This guide is for HR admins and assistants on how to manage and update employee profiles within WorkFlex. Whether you're completing an employee's profile or making edits to existing information, follow these steps to ensure the profile is up-to-date and complete.
Note: If you have integrated your HRIS system with WorkFlex, please edit the information directly in the HRIS system, and it will be updated automatically in WorkFlex.
Please note that the sync only works one way. Changes made in WorkFlex will not be reflected in the HRIS system. If you modify any information in WorkFlex, it will be automatically reverted to match the information in the HRIS system during the next sync.
1. Navigate to employee management
To manage an employee's profile, go to Employee management in the left-hand menu. If you're an assistant, you'll find this under My Travelers. From there, use the search field (Search by employee name) to find the employee whose profile you want to update.
You can also show only employees with incomplete profiles: click the filter button next to the search field, open Profile completion state, select Incomplete and click Apply.
2. Access the profile
Once you've located the employee, click the three dots (⋮) at the far right of their row. In the menu that opens, select Manage profile.
Note: Assistants can only manage profiles of employees who have already provided their consent. For more information about consent, click here.
3. Check for missing information
If information is missing from the profile, a banner at the top of the profile page says Please fill in all missing information in this profile, and every field that still needs to be filled in shows a red warning sign. These indicators help you see at a glance what needs to be updated.
4. Complete the profile sections
The profile page is divided into 4 sections: Personal details, Residential address, Official info and Job info. To complete a section, click Complete next to the section name.
Fill in the missing information in the pop-up and click Save changes. Fields marked with * are required.
If a section has already been completed, the button changes from Complete to Edit, so you can make updates if necessary.
5. Edit profile information
To edit existing information on an employee's profile, go to the relevant section and click Edit. Update the fields as needed and click Save changes to confirm.
Note: As an HR admin or assistant, you cannot edit the employee's email on the profile information page. The employee must update their email themselves. If the employee does not have access to their profile and the email address needs to be changed, please contact our support team.
Only for C-Level Executives in Germany:
If you are filling in the information for a C-Level executive with payroll in Germany who does not have a social security number, please enter "00 000000 X 000" in the Social Security Number field so that we can apply for the social security certificates accordingly.
To upload documents to the employee's profile, please refer to this Help Center article: Document Center.