Employee Profiles — Personal & Bank Details

Every employee in Udyamo HRMS has a comprehensive profile that consolidates personal information, bank details, statutory identifiers, and uploaded documents. This chapter covers viewing, editing, and managing employee profiles from both the administrator and employee perspectives.

Prerequisites

Required: The employee record must already exist in the system. See Adding Your First Employee if you have not yet created an employee.

Navigating to an Employee Profile

1. From the sidebar, click Employees.
2. On the Employees list page, locate the employee using the search bar or department filter.
3. Click the employee's name to open their profile.

The profile page is organized into multiple sections, each accessible via tabs or scrollable sections on the page.

Profile Sections Overview

Personal Details

The PersonalDetail model stores all personal and demographic information for an employee.

Viewing Personal Details

1. Open the employee's profile.
2. Navigate to the Personal Details tab or section.
3. All filled fields are displayed in a read-only format.

Editing Personal Details

1. On the Personal Details section, click the Edit button.
2. Update the relevant fields.
3. Click Save.

Personal Details Fields

Warning: The Aadhar Number is stored as an encrypted field on the Employee model for security. Ensure you enter the correct 12-digit number, as it is used for statutory filings.

Address Information

Current Address

Permanent Address

The same set of fields is available for the permanent address. A checkbox option "Same as current address" copies the current address fields to the permanent address fields.

Tip: Accurate address information is required for statutory documents like Form 16 and EPF nomination forms. Ensure employees verify their addresses.

Emergency Contact

Tip: Encourage all employees to fill in emergency contact details during onboarding. This information is critical for workplace safety compliance.

Bank Details

Bank details are stored in the BankDetail model and are essential for salary disbursement.

Viewing Bank Details

1. Open the employee's profile.
2. Navigate to the Bank Details tab or section.

Editing Bank Details

1. Click the Edit button on the Bank Details section.
2. Fill in or update the fields.
3. Click Save.

Bank Details Fields

Warning: Incorrect bank details will cause salary transfer failures. Always verify the IFSC Code and Account Number before running payroll. The IFSC code can be validated at https://ifsc.bankifsccode.com.

Statutory Details

Statutory identifiers are stored on the OrganizationEmployee model and are required for Indian statutory compliance.

Statutory Fields

When to Enter Statutory Details

• New employees with existing UAN — Enter the UAN immediately so EPF contributions are linked to their existing account.
• New employees without UAN — Leave blank initially. After registering the employee with EPFO, enter the allotted UAN.
• ESIC — Required only if the employee's gross salary is at or below the ESIC wage ceiling (currently INR 21,000/month).

Tip: EPF and ESIC numbers are critical for payroll processing. Incomplete statutory details will generate warnings during the payrun. See EPF and ESIC for detailed compliance setup.

Profile Photo

Uploading a Profile Photo

1. Open the employee's profile.
2. Click the photo placeholder or the Upload Photo button near the employee's name.
3. Select an image file (JPG, PNG). Recommended size: 400x400 pixels, maximum 2 MB.
4. The photo uploads and displays immediately.

Tip: Profile photos are also used in the attendance calendar view and organizational charts, making it easier for managers to identify team members.

Document Uploads

Udyamo HRMS allows attaching documents to an employee's profile for record-keeping.

Supported Document Types

Uploading a Document

1. Open the employee's profile.
2. Navigate to the Documents section.
3. Click Upload Document.
4. Select the Document Type from the dropdown.
5. Choose the file from your computer. Supported formats: PDF, JPG, PNG. Maximum size: 5 MB per file.
6. Click Upload.

Warning: Documents may contain sensitive personal information. Access to employee documents is restricted based on the role and permissions configured in Roles & Permissions. Only administrators and the employee themselves can view uploaded documents by default.

Self-Service: Employees Updating Their Own Details

Employees who have accepted their invitation and logged in to the self-service portal can update certain profile fields themselves.

What Employees Can Edit

How Self-Service Editing Works

1. The employee logs in to Udyamo HRMS.
2. Clicks their profile icon or navigates to My Profile.
3. Edits the allowed fields.
4. Clicks Save.
5. For bank detail changes, the update is flagged for admin review before it takes effect in payroll.

Tip: Encouraging employees to maintain their own profiles reduces the administrative burden on HR teams and ensures data accuracy.

Multi-Office Assignment

An employee can be assigned to multiple offices through the OfficeEmployee association.

Assigning Additional Offices

1. Open the employee's profile.
2. Navigate to the Office Assignment section.
3. Click Add Office.
4. Select the additional office from the dropdown.
5. Click Save.

The employee's primary office remains the one set during creation. Additional offices allow the employee to check in from those locations when location tracking is enabled.

Viewing Profile Change History

Udyamo HRMS logs changes to critical employee fields for audit purposes.

1. Open the employee's profile.
2. Navigate to the Activity Log or Change History section.
3. View a chronological list of changes with timestamps, the field changed, old value, new value, and who made the change.

This is particularly useful for tracking salary revisions, status changes, and bank detail updates.

Common Errors and Solutions

Next Steps

• Add employees in bulk if you have many employees to onboard — see Bulk Import
• Send invitations so employees can access self-service — see Inviting Employees & Self-Service
• Configure salary structures using the CTC entered here — see Salary Structures