Employee Data Administration

Employee Data Administration

1. What it is

Employee Data Administration covers two connected admin surfaces: the People app (its admin pages are under People › Admin in the left sidebar) and Leave Configurations (Admin → Leave Configurations). Together they are the system of record for employee profiles, field-level permissions, compliance deadlines, leave types, and accrual policies.

• Enablement: People is a licensed marketplace app (employee-data-management) that an admin enables per tenant. Leave Configurations requires the Leave Management app to be enabled.
• What it is not: this is not the employee-facing profile page. Employees see their own profile under their user record; this article covers the admin controls that govern what fields exist, who can see and edit them, what leave employees can request, and how accruals are calculated.

2. Standing it up

People

1. Go to Admin → Apps → All Apps and enable the People app.
2. Go to People › Admin › Settings. Its sections are listed in the rail on the left.
3. In General, review Enable Employee Self-Service (on by default). When on, employees can change the fields set to Employee Self-Edit on their own profile. When off, employees cannot edit their own profile; admins still can.
4. In Employee requests, review Let employees request changes, with approval (on by default for new organizations). It turns on the Request Update links employees use to ask for changes to the profile fields they cannot edit themselves, and routes those requests for approval. While it is off, the profile offers no way to request a correction to such a field. While Enable Employee Self-Service is on and the People AI Agent’s Record Management capability is on, Ask AI can still send a request for an employee’s own phone, work phone, address, time zone or emergency contact when it is a field they cannot edit, and it comes to Pending Requests.
5. If your organization needs data beyond the built-in standard fields, confirm Enable Custom Fields in General is on (it is on by default).
6. Go to People › Admin › Profile Fields. This one page lists the built-in standard fields and your custom fields together, grouped by profile section. Set which fields are active and required, who can edit and see each one, and which appear as a column in the employee directory. Click New Field to add a custom field.

Leave Configurations

1. Go to Admin → Apps → All Apps and enable the Leave Management app.
2. Go to Admin → Leave Configurations.
3. Click Load Defaults to create leave types from an industry template, or click New Leave Type to create them manually.
4. For each leave type that uses balance tracking, create an Accrual Policy and assign employees to it. A policy marked as default for its leave type applies automatically to any employee without an explicit assignment.
5. Go to Admin → Leave Configurations → Notifications to configure who gets notified on leave events and to set the approval authority (manager-based or specific groups).

3. How it fits together

Standard fields vs custom fields

Both kinds are managed on one page, People › Admin › Profile Fields, where the All, Built-in and Custom filters switch between them.

Standard fields are the built-in profile attributes, organized into seven sections: Personal Information, Contact Information, Employment Details, Compensation, Compliance & Legal, Onboarding, and Offboarding. Each has a Visible to level (Admins Only, Employee + Admins, Managers & Above, or Everyone), an Edit permission (Employee Self-Edit, Manager Editable, or Admin Only), and a risk category (routine, standard, or critical) that determines how update requests are routed for approval. Editing implies seeing: a field’s edit permission sets the lowest visibility it can have.

Custom fields are fields your team creates, stored in the employee’s metadata. They support 16 field types (text, textarea, number, email, phone, url, select, multiselect, radio, checkbox, date, datetime, time, file, currency, and rating). New custom fields can be added only while Enable Custom Fields is on. Each one is filed under a profile section — the same sections as the standard fields, plus Additional Information — and has the same visibility and edit controls.

The two are independent: turning Enable Custom Fields off does not hide standard fields, and the custom fields you already have stay listed on Profile Fields. Standard fields cannot be deleted — only deactivated.

Leave types and accrual policies

A leave type defines a category of time off (e.g., Vacation, Sick Leave). Key properties include whether it requires approval, whether it deducts from a balance, whether negative balances are allowed, how many advance-notice days are required, and whether supporting documentation is required (and after how many days).

An accrual policy controls how balances grow for one leave type. It sets the accrual frequency (monthly, bi-weekly, etc.), accrual amount per period, maximum balance cap, carryover rules, a waiting period before accruals begin, and whether new hires are prorated. Policies can have accrual rules that vary the rate based on tenure or employment type. One policy per leave type can be marked as the default — employees without an explicit policy assignment accrue under the default automatically, and those employees do not appear in the policy’s assigned-users list.

Leave types can be restricted by jurisdiction so that employees in a given country or state see only the types available to them. The availability matrix at Admin → Leave Configurations → Availability controls this.

Profile update routing

When Let employees request changes, with approval and Enable Manager-Level Approvals are both on, requests to change fields set to Manager Editable go to the employee’s direct manager first. If the manager does not act within the reminder window, a reminder is sent. After the escalation window, the request escalates to an admin. A request still undecided after the expiry window expires, and the employee is asked to resubmit. Fields set to Admin Only go to HR or an admin, and skip the manager — unless an auto-approval rule approves them, or an approval workflow you configured for that field or section adds a manager step. Fields set to Employee Self-Edit need no request while Enable Employee Self-Service is on: the change applies when the employee saves it — except gender, date of birth, marital status and pay fields, which always go through a request.

Compliance tracking

The People dashboard surfaces five compliance categories: missing emergency contacts, expiring visas, I-9 reverification due, probation periods ending, and incomplete profiles. Each has a drill-down list and supports sending compliance reminders to the affected employees, in the app and by email to those with an email address. The visa and probation alert windows are set in People › Admin › Settings › Dates and alerts.

4. Running it

Configuring field visibility and editability

1. Go to People › Admin › Profile Fields. Use the section filter, Search fields, or the All / Built-in / Custom filters to find a field.
2. For each field, set Required and Active, its Edit permission (Employee Self-Edit, Manager Editable, or Admin Only) and who it is Visible to, and whether it shows as a Directory column (this needs Everyone visibility).
3. Click Save Changes to apply changes in bulk.

Some fields are permanently required — First Name, Last Name and Work Email show a checkmark in the Required column instead of a toggle, and cannot be made optional. Fields that are always visible show a fixed Everyone badge under Visible to and cannot be hidden.

Managing leave types

1. Go to Admin → Leave Configurations → Manage.
2. Click New Leave Type to create one, or click a leave type’s name to edit it.
3. To load a set of preconfigured types, click Load Defaults and select an industry template.
4. Leave types with existing leave requests cannot be deleted — the delete option is hidden for those types.
5. To export all leave types as CSV, click Export. To import from CSV, use the Import button on the Manage page.

Assigning employees to an accrual policy

1. Go to the policy’s detail page via Admin → Leave Configurations → Manage → [Policy Name].
2. Open the Assigned Users tab and click Assign Employees.
3. Use the search and department/location filters to find employees. Select individuals or click Assign All for the filtered set.
4. Assignments of 25 or more employees are processed in a background job; smaller batches are saved immediately.
5. To remove an employee, click the unassign action next to their name.

Sending compliance reminders

1. Go to People › Overview (the dashboard).
2. Click a compliance card (e.g., “Missing Emergency Contacts”) to see the affected employees.
3. Select employees and click Send Reminders. Each receives an in-app notification, and an email if they have an email address, linking to their profile edit page (or their profile overview if Enable Employee Self-Service is off).

Regenerating employee IDs

1. Go to People › Admin › Settings › Employee IDs and choose how the employee ID is generated: Auto-generated, By employment type, or Custom pattern. For a custom pattern, type any fixed text and use Add field to insert values such as a sequence number or the last 4 digits of the phone number. Click Save Settings.
2. The format applies to new employees. To apply a saved custom pattern to existing employees, click Regenerate Mango IDs in the same section. It opens a dry run of how existing IDs would change, covering up to 5,000 employees.
3. Click Apply to all employees to enqueue a background job that applies the pattern to all employees.

5. Settings

People settings

These settings are at People › Admin › Settings, one section at a time from the rail on the left; the Where column names the section. They are stored with the rest of your business configuration, and each one falls back to the default shown below until an admin changes it.

Setting	Where	Default	What it changes
Enable Custom Fields	Settings › General	On	When off, no new custom fields can be added on Profile Fields and the Custom Fields tab is hidden on employee profiles; built-in fields are unaffected
Enable Employee Self-Service	Settings › General	On	Lets employees change the fields set to Employee Self-Edit on their own profile; when off, employees cannot edit their own profile, and admins still can
Let employees request changes, with approval	Settings › Employee requests	On for new organizations	Shows the Request Update links employees use for fields they cannot edit themselves, and routes those requests for approval
Enable Manager-Level Approvals	Settings › Employee requests	On	Routes requests for Manager Editable fields to the employee’s direct manager instead of HR or an admin
Send Reminder After (days)	Settings › Employee requests	3	Calendar days before the manager is reminded about an undecided request
Escalate to Admin After (days)	Settings › Employee requests	5	Calendar days before an undecided request escalates to HR or an admin
Expire Undecided Requests After (days)	Settings › Employee requests	30	Calendar days before an undecided request expires and the employee is asked to resubmit (0 = never)
Who can see the org chart	Settings › Org chart	Everyone in the organization	Limits the chart to managers and administrators, administrators only, or one group; administrators always see it
Default Probation Period (days)	Settings › Dates and alerts	90	Estimates a probation end date when an employee has none set
Visa expiry dashboard window (days)	Settings › Dates and alerts	60	How far ahead expiring visas appear on the compliance dashboard
Probation end dashboard window (days)	Settings › Dates and alerts	14	How far ahead ending probation periods appear on the compliance dashboard
Seniority Calculation Method	Settings › Seniority and agreements	Calendar Years (based on hire date)	How seniority is computed: by calendar years or by approved timesheet hours worked
Enable CBA Planner	Settings › Seniority and agreements	Off	Enables the Collective Bargaining Agreement planner
Premiums	Timesheets → Settings	Off	Enables premium pay and the Premium Types surface. Configured in Timesheets, not here — the value is still stored with the People settings, but the checkbox moved
Employee ID format	Settings › Employee IDs	Auto-generated	How employee IDs are generated: Auto-generated (random), By employment type (sequential codes per type), or Custom pattern (a template you build)

Former Employee Portal settings

These are in People › Admin › Settings › Former employees.

Setting	Where	Default	What it changes
Enable Former Employee Portal	Settings › Former employees	Off	Activates the former employee self-service portal
Portal Access Duration (years)	Settings › Former employees	7 years	How long a former employee can access the portal after termination
Access Token Validity (days)	Settings › Former employees	3 days	How long a portal access link remains valid
Allow On-Demand Experience Letters	Settings › Former employees	On	Former employees can request experience letters
Allow Salary Information in Letters	Settings › Former employees	Off	Whether experience letters include compensation details
Auto-Send Portal Access on Termination	Settings › Former employees	On	Automatically sends portal access when an employee is terminated

Leave Configurations settings

Leave notification and approval settings are stored with the Leave Management app’s own configuration rather than with the business-wide settings.

Setting	Where	Default	What it changes
AI Agent	Admin → Leave Configurations → Notifications	On	Enables the Ask AI leave management agent for employees
Auto-Approve Max Days	Admin → Leave Configurations → Notifications	Per executor default	Maximum leave duration the AI agent can auto-approve
Partial-Day Leave	Admin → Leave Configurations → Notifications	Off	Allows employees to request timed partial-day leave with start and end times
Show Team Availability	Admin → Leave Configurations → Notifications	Off	Shows team members’ leave schedules when an employee is requesting leave
Approval Authority	Admin → Leave Configurations → Notifications	Managers	Who can approve leave: managers (reporting chain) or specific designated groups

6. More help

• Employee Data Administration FAQ — specific setup and operating questions (not yet published)
• Users, Roles & Permissions — how to manage user accounts and role assignments
• Ask AI — the assistant answers questions about employee data and leave configuration from these articles.