How to Maintain Employee Profile Data with HR System

How to Maintain Employee Profile Data with HR System-feature image
April 9, 2024 9 Min read

Keeping track of employee profile data is important for any company to ensure that information remains secure and accessible. With the help of a Human Resources System (HR System), managing this data becomes more efficient and streamlined.

An effectively maintained employee database not only saves time but also allows for more informed decisions in HR management. It gives detailed information of employees with clear visibility and control over crucial data points.

In this article, we’ll try to understand employee profile data management, and how to use and maintain this data in the HR system. We will also discuss steps to create employee profile data and types of data stored in a HR System. So, let’s explore how organizations maintain their employee profile data with HR systems.

What is Employee Profile: Understanding an Employee Profile

Understanding an Employee Profile

Employee profile, as the name suggests, is a document that gives a detailed overview of a person’s professional identity and background. It covers more than just basic contact details and has a wealth of information crucial for effective human resource management.

This includes essential information like their name, contact information, job title, educational qualifications, professional experience, skill sets, notable achievements, personal interests, and even career aspirations.

Employee profile is a collaborative masterpiece and is co-authored by the employee and the organization. Through it, managers and colleagues gain insight into the individual’s contributions, capabilities, strengths, and areas of expertise, providing a glimpse into what they bring to the organization.

It’s important to note that employee profiles are dynamic documents that constantly evolve alongside the employee’s journey within the organization. Any update, such as new training or certifications, acquired skills, or changes in job roles are promptly reflected in the employee profile, making it the most updated and reflective record of and individual’s growth and learning.

How to Use Employee Profile Data Properly?

Proper utilization of employee profile data is crucial for effective human resource management and organizational success. Internally, these records serve as the cornerstone for developing employment policies that prioritize fairness and equality. By analyzing employee statistics, organizations can ensure unbiased policies that promote equal opportunities.

Furthermore, employee profile data enables organizations to optimize performance management strategies. By maintaining comprehensive records of job skills, education, certifications, and career history, managers gain valuable insights into the capabilities and resources within their teams.

Backed by this information, managers can make data-driven decisions, ensuring that tasks are assigned to individuals with the requisite skills and experience.

Get Started with an Employee Profile Data Management in HR System

Employee Profile Data Management in HR System

Getting started with an Employee Profile Data Management system is a strategic endeavor aimed at maximizing employee potential and organizational readiness. Here are a few things to keep in mind before maintaining employee profile data in your HR system:

  • Set Your Objectives: Before creating employee profiles, establish clear objectives for the initiative. Determine whether you aim to enhance internal communication, support career development, or facilitate team building. Defining your purpose upfront ensures alignment and fosters employee understanding of the initiative’s significance.
  • Create an Employee Profile Template: Create a customized employee profile template tailored to your organization’s unique needs. Use word processing tools like Microsoft Word or Google Docs to design a template that is easy to follow and allows capturing relevant information. With MyCo, you can ensure clarity with consistent formatting, clear instructions, and flexibility to accommodate diverse roles and backgrounds.
  • Ease of Use: Design a template that is user-friendly and intuitive for employees to complete.
    Clear Instructions: Provide examples and guidelines for each section to facilitate accurate and consistent data entry.
  • Flexibility: Allow employees to leave certain sections empty based on relevance, ensuring adaptability across various roles.
  • Get People On Board: Encourage employee participation by highlighting the benefits of employee profiles for both individuals and the organization. Host meetings or send out communication to convey the value of employee profiles and address any concerns or questions raised by employees.
  • Collect the Information: Initiate the profile completion process by distributing the template and accompanying instructions to employees. Offer guidance through tutorials or walkthroughs, and encourage feedback to streamline the process. Incorporate profile completion into the onboarding process for new hires to ensure comprehensive data collection on time.
  • Store in a Centralized System: Utilize a centralized system, such as MyCo, to securely store and manage employee profiles. Centralized storage facilitates easy access and navigation for managers, HR staff, and employees, enhancing collaboration and communication within the organization.
  • Ensure Privacy and Security: Address employee confidentiality concerns by providing strong security measures to protect sensitive data. Utilize digital platforms like MyCo that come with encryption and customizable access permissions to restrict data access to authorized personnel only.
  • Use Profiles Wisely: Use employee profiles as valuable resources for succession planning, HR management, and training and development initiatives. Utilize profile data to identify skills gaps, facilitate informed decision-making, and promote transparency and collaboration across teams and departments.

Steps to Create Employee Profile

Creating employee profiles in an HR system is a pivotal step in managing workforce data efficiently. Below we have written the whole process into clear steps:

Step 1: Navigate to Employee Profile Creation

Begin by accessing the HRMS platform and locating the option to create a new employee profile. This is typically found under the “Employees” or “Profiles” section.

Step 2: Initiate Profile Creation

Click on the designated “Create” button to commence the employee profile creation process. This action prompts a new window to appear, presenting a form for entering employee details.

Step 3: Input Basic Information

Fill in the basic information fields such as the employee’s name and job position. Additionally, assign tags to facilitate quick data identification and upload the employee’s photograph, if required.

Step 4: Provide Contact Details

Enter work-related contact information including work personal mobile number, work phone number, and official email ID. Select the appropriate company from a dropdown menu, especially if the platform supports multiple company bases. Specify the employee’s department, manager, and coach.

Step 5: Add Additional Details

Navigate through various tabs such as Resume, Professional and Private Information, and HR Settings to provide comprehensive employee details.

Step 6: Complete Resume Information

Under the Resume tab, input the employee’s education qualifications, skills, and experiences. Utilize the “Create a New Entry” button to add resume lines, and save the details to enrich the employee profile.

Step 7: Incorporate Skills

Similarly, add the employee’s skills under the Skills section. Specify the skill type, skill, skill level, and progress level using the provided fields. Save the details to include the skills in the employee profile.

Step 8: Provide Work Information

Under the Work Information tab, input work-related details such as work address, work location, approvers for time off and expenses, and working hours.

Step 9: Input Private Information

Navigate to the Private Information tab to input the employee’s private details including address, email, phone number, language preference, marital status, dependents, emergency contact, and work permit details.

Step 10: Configure HR Settings

In the HR Settings tab, define employee type, related user, joining date, payroll details, attendance details, and timesheet cost per hour. Save the settings to finalize the employee profile creation.

Step 11: Review and Save

Review all filled-in details to ensure accuracy and completeness. Once satisfied, click on the “Save” button to save the employee profile.

Step 12: Access and Manage Profiles

Upon saving, the recently created employee profile will reflect in the employee dashboard. Utilize smart tabs and buttons to access and manage various aspects of the employee profile, including contracts, time off, documents, payslips, and more.

Types of Data Stored in an Employee Data Management System

When it comes to storing data in an employee data management system, it’s important to understand the types of information involved. Here’s a breakdown:

  • Personnel Information: This includes basic details about an employee and the employment history. It covers information like resume, background check, records of promotions, disciplinary actions, and termination documents. Personnel information is usually accessible to employees and managers.
  • Payroll Information: Payroll data is sensitive and should be handled with care. It includes payment-related details such as bank account information for direct deposits, and documents for government or lender verification of employment.
  • Medical Information: This category involves details about an employee’s health and medical-related leaves. It includes records related to the Family and Medical Leave Act, the Persons with Disabilities Act, 1995, parental leave, and drug test results. Access to medical information is usually limited to the HR department and the employee himself.
  • Demographic Information: Demographic data covers information about an employee’s gender, age, race, ethnicity, veteran status, disability status, and other characteristics. While not always stored separately, it’s essential to handle this data with care and only collect what is necessary. Access should be restricted to authorized persons only.
  • Government Forms: Documents like the Form 11 for employment eligibility verification, requests under applicable medical leave provisions, accommodations for persons with disabilities, and claims for workers’ compensation. It is important for employers to adhere to these regulations to prevent any potential fines or penalties.


Maintaining employee profile data with an HR system is not just about record-keeping but it’s about empowering organizations with actionable insights to make data based decisions and foster a thriving work environment.

By centralizing and organizing personnel, payroll, medical, demographic, and government form data, MyCo ensures compliance, efficiency, and transparency in managing employee information.

With proper utilization of employee profiles and adherence to regulatory requirements, organizations can cultivate a culture of trust, fairness, and accountability while unlocking the full potential of their workforce for sustained success and growth.

Written by Techjockey Team

The Techjockey content team is a passionate group of writers and editors dedicated to helping businesses make informed software buying decisions. We have a deep understanding of the Indian software market and the challenges that businesses face when choosing the right software for their needs. We are committed... Read more

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