Employee records

An employee’s profile is their record in your organisation. Open it from People by selecting their name.

Who can open a profile: Owner, HR admin, Payroll admin, Payroll approver, Manager.

A line manager can open the profiles of the people who report to them, and read those of their reports’ reports. Nobody else outside the admin roles can open someone else’s profile.

The top of the profile

The top of the profile shows the person’s status, contract type, job, manager, start date and staff number, and the three names that say who is responsible for them: Legal employer, Runs payroll and Works at. See People for what they mean.

The buttons there depend on your role:

Pay opens the person’s salary, allowances, deductions and payslips, for the payroll roles. See Setting up pay.
Change employment records a promotion, transfer, new manager and so on. See Employment changes.
The More menu (the button with three dots) holds Leave balances, History (every recorded change to the record, from the audit log) and End employment, as your role allows.

The tabs

Tab	What it holds	Who sees it
Overview	Personal details, the employment details in force today, Coming up (changes scheduled for a later date), and kudos.	Everyone who can open the profile
Employment	The employment history. See Employment changes.	Everyone who can open the profile
Pay and statutory	Bank account, tax, pension and NHF identifiers, and next of kin.	Owner, HR admin, Payroll admin, Payroll approver
Time	The person’s punctuality, then their attendance mode. See Punctuality and Timesheets.	Owner, HR admin, and their manager
Documents	Documents on the record, and documents sent for signature. See Documents on an employee’s record.	Owner, HR admin
Login	Their Cadre login. See Logins and invitations.	Everyone who can open the profile. Only owners and HR admins can change it.

Punctuality

The Time tab opens with the person’s punctuality, from their timesheets. Choose the period: Last 90 days, Since they started or This year.

The figures along the top: On time (the share of their rostered days, with their team’s beside it), Late (how many were counted and how many excused), Minutes late, average (with the longest), Left early, Missed clocks and Absent without leave.
Every rostered day: one square a day, a column a week, the newest at the right. The key underneath says what each colour means, and each square says its day and what happened when you point at it. When most of the lateness falls on one weekday, it says so.
Month by month: the person’s share on time each month beside their team’s.
Any pattern worth a conversation, such as being late four times in 30 days.
Recent flags: each late arrival, early departure, missed clock or absence, with the person’s explanation and whether it was Excused or Counted. All flags in this period opens them in Attendance and flags.

A rostered day is on time unless the person arrived after their shift’s grace period or was absent without leave. Excused lateness and excused absences count as on time. The team is everyone rostered at the same worksite. Cadre works out every figure; a day that is still going is not counted until it ends.

Owners and HR admins see anyone’s punctuality, a manager sees their own people’s, and each person sees their own on My profile.

Personal details

Who can edit personal details: Owner, HR admin.

On the Overview tab, select Edit beside Personal.
Change the first, middle, last or preferred name, Date of birth, Gender, Work email, Personal email, Phone number, Address, City or State of residence. The address suggests matches as you type; choosing one fills in the address, city and state.
Select Save details.

Every change is recorded in the audit log.

Changing someone’s Work email here does not change their Cadre login. They sign in as they did before.

Bank account and statutory identifiers

The Pay and statutory tab holds what reaches the bank file and the PAYE, pension and NHF schedules:

Bank account: Bank, Account number and Account name.
Tax, pension and NHF: TIN, Pension fund administrator, RSA PIN and NHF number, and the person’s Tax state.
NIN and BVN: only whether each was captured. Cadre never shows them. It keeps only a protected fingerprint of each, taken when the person was added, to recognise the same person again.
Next of kin, when one is recorded.

Who can edit the bank account and identifiers: Owner, HR admin, Payroll admin.

Select Edit beside Bank account or Tax, pension and NHF, make the change, then select Save bank account or Save identifiers. Every change is recorded in the audit trail.

The Tax state is changed on the person’s Pay screen, by the payroll roles.

Cadre checks each identifier’s format as you type. For example, an RSA PIN is PEN followed by 12 digits, and a TIN is 8 digits (optionally followed by -0001) or 10 digits.

What employees change for themselves

From My profile, an employee can change some of their own details at once, and ask HR for others:

Changed straight away by the employee	Asked for, and changed only when HR approves
Preferred name, phone, personal email, address and city	Legal name, date of birth, bank account, and tax, pension and NHF identifiers

The State of residence stays with HR, because payroll uses it as the PAYE state when none is set.

When an employee has asked for a change, their profile shows it under the part it affects, with Not applied until approved and a Review requests link.

Decide a profile change request

Who can approve or reject a profile change: Owner, HR admin.

Go to Profile changes in the menu. Each request shows the employee, the Change, what is recorded Now → asked for, when it was requested and its status. Filter by status if you need to.
Select Review to see what is recorded now beside what is asked for, with each changed value marked.
Either select Approve and apply, with an optional comment, or go back and select Reject, giving the reason.

When you approve, the change is applied to the record:

A new bank account is paid from the next run.
New tax, pension and NHF identifiers go on the next statutory schedules.
A new legal name or date of birth is used on payslips and statutory filings from the next run.

When you reject, nothing on the record changes, and the employee sees your reason.