Employee Profile: General Information

Learn how to view and edit an employee’s personal details, work settings, and identification information.

What Is This?

The General Information tab is the main section of an employee’s profile. It contains all personal and work-related details, from contact information and address to scheduling preferences and access settings. This is where you go to update an employee’s name, phone number, position, skills, and other core information.

Any changes you make here take effect once you click the Save button.

Prerequisites

Before editing an employee’s general information, make sure you have:

An active Shifton account with Administrator access
The employee has already been added to the system

Step-by-Step Instructions

Step 1: Open the Employee Profile

Navigate to the Employees page and click on the employee’s name to open their profile. You will land on the General Information tab by default.

Step 2: Review and Edit Personal Details

The top section contains the employee’s personal information:

Field	Description
First name	Employee’s first name
Last name	Employee’s last name
Phone	Phone number with country code
Email	Email address used for login and notifications
Date of birth	Employee’s date of birth
Gender	Male or Female
Identification number	National ID, passport number, or other government-issued identifier

Step 3: Review and Edit Address Information

The address section stores the employee’s location details:

Field	Description
Country/Region	Country or region of residence
State	State or province
City	City of residence
Zip code	Postal or zip code
Address	Street address

Step 4: Review and Edit Work Settings

The work settings section controls how the employee fits into your scheduling and organizational structure:

Field	Description
Personnel Number	Internal employee ID or payroll number
Position	Job title or role, selected from a dropdown list
Skills	One or more skill tags selected from a multi-select list. Skills can be used when assigning shifts that require specific qualifications
Employee color	A color used to visually identify this employee on the schedule. Click the color picker to choose a color
Minimum work time per week	The minimum number of hours this employee should be scheduled per week
Monthly rate of hours %	Percentage of full-time hours. 100% = full-time, 50% = half-time, etc.

Step 5: Configure Access and Working Days

The bottom section contains access controls and personal working day preferences:

Field	Description
Access to activity logs	When checked, this employee can view activity logs
Personal working days	Checkboxes for each day of the week (Monday through Sunday). Check the days this employee is available to work

Step 6: Save Your Changes

After making your edits, click the Save button at the bottom of the page to apply all changes.

Access Permissions

Role	Can View Profile?	Can Edit Profile?
Administrator	Yes	Yes
Manager	Yes (employees in their projects)	Limited
Employee	Own profile only	Limited to own profile

FAQ

Q: Can employees edit their own general information?
A: Employees can view and update some of their own profile fields. However, certain fields such as Position, Personnel Number, and access settings can only be changed by an Administrator.

Q: What are Skills used for?
A: Skills are tags that describe an employee’s qualifications (e.g., “Cashier,” “Forklift License,” “First Aid”). When creating shifts, you can require specific skills, and Shifton will help match qualified employees to those shifts.

Q: What does the Employee color do?
A: The color you pick will be used to represent this employee on schedule views, making it easier to visually identify who is assigned to which shift.

Q: What happens if I set Monthly rate of hours % to less than 100?
A: This tells Shifton that the employee works part-time. For example, setting it to 50% means the employee should be scheduled for roughly half the hours of a full-time employee. This is used in workload calculations and scheduling.

Q: What does “Access to activity logs” enable?
A: When checked, the employee can see a log of actions taken in the system, such as schedule changes and shift assignments. This is typically enabled for managers or senior staff.

Possible Issues and Solutions

Issue	Cause	Solution
Cannot find the Position I need in the dropdown	The position has not been created yet	Go to your company settings to add new positions, then return to the employee profile
Skills tags are not available	No skills have been defined in the system	Configure skills in your company settings first
Changes are not saved after clicking Save	A required field is missing or contains invalid data	Check for error messages highlighted on the form, correct the issues, and save again
Employee color does not appear on the schedule	The color picker was not used, or the default color was left	Open the profile, click the color picker to select a distinct color, and save
Cannot edit another employee’s profile	You do not have Administrator access	Ask your account administrator to make the changes or to grant you the appropriate permissions