal.

Path: Cloud Portal>Employee>Employee List>Profile>Basic Details>make required changes in the Employee Name>Save

15. How to edit UAN number of an employee?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to update UAN number and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Employee Details’ subtab. Various fields about employee’s details will appear.

Step 4: Use ‘Ctrl+F’ keys and search ‘UAN’. Find the ‘UAN Number’ field on the page, make required changes and scroll down to click on the ‘Save’ button. The UAN number will be saved.

Path: Cloud Portal>Employee>Employee List>select the employee>Employee Details >search UAN Number>edit>Save

16. How to upload employee documents from cloud portal?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to upload document and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Employee Details’ subtab. Any uploaded documents will appear on this page. To upload a file, click on the ‘Upload New Document’ field and select the required file.

Step 4: The uploaded document will be visible on the same page. At the upper right corner click ‘Download Icon’ to download the document similarly, click on the ‘x’ Icon to delete the document.

Path: Cloud Portal>Employee>Employee List>Profile>Employee Document>Upload New Document>select document

For any queries, connect with our agent on chat.

17. How to view and edit/change PAN number (PAN no.) or PAN card number?

Step 1: Log into the cloud portal, go to the ‘Employee Menu’ and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to check Pan number

Step 3: Under the ‘Profile’ tab click on the ‘Employee Details’ subtab

Step 4: Find the fields ‘Pan’ fields on the page and the Pan Card number will be visible in the field. You can make required changed in the PAN number, scroll down click on the ‘Save’ button and the new pan card number will be saved accordingly.

Path: Cloud portal>Employee>Employee List>select employee>Profile>Employee Details>find the ’pan’ field>make changes>Save

18. How to change or edit employee details?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee whose details you want to change and system will take you to their profile.

Step 3: Under the ‘Profile’ tab, click on the ‘Employee Details’ subtab. On the page you can make the required changes in the respective fields and click on the ‘Save’ button at the bottom of the screen. The changes will be saved accordingly.

Path: Cloud portal>Employee>Employee List>select employee>Profile>Employee Details.

19. How to assign HR role to employee or give rights as an HR to someone?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to assign an HR role or and it will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Self Service Role’ subtab. From the ‘Role’ drop-down select ‘HR’ role and click on the ‘Save’ button. The ‘HR’ role will be assigned to the employee.

Note: After you set a self-service role, employee’s ESS password will reset and a new password will be displayed on the screen. Ask employee to log out and log in again.

Path: Cloud Portal>Employee List>select employee>Profile>Self-service Role>in drop down you can get the HR right>Save

20. How to change profile photo of an employee?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to update the profile photo and system will take you to their profile.

Step 3: At the top of the employee profile click on the ‘Camera Icon’ on the employee’s profile photo space. Select the image from your computer as required and employee’s profile photo will be updated.

Path: Cloud>Employee>Employee list>Select employee>click on ‘Camera Icon’ at top of employee’s profile>select image from your computer

21. What is the merge account in the employee details section?

22. How to merge employee account in different companies?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to merge account and system will take you to their profile.

Step 3: Click on the ‘Profile’ tab and scroll down to click on the ‘Merge Accounts’ subtab.

Step 4: Tick the checkbox for the company in which you want to merge the employee and Choose the employee code or employee ID that you want to merge with the current employee profile and click on the ‘Save’ button. The employee profiles will be merged.

Note: If you want to unmerge/remove the merged account tick the same company with merge employee code and click on the ‘Remove’ button.

Path: Cloud Portal>Employee>Employee List>select employee>Profile>Merge Accounts>tick checkbox for company’ Choose employee>Save

23. How to change employee department in the company or do the inter departmental transfer?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want change or transfer department and system will take you to their profile.

Step 3: Under the ‘Profile’ tab and click on the ‘Basic Details’ subtab. Find the ‘Department’ field and select required option from the dropdown. Scroll down and click on the ‘Save’ button and department will be updated accordingly.

Path: Cloud>Employee>Employee list>Select employee>Profile>Basic Details>Department>Save

24. How to add/edit/change/update the metro/non-metro TDS in the tax declaration for employee tax declaration?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to make change and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Employee Details’ subtab. From the ‘Metro Non Metro TDS’ field select the required option and scroll down to click on the ‘Save’ button. The changes will be saved accordingly.

Path: Cloud Portal>Employee>Employee List>select the employee>Basic Details > Metro Non Metro TDS>select required option>Save

25. How to change/modify/update any details/information/field for employee/staff?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to make changes and employee’s profile will open.

Step 3: Under the ‘Profile’ tab, click on the ‘Basic Details’ subtab.

Step 4: Find the required field and make the necessary changes. Scroll down and click on the ‘Save’ button and the changes will be for an employee accordingly.

Path: Cloud Portal>Employee>Employee List>Profile>Basic Details>search the field Ctrl+F>make changes>save

26. How to assign finance self-service role to employee?

How to assign a employee for finance approval?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want give finance role and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Self Service Role’ subtab. Select the ‘Role’ as finance and click on the ‘Save’ button. The finance role will be given to the employee.

Path: Cloud>Employee>Employee list>select employee>Profile>Self Service Role>Role-Finance>Save

27. How to update the bank branch name and bank account number for the employees?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to change bank details and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Personal Details’ subtab. Various fields about employee’s personal details will appear.

Step 4: Scroll down to the ‘Bank Branch Code’ or ‘Bank Account Number’ fields and make desired changes and click on the ‘Save’ button. The bank name or bank account name for the employee will be updated accordingly.

Path: Cloud>Employee>Employee list>Select employee>Profile>Personal Details>make changes in - Bank Branch Code/Bank Account Number>Save

28. How to change employee id/employee code in bulk? or How to do employee code transfer in bulk?

You change employee id/employee code in bulk nor do employee code transfer in bulk. But you can change employee id/employee code for an individual employee do the employee code transfer for a single employee.

29. How to update/enter/change/edit/save personal email id?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to update the personal email id and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Personal Details’ subtab. Enter the ‘Personal Email Id’ in the respective fields, scroll down to click on the ‘Save’ tab and the email id will be saved accordingly.

Path: Cloud Portal>Employee>Employee List>Personal Details>enter Personal Email Id>Save

30. How to approve/reject the employee details/bank details/employee updated by employees?

To approve/reject the employee details/bank details/employee history/education/academic/contact details can be approved from

31. How to edit employee master? How to edit employee information?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to update the details and system will take you to their profile.

Step 3: Under the ‘Profile’ tab click on the ‘Personal Details’ or ‘Basic Details’ subtab. Make required changes in the respective fields, scroll down & click on the ‘Save’ button. The changes will be saved accordingly.

Path: Cloud Portal>Employee>Employee List>Personal Details>make required changes>Save>Basic Details>enter make required changes>Save