People: Editing the Basic Profile for a Person

The basic profile for a person is the factual data that is public knowledge within your organisation.

When you add a new person to your account the basic profile is the first thing you will need to complete. This can be changed later on if required.

General Details

The minimum information that you need to enter about a person is their first and last name. But as with most things, the more that you put in the more that you will get out. We recommend that at a minimum you complete the General Details section.

This includes:

• First Name
  The first name of the person.

• Last Name
  The last name (surname) of the person.

• Job Title
  The title of the job that the person currently holds

• Manager
  The person's manager (i.e. who they directly report to). This will always be another person within your account, but if you enter the name of a person who doesn't yet exist in your account, the web site will automatically create a person with that name.

• Relationship
  The relationship that the person has to your organisation. In general this will be internal if you are adding records for people who currently work for you but you may want to keep records on people who work for another company, especially if you are head hunting. In these cases the relationship would be external.

• Function
  The function of a person is the technical area that they work in. Examples of functions are: Human Resources, Finance, Information Technology etc. To begin with your list of functions will be blank and will grow as you add new people. If the function you want to enter isn’t on the list choose “Other…” and enter the name of the new function below.

• Level
  The level of person is the level at which they operate within your organisation. This list of levels is fixed but you can rename them if you have administrative access to your account.

• Location
  The location of a person is the actual place in the world where they work. You are free to choose the level to which you define your locations but we recommend that you enter the actual site or city that the person works at, such Head Office, New York.
  
  You may enter general territories such as US, Europe or Asia if you wish but you will not be able to make use of the advanced location based searching and suggestion options later on. Find out more about locations here.
  
  Your list of locations can be added to in the same way as functions.

• Organisation
  The organisation of a person can either relate to which part of your organisation they work for, such as division or business area or the company that they work for if they are external. Your list of organisations can be added to in the same way as functions.

Diversity and Demographics

The Diversity and Demographics section is optional and is used for reporting purposes and can be used to answers questions such as: “How many women do we have in our senior talent pools?” or “What does our age profile look like?” You should only enter this information if it is your company policy to do so.

Data Import/HRIS Integration

The Data Import/HRIS Integration section is optional but allows you to enter a unique identifier between the person’s record and an equivalent record in another system such as your HRIS. This particularly useful if you are performing data imports and need a guaranteed way of identifying a person.

Examples of unique identifiers are:

• Employee number from your HRIS

• Payroll number

• Email address

You can use any value you like as long as it is unique to that person.

Pool Membership

The Pool Membership section is optional and is used for grouping your people together into different pools. This is an advanced feature and you can find out more about pools here.