Who this guide is for: System administrators – Requires 'System Admin' role and Employee Directory access
Overview:
This guide explains how to navigate and use the Employee Directory. Once configured, the directory allows users with the correct permissions to view, edit, and manage user information and documents directly from the front end of edays.
How the Employee Directory Works:
The Employee Directory displays business cards for users, which can be clicked (based on user view permissions) to view full profiles, documents, and uploaded absence-related forms. Users can be filtered by fields such as team, and documents can be assigned categories and expiry dates.
If the Employee Directory is not enabled, please refer to the Configuring the Employee Directory guide.
How to Use the Employee Directory:
1. Access the Directory
- Go to My Tools > Employee Directory.
- The directory will display user business cards, sorted alphabetically by surname.
- Use filters (e.g. by team) to narrow down the list.
2. View a User’s Profile
- Click the user’s name on their business card.
- Their profile will open, showing:
- General, work, and personal information
- Employment history
- Documents
- Forms (e.g. return to work, self-certification)
- Attachments (from absence records)
3. Edit User Information
- Navigate to My Tools > Employee Directory.
- Search and click the user’s name.
- Expand the relevant section (e.g. General, Work).
- Click Edit next to the field you want to change.
- Enter the new value and click the Tick icon to confirm.
4. Upload a Document
- Navigate to My Tools > Employee Directory.
- Search and select the user.
- Go to the Documents section.
- Click Upload Document.
- Choose the appropriate Document Category.
- Click Select File and upload your file.
5. Set a Document Expiry Date
- After uploading, click the three dots next to the document.
- Click Edit Expiry.
- Tick the "Document expires?" box
- Set the expiry date and any related reminder settings.
- Click Save.
Additional Information:
- Directory User View controls which profiles a user can access (e.g., Everyone, Reportees).
- Document categories must be configured first in Admin > Additional features > User Document Categories.
- Requires 'System Admin' role and appropriate directory permissions.
- Tip: Use document expiry dates to manage expiring licences, ID, or training certificates.
- Use the search function within the platform to quickly find features or settings.