Managing Employees: Viewing and Editing Employee Records

Purpose

The Employees page is the master record for every person you employ: their profile, job data, login, documents and the per-employee actions most HR tasks start from. This article explains who can change which parts of the record, what happens when a record changes, and the actions available on each employee.

Who can do this: the Employer Administrator, and any user whose role grants Employee Access to the employee concerned. What you can see and edit follows your role's Employee Access tiers and Sensitive Field Visibility settings. See Understanding Roles and Access.

Employer administration is done in the Employer Portal on the web. The UZIO Mobile App does not include employee record administration.

When to use this

• An employee's details change: name, address, department, work location, job title, manager, pay group.
• An employee cannot log in and you need to resend their registration email or check their username.
• You are adding someone who is already hired (for prospects and offer letters, use Hiring & Onboarding instead).
• You are terminating an employee.

Find and open an employee

Click Employees in the left navigation to list everyone. The top-bar Search Employee by Name or ID opens a profile from any page. Click a name to open the profile. The profile is organized in pages such as Personal, Job, Time Off and Documents; the exact set depends on the modules you use and on your role.

Who can change what

You (or another admin) change

Click the edit (pencil) icon on a profile section. Which sections you can edit depends on your role:

Sensitive fields (SSN, date of birth, compensation, bank details, personal contact details, home address, driving licence, gender identity) may be partially or fully masked for your role. If a value shows as dots, your role cannot see it. Ask the Employer Administrator to adjust the role. See Managing Users and Roles.

Two behaviours to know:

• Changes apply immediately. There is no approval step for admin edits. UZIO records each change in the employee's history, so you can see what changed and when.
• Job changes are effective-dated. Department, work location, job title and reporting-manager changes take effect from the date you enter. Reporting lines, time tracking and payroll follow from that date. This is how you transfer an employee: open the profile's Job page, update the department or work location, set the effective date, and save.

Employees change themselves

Employees can update these on their own profile in the Employee Portal:

• Personal email and phone number
• Home address (effective-dated)
• Emergency contacts

Their changes also apply immediately, are recorded in the history, and sync to payroll. Beneficiaries are managed in the Benefits area, and tax withholding and direct deposit in the payroll section (unless you have restricted payment-method changes under Managing Employer Preferences). Everything else on the record, including name, SSN, work email, job details and compensation, is yours to maintain. The employee-side view is in Updating Your Personal Information.

What happens after you save

• Address or work location changes reach payroll. The employee's work location decides which state's income tax is withheld, and a home-address change can change state or local tax too. Changes are sent to payroll from their effective date. Check the employee's state withholding after a move. See Adding Company Address Information.
• Reports update. HR custom reports rebuild from the changed data.
• Connected systems sync. If you use Deputy or HR Compliance (Mineral), employee changes are pushed to them.
• Manager access changes. Assigning or removing direct reports adds or removes the Reporting Manager role for that manager automatically.

The Action Menu

Each employee row has an actions menu (three dots). The labels below are as documented in the employer FAQ; your portal may word them slightly differently.

Adding employees

• Prospective hires (offer letters, self-onboarding, I-9): use Hiring & Onboarding.
• Already hired: click Add Employee on the Employees page and complete their information. Work location, department, division and job title are drop-downs fed by the Company Master. Custom fields you have created also appear on the profile. See Managing Employer Custom Fields.

Common problems

I cannot edit a field, or it shows as dots. Your role's Employee Access tier does not include that section, or Sensitive Field Visibility masks the field for your role. Only the Employer Administrator can change the role.

I changed the department but reports still show the old one. Check the effective date you entered. A future date means the change applies from that date, not today.

An employee says they cannot change their address. Employees can change personal email, phone, home address and emergency contacts themselves. Anything else must be changed by an admin. If they cannot change payment details, the company preference restricting payment-method changes is on.

The employee never received the registration email. Confirm the email address on the Personal page, then use Send Registration Link. UZIO sends system emails to the work email if there is one, otherwise to the personal email.

Still stuck?

Please reach out to us at support@uzio.com or call +1-571-601-1752. Include the employee's name or employee ID, the profile page and field involved, the exact error text, and the effective date you used. Do not email copies of identity documents.

Related articles

• Hiring & Onboarding Overview
• Terminating an Employee
• Managing Employer Custom Fields
• Setting Up Company Master Information
• Managing Users and Roles: access tiers and masking