Managing an employee's profile

As an HR admin or Manager you can view and edit an employee's profile via People in the left menu. Click on an employee to open their profile.

What can you view and edit?

Profile — Personal information, contact details and payroll information are visible to both Manager and HR admin. Click Edit in the top right to update details.

Employment — Working days, team, manager, reporting line and contract details. Both Manager and HR admin can edit the general information via Edit next to General. Contracts are view-only for a Manager — only an HR admin can make changes.

Documents — The employee's personal documents. Documents can be uploaded by the Manager and the HR Admin via the button Upload document.

Company assets — An overview of assigned company assets. Visible to both Manager and HR admin — only an HR admin can make changes.

Time off — Time off balances and all requests for the employee. As a Manager you can book time off directly for the employee via Book time off.

As an HR admin you have more options via the Actions button:

• Set policies — link time off policies to the employee or update existing links.
• Add entitlement — add a one-time time off entitlement with a validity period, for example for a specific leave right.
• Adjust balance — manually adjust the time off balance with a positive or negative number and an optional reason.
• Book time off — book time off directly on behalf of the employee.

Absence — The employee's current absence status, including how long the absence has been ongoing, whether it is considered long-term and any required follow-up actions. You can update the status via Update status.

Reviews — An overview of the employee's active and completed reviews.

Only visible to HR admins

Change log — A complete overview of all changes made to the profile, including who made the change and when.

Permissions — Here you set which admin rights the employee has within Heartwork, such as HR, Hiring or Billing.

Updated on: 05/05/2026