'Your Profile' page is a central place for all employee-related information.
If you view this page by clicking on 'Your Profile' from the menu bar on the left-hand side, it will contain information relevant to and about you. If you click on another user, you will view their profile, and the information listed there will be about your colleague.
Please note: This page and its content are shown to users according to permissions relevant to them. If a user doesn’t have the necessary permissions, they will only see the field 'Brief info' with the right level of data. Attributes, such as birthdays, gender, custom attributes, levels, etc., are displayed based on access rights.
Table of Contents:
Overview
Info
Scheduling updates
Documents
Workflows in an employee profile
Change log
Overview
In the 'Overview' tab, you will find employee-related summarized information. This includes brief information about your or another user's employment (team, start date, etc.), upcoming meetings, your latest Reviews, Instant Feedback, Goals, Learning Paths, and a Competency radar chart.
The 'Brief info' section displays an employee's main attributes and a short bio. The 'Bio' field is the only editable field in the 'Brief Info' section; The rest are synced from the fields in the ‘Info' tab.
When viewing another employee's profile, you will see an additional section 'My private notes'. More on taking private notes about a colleague or direct report can be found here.
Info
The 'Info' tab will list more detailed information seen in 'Brief info.' Only super-admins and admins can edit the information about other users. An employee can only update their first and last names, legal gender, pronouns, and their birthday.
If custom attributes' visibility is enabled for an employee, they will also see them in the 'Info' tab. They cannot update those custom attributes.
The manager, HRBP, and profile owner will have access to the 'Info' tab, but only the basic 'Personal' section. The admin and super-admin will have access to the remaining sections.
The list of attributes in the 'Info' tab can get quite lengthy, so the search box can be a powerful and efficient tool for quickly narrowing down the desired piece of information. A search box can be found below the 'Info' heading and above all the attributes.
The visibility of the attributes in the 'Info' tab of the 'Your Profile' page can be adjusted based on your organization's needs. You can decide which fields should be required/optional and their write and/or read access by navigating to 'Settings' > 'Employees' > 'Attributes and profile sections'.
Preferred name
As an Employee, you can set a preferred name for yourself in your profile. When a preferred name is set, your colleagues and peers will see your preferred name when providing feedback and across the wider platform functions.
As the legal full name is still required for reporting and compliance reasons, exports will continue to include the legal name as well as some selected parts of the platform, such as 'Compensation' and 'Payroll' to ensure compliance. If you don't set your preferred name, your legal first and last names will be shown by default.
To add your preferred name, navigate to 'Your Profile' from the menu bar on the left-hand side and open the 'Info' tab. Click on 'Edit' and add your name in the 'Preferred full name' field.
Scheduling updates
When updating your employees' information, you have the option to save the changes immediately or schedule them to take effect on a future date.
For instance, if an employee has received a promotion that includes a title change, but the change is set to occur in two weeks, you can easily manage this in Leapsome. Simply navigate to the employee's profile, update their job title, and click 'Apply changes' > 'Set effective date'. From there, you can choose the date when the change should take effect. You can schedule a date in the past or future. If a change is scheduled for the past, this will override all changes after the date you specified.
You can schedule updates for more than one attribute. Changes for the future will be activated at the effective date in the future at 00:00 UTC.
Please note: If a scheduled change is not possible at the effective time (e.g. the team was deleted, or the custom attribute is no longer active), then the scheduled change on the effective date will be canceled.
Documents
The 'Documents' section allows you to upload files and assign them to specific employees or your own profile. For more information, see the article 'Uploading files to user profiles'.
Workflows in an employee profile
Employees are likely to be enrolled in one or multiple workflows at any given time. To oversee which workflows an employee is included in and which steps have already been completed or are yet to be, navigate to an employee's profile and select the tab 'Workflows'. This will provide insights and allow to unblock tasks, discuss next steps and more.
Please note: only platform admins can configure and see workflows. Further, only task owners see the tasks created from a workflow for an enrolled user.
Change Log
As a (super)-admin, you can see if an employee made changes to their profile settings, including changes made by another admin. This is helpful when tracking what has changed, why it changed and who made the change to ensure nothing goes unnoticed. In the 'Change Log' tab, you will see:
- Updated by - the name of the person who made a change
- Changes - what is the change being made
- Created at - the date and time when the change was scheduled
- Effective at - the date and time when the change took effect
Please note: This tab is only visible to Super-Admins and Admins of the platform.
In the change log, you can filter for changes, such as:
- By users that made the change
- By the field that was changed
- Type of changes (all changes or contractual changes)
- The timeframe within the change was created
- The timeframe within the change took effect