GIF
People

Directory & Employee Profiles

The Directory is the main Hub of Humi to manage data specific to an individual employee. The directory allows company admins and managers to get a 360 view of an individual employee's data - core personal information as well as data related to other Humi modules (time off taken, performance reviews, payroll history, etc.)

Navigating the Directory

Although the Directory is available to all users, different roles come with different levels of access.

For Managers, the My Team tab provides a directory made up of their direct reports. In the absence of a custom role and permissions, this list should be exhaustive of all the employees for which the Manager has full data access.

You may use the filtering tools or search bar available in the Directory to locate the employee of your choice. Once selected - you will be taken to their employee profile.

Personal

This page contains all the personal information about the employee. This includes sections such Basic Information, Personal Information, Address, and Emergency Contacts.

Basic Information

Basic information is the only section on the Personal page that all employees can see, regardless of their permission level

This section contains the employee's chosen (or “preferred”) first and last names, phone (work) number, gender, and pronouns. It's important to note that when using any of the search engines within Humi (ex. directory, time off requests, reviews, etc) the employee's chosen name will be used for searching (as opposed to their legal name).

Specifying your Gender(s) and Pronouns

You may choose to specify your gender(s) and pronouns by clicking the “Edit” button in the “Basic Information” section, followed by making a selection. Please note that both the “Gender” and “Pronouns” fields are multi-select as well as customizable.

In order to add custom options to either of these fields, you can do so by clicking the last option on the list (i.e. “I identify as…” or “My pronouns are…”) and entering your custom gender(s) and/or pronouns. You can create up to 3 custom genders and 3 custom pronouns.

Please note that all fields in the “Basic Information” box are visible to all of your colleagues, including the “Gender” and “Pronouns” fields.

Here is an example of how your profile will appear to your colleagues with all of the default “Basic Information” fields completed.


This section contains the employee's preferred first name, preferred last name, and phone (work) number. It's important to note that when using any of the search engines within Humi (ex/ directory, time off requests, reviews, etc) the employee's preferred name will be used for searching.

Personal Information

This section contains the employee's legal information needed for various features within Humi to work.

Firstly it contains the employee's legal name which will be used when signing documents and for payroll purposes such as paystubs. It also contain Legal Sex, which is useful information to have on hand for benefit purposes.

Lastly, the key element of this section is the SIN (Social Insurance Number). The Sin is always hidden from view when on the Personal tab. If you want to view the number you need to hover over it. It's important to note that if you want to add an employe to payroll, they will need to have their SIN filled out in this section.

Address

This section contains the employees personal address, which the employee will fill out during the onboarding process. Important to note that like the SIN, if you want to add an employee to Humi payroll will need to have their address listed here.

Emergency Contacts

This section contains up to two emergency contact's information including: their name, their relation and their phone number. This section will be filled out by the employee during onboarding but it's not required since this section won't be used for any other features in Humi. This section is only used to track the information on the employee's profile so you have it in hand for emergencies.

Job & Pay

On this page you can access all the job related information about an employee (The details on this page are predominantly managed by admins). It includes the following sections: Employment Information, Bank Account, Current Compensation and All Compensations. If the employee is on Humi Payroll it'll include these additional sections: Additional Income types, Tax & Exemptions, Tax Credits, and Additional Taxes to be Deducted (TD1).

Employment Information

The manager of an employee has access to be able to see that employee's salary, which is standard practice in most companies.

This section contains the basic employment information about an employee: Date Hired, Reports To, Department, Position, Office Location, Employment Type, Hours per week, Stock Options, Additional Terms. There are a couple key take aways to note about what features within Humi these fields directly effect.

Firstly, Date Hired simply shows the start date of an employee and could affect leave types, depending on how you have them set-up. For example, If vacation accrues upfront, and you start on July 13, 2020, then a proration will happen that only allows you to earn time-off from July 13th until end of year. Also a quick note, when re-hiring employees please don't change the Date Hired to the re-hire date, since that would change the employees historical history at your the company. Our recommendation is to follow the re-hire process as outlined here:

Then comes the Reports to field that shows the employee's manager. Please note that the "Reports to" field directly affects various Humi features such as the ORG chart and who notifications go to when requests are made depending on the approval flow. Thus it's important to keep this field up to date as the employee moves within the company.

Department and Position are similar, in that way these fields for tracking purposes and the only feature affected is the reporting of department and position counts.

Office Location shows which office the employee works at. An important note is that this information is mandatory if you want to add an employee to payroll, and if so, the office location must be set to the Primary office. You can see which office is the primary office by going to Company > Offices.

Finally, Hours per week, Stock options, and Additonal terms do not affect any features in Humi, but are nice to have on an employee's profile to track the information.

Bank Account

Bank account information is absolutely necessary if you want to add an employee to payroll within Humi, even if you are going to pay the employee via some other method other than cheque. If you are not adding that employee to payroll, then it is optional for you.

Current Compensation

The current compensation section shows the breakdown of the employee's current compensation. This section can not be edited, it only provides an overview of the details of the current compensation. To make any changes to the current compensation you'll need to go the All Compensations section and edit the compensation with the blue symbol labelled 'current'.

The most important part of this section is the Pay button (This Button will only appear if you already have payroll set-up), clicking this button will add an employee to payroll. Once you click it, you will be prompted to confirm your action and add to payroll.

Once an employee is added to payroll, you will not be able to remove them.

All Compensations

This section allows you to create new compensations, and see all past compensations for the employee. The compensation labelled current, in the blue circle, will have a direct affect on the current compensation section and on payroll as well. The current salary will be the salary used within Payroll thus it's important to make sure that it's up to date.

Create a compensation

To create a compensation, scroll down to the bottom of this section and click on the '+Create'. This will open up a screen that will prompt you to fill out the following: Compensation Type, Rate, Effective Date and you'll have the option to fill out Vacation Pay percentage if you would like.

For compensation type their are only two choices: Yearly or Hourly. If yearly is selected, put in the appropriate salary. If hourly is selected, put in the appropriate rate. The input you write here will affect what shows in payroll if the employee is added to payroll.

The effective date determines when a salary starts. This could be the hire date if the employee is a new hire or a new salary from a promotion. If the effective date isn't in line with your company's payroll period the pay will be prorated for the first period in Humi Payroll.

Lastly there is an optional field for vacation pay. This field is for employees who are paid out their vacation pay entitlement and do not accrue vacation in time. This is mostly the case for employees who are paid hourly and/or are part time. Please confer with an expert in the case that you are unsure of whether or not vacation pay should be applied.

Additional Income Types

There are two ways to create a recurring additional income type for employees. You can either create in bulk, or use this section to view and create income types for individual employees.

Click "+Income Type" to open the creation window, where you will be able to select a preset income type and assign a recurring amount per period. Once created, a new line item with the specified amount will be added to the first applicable payroll for the employee, and continue to be automatically added every subsequent payroll. Learn more about Income Types .

Taxes & Exemptions

If an employee is exempt from CPP or EI deductions, you can toggle on their exemption status in this section. Note that the CPP Exemption option is disabled by default as very rarely are employees exempt from CPP, and thus would require a manual review. If you are certain an employee is CPP exempt, please contact support@humi.ca for assistance.

Tax credits

On a Federal and Provincial level, employees are subject to basic personal tax credits. These tax credits are applied toward the employees' taxable income automatically such that the taxable income will not be taxed until they exceed the credit amounts. Here you can review the tax credits that are in effect, as well as create custom personal tax credits.

Click +Add to open the creation window for personal tax credits. We strongly advise you consult an accountant or confirm the employee is eligible for any additional tax credits, as adding a tax credit here will reduce the income tax deducted per pay period, and reduce tax remittance to the CRA.

Additional Taxes to be Deducted (TD1)

Sometimes employees may opt for having additional tax deducted from their income per period. This could be due to various reasons such as to offset previously under-deducted amounts, or to cover for an increased tax rate resulting from holding multiple jobs because each independent payroll provider may not have full context of the employee's employment income.

This section keeps track of the additional tax amount to be deducted. Click Edit to open the edit window in order to modify the amount.

Documents

Managing/Uploading Documents on Employee Profiles

Go to an Employee’s Profile and select their 'Documents' tab. Consider this your digital File Folder for all documents relating to this Employee. This is where you will be able to see any document that has been assigned or uploaded to that Employee’s Profile.

You can Manage the Employee's Documents in Two Ways:

  1. You can use the search bar to quickly and easily locate documents
  2. By clicking on any of the column titles (‘Name’, ‘Created’, ‘Status’), it will reorganize the order of the documents (alphabetically, chronologically, group by status)

If you are uploading multiple documents of a similar type (IE: old Paystubs or Performance Reviews), naming the files using a group hierarchy (IE: “Paystub – John Smith – 2020/04/15) will make searching for them much easier when using the ‘Name’ filter.

By selecting the ‘…’ beside each document, you are able to ‘Download’ and ‘Delete’ that Document.

You can also open and view any document by clicking on its row. In this view, you will also have the ‘…’ in the top right corner with the options to ‘Download’ and ‘Delete’.

If the document was signed, you will see an extra page that is an audit trail, showing when the document was sent and by who, when it was viewed, signed and completed as well.

Uploading Employee Documents

Select the ‘+ Document’ button in the bottom right corner. This will bring up a window where you can:

  1. Drag and drop or browse through your computer for your intended file
  2. Provide a ‘Document Name’
  3. Select which Roles will be able to view that Document

A couple key things to note:

  • By default, Admins will always have access. / won't have access.
  • If you select only ‘Admin’ & ‘Manger’, then the Employee, whose profile you are uploading the file to, WILL NOT be able to see that Document
  • Selecting ‘Employee’ will allow the Employee whose profile you are on to view the document. NOTE: By selecting the ‘Employee’ role, it DOES NOT mean that everyone with the ‘Employee’ role will now see that document. People with the ‘Employee’ role cannot view the ‘Documents’ tab of other employees.
  • By leaving it blank, it will automatically add any Role that would otherwise have access to this Employee’s ‘Documents’ tab visibility (IE: Admin, Manager if the Employee Directly reports to that Manager)

Please note that all Documents need to be uploaded in PDF format for Humi.

Journey

The Journey page on an employee's profile outlines all the key events that occurred during their employment with your company. One great use for this feature is to keep a history of promotions. There are two ways that journey items can be added to an employees profile.

Firstly, as edits are made to the employee's profile in Humi, it'll automatically populate a journey item so that your changes can be tracked. The information that will trigger an automatic journey item are the following:

  • Hire Date
  • Termination Date
  • Rehire Date
  • Preferred First name
  • Preferred last name
  • Address Change
  • Department
  • Position
  • Employment type
  • Stock options
  • Compensation.

Secondly, there is also an option to add Journey items manually. To do this, go to the Journey Tab and click on the + button in the bottom right. You will only be able to choose from 5 item types, (Salary, Department, Stock Options, Compensation Type, and Employment type).

It's important to note that you can't edit a journey item, you can only delete it.

Time Off

Employee Time Off Profiles are the best place to view all the Time Off information for a certain Employee. Employees can view their own Time Off info here, as can Managers for their reportees. Admins can view anyone's Time Off Profile.

The first thing you'll notice on Time Off Profiles is the balance cards at the top:

These show how much time the employee has available to book from, as of today.

You can click the three dots in the corner of each card for extra functionality, which we'll explain in turn.

Make Adjustment allows you to add or subtract any amount from the employee's balance, as of any date you pick. You can also leave a note about this change. For more details on making adjustments, see Time Off.

Calculate Balance is a powerful tool that allows you to view what a balance was, or will be, on any date which you select. For more details on calculating balances, see Time Off.

Change Policy allows you to, for any Time Off Type, change the Time Off Policy which this employee is currently assigned to (as of today). The change will take effect immediately. If instead you'd like to un-assign the policy from the employee on a certain date, you can do that through the admin Time Off Types & Policies view, in the Bulk Assign functionality (explained elsewhere in our help center).

View Details is where admins and employees can easily see the details of the current Time Off Policy for a given Time Off Type. It shows the balance today, the future time scheduled, and how much time the employee has taken so far in the current year. It also shows all the parameters of the currently assigned Time Off Policy.

Next, on the Employee Time Off Profile, you'll see a handy year-based visualization of Time Off usage.

Note that the "today" square is shown in black, and the Time Off Types are colour coded. You can also toggle to view data for different years, using the dropdown in the top right corner.

Below, you'll find a table of requests for the employee at hand. This gives you the same powerful sorting, filtering, and pagination that you will be familiar with in the rest of the system.

And finally, at the bottom you will find the Transactions Log.

This log shows you any and all transactions that have impacted the employee's balance.

  • You can click the dropdown in the top right to view transactions for different Time Off Types, and page through the results in the top right corner.
  • You can sort by date descending or ascending.
  • You can hover over the (i) symbols to understand more details about a given ledger entry.

This should be very helpful in understanding why an employee's balance is what it is!

Performance

The performance section of an employee's profile provides you with a direct view of all performance items associated with the user in questions. This is broken down in the same way as the performance module:

  • Performance Review
  • Goals
  • Feedback

From an employee's profile, you can directly create a review, goal or provide feedback by hovering on the "+" button on the bottom right of the screen and selecting the item you wish to add from the 3 available options.

For more details about Performance in Humi, visit the Performance Module Articles.

Surveys

The Survey tab shows all surveys that a particular employee has participated in.

The employee profile only acts as an easy method of accessing a particular employee's answers to a survey. Full functionality (creating a survey and adding the employee as a participant) is available in the Survey module, which you can read about here.

Records

The records tab provides admins with a fully confidential location to keep notes regarding an employee.

The records tab is only visible to Humi admins. Direct managers of the employee are also unable to see the content created here.

This section can be used for confidential information that you would like to keep a track of regarding the employee. The information here will never appear in other sections of the application and is not exported in reporting.

Onboarding Tasks

As a Manager, you are able to Create new Onboarding Tasks, and you are also able to Apply Onboarding tasks to employees that report to you. Please see Onboarding Tasks for more information.

Any Onboarding tasks that are assigned to an employee will also show up on their home page, in the tasks section. If the task is incomplete, you will see it in the incomplete column, and if a task is marked as complete, you will see it in the complete column.

Offboarding Tasks

The Offboarding tab is set-up to show all off-boarding tasks for an employee

Any Offboarding tasks that are assigned to an employee will also show up on their home page, in the tasks section.

It is also important to note that offboarding tasks can only be applied to an employee once that employee has been given a last day of work, however, that last day of work can still be in the future, and the employee will still be active within Humi until that last date.

Please see the article section for Offboarding for more details.

Account

The employee profile Account Tab provides 3 items of functionality.

  1. Sign in as employee: allows you to view the Humi platform through the eyes of the employee in question.
  2. Lock account: stops the employee from accessing their account completely, and will result in them seeing a message like the one below if they try to sign in.
  1. Manage emails: As a manager or admin. you have full access to managing the email addresses associated with your employees accounts. See Account Emails for more information (link on my profile).
Roles and Permissions cannot be managed directly through an employee profile. Please see Roles & Permissions for more details.