People App Overview

People

1. What it is

People is the system of record for employee information. Admins decide which profile fields exist, who can see and edit each one, and how employee change requests are approved. Employees keep their own record current, including their direct deposit, W-4 and legal name.

• Enablement: People requires a licence and is off until an admin enables it in Admin → Apps → All Apps.
• What it is not: People is not payroll. It holds the record that Payroll Connect and other apps read. Year-end tax forms (W-2, 1099, 1095-C) are downloaded from My Paychecks › Tax documents in Payroll Connect, not from the People profile.

2. Standing it up

1. Enable People in Admin → Apps → All Apps. It appears in the left sidebar.
2. Go to People › Admin › Profile Fields. Decide which fields are active, which are required, who can see each one and who can edit it. First Name, Last Name and Work Email are always required.
3. Go to People › Admin › Settings › Employee requests. Confirm Let employees request changes, with approval is on. It adds the Request Update links employees use for fields they cannot edit themselves. With it off, the profile offers no way to ask for a correction. While Enable Employee Self-Service and the People AI Agent’s Record Management capability are 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.
4. Decide whether employees may change their own pay details. On the same section, turn on Let employees change their own direct deposit and W-4. It is off by default.
5. Grant access. Admins see the Admin group. Managers with direct reports see Team › My Team, and Team › Pending Requests when manager-level approvals are on.
6. Confirm it worked. Sign in as an employee and open My Update Requests from their profile. A Pay and personal details card lists the change forms your settings allow.

Silent-until-paired — check these before telling employees a form exists:

• The Legal name form appears only while Let employees request changes, with approval is on.
• The Direct deposit and Federal tax withholding (W-4) forms appear only while Let employees change their own direct deposit and W-4 is on.
• The Vehicle form appears only while Enable Custom Fields is on and at least one vehicle field exists. Add them with Load starter fields in the ⋯ menu on Profile Fields: Vehicle (Make & Model), Vehicle Color and License Plate.
• The Former Employee Portal needs two switches: Enable Former Employee Portal in People settings, and the Former Employee Portal entry in the Portals app catalog. The Portals entry requires the Offboarding app.

3. How it fits together

Visibility and edit permission

Every field, built-in or custom, has two separate controls:

• Visibility — who can see it: Admins Only, Employee + Admins, Managers & Above, or Everyone.
• Edit permission — who can change it: Employee Self-Edit, Manager Editable, or Admin Only.

Editing implies seeing. If you make a field Manager Editable, its visibility is raised to at least Managers & Above automatically.

Direct edits vs change requests

These are easy to confuse, and they behave differently:

• A field set to Employee Self-Edit changes the moment the employee saves it. No approval is involved.
• Any other field is changed by request. The request goes through your auto-approval rules, routing rules, workflows and delegations, then to an approver.

Routing follows the field’s edit permission. Manager Editable requests go to the employee’s direct manager when Enable Manager-Level Approvals is on. Admin Only requests go to HR or admins, and managers are not told about them. An employee with no manager has their request sent straight to admin.

Pay and personal details self-service

Four change types have their own guided forms, on My Update Requests on desktop and the same card on the phone:

Form	Identity check	Approval	“Was this you?” notice
Direct deposit	Yes	Always	Yes
Federal tax withholding (W-4)	Yes	Always	Yes
Legal name	No — a supporting document is required instead	Always	Yes
Vehicle	No	Only for fields employees cannot edit	No

• Identity check. Before the direct deposit or W-4 form opens, the employee verifies their identity again. The check is repeated when they submit. An admin using View as cannot file any of these four changes for someone else.
• Always approved by a person. Direct deposit, W-4 and legal name changes can never be approved by an auto-approval rule. Bank and tax values are encrypted and shown masked to the last four digits. An approver verifies their own identity before opening one to review it.
• Direct deposit takes a main account plus up to three more, each split by a fixed amount or a percentage. The main account receives what is left.
• Legal name is blocked on the form if an identity provider manages the person’s name. The employee is told to ask HR to change it there.

The “this wasn’t me” notice

When someone changes their own direct deposit, W-4, legal name, email, user ID or phone number, People sends them a notice. It goes by email, including to the old address when the email itself changed. It goes by text message when they have no email and your organization sends texts. An in-app notification is also sent.

The notice links to Report a change you didn’t make, which needs no sign-in and works for 14 days. A report stops the change if it has not yet taken effect, and alerts your admins either way.

Worked example. You set Hold a new bank account before it takes effect (days) to 3. On Monday, someone signed in as an employee submits a new bank account. The employee receives the notice, and an admin approves the request that afternoon. Because of the hold, the change is scheduled for Thursday. On Tuesday, the employee clicks Report a change you didn’t make. The request is cancelled and their pay keeps going to the old account. Without a hold, the change takes effect the moment it is approved, and a later report can only tell HR to put it right.

Compliance tiles vs the Profile Completion report

The Overview shows five compliance tiles: Emergency Contacts, Work Visas Expiring, I-9 Reverification Due, Probation Periods Ending and Missing Key Details. Missing Key Details checks three fields only: phone, hire date and job title.

The Profile Completion report under Reports checks eight: first name, last name, email, phone, hire date, job title, date of birth and emergency contact. The two numbers differ by design.

Each tile depends on its field. If you deactivate Visa Expiry Date on Profile Fields, the visa tile and its reminders disappear too.

Boundaries with other apps

• Shifts Scheduling reads each person’s Schedulable flag, which is on for new employees.
• Onboarding: a W-4 filed through self-service is recorded against the employee’s open onboarding W-4 step, if they have one.
• Connected HR systems: approved changes are sent on to a connected HR system that holds that field.
• Payroll Connect owns the Tax documents tab. Downloading a W-2, 1099 or 1095-C there asks for the same identity check.

4. Running it

Reviewing change requests

1. Go to People › Team › Pending Requests. The Team group shows a count while requests wait.
2. Open a request to see the field, the old and new values, and its risk category (routine, standard or critical).
3. Approve or decline it. A bank or tax request asks you to verify your identity before its details open.

A request no one decides is reminded, escalated to admin, and finally expired. The timings are under Settings › Employee requests.

Handling a “this wasn’t me” report

Every admin gets a high-priority notification saying which of three things happened: the change was stopped, it had already taken effect, or it never took effect. In every case, check the person’s account for other changes and make sure they can still sign in safely. When it had already taken effect, also put the change right in every system it reached.

Acting on compliance alerts

1. Go to People › Overview and click a compliance tile.
2. Select employees and click Send Reminders to send each a notice, in the app and by email, to update their information.

Changing the employee ID format

1. Go to Settings › Employee IDs and choose Auto-generated, By employment type or Custom pattern.
2. The format applies to new employees. To apply it to existing ones, use Regenerate Mango IDs, which shows a preview first.

Running reports

People › Admin › Reports holds Headcount, New Hires, Turnover, Diversity, Profile Completion, Compliance, Visa Expiry Tracker and EEO-4 reports. Custom Fields Usage appears while custom fields are on.

5. Settings

All settings are at People › Admin › Settings, grouped by the section rail on the left.

Setting	Section	Default	What it changes
Enable Custom Fields	General	On	Shows custom fields and their management page
Enable Employee Self-Service	General	On	When off, employees cannot edit their own profile; admins still can
Let employees request changes, with approval	Employee requests	On for new organizations	Shows the Request Update links and the Legal name form
Let employees change their own direct deposit and W-4	Employee requests	Off	Offers the direct deposit and W-4 forms, behind an identity check
Hold a new bank account before it takes effect (days)	Employee requests	0 (no hold)	Delays an approved bank change so a “this wasn’t me” report can still stop it
Enable Manager-Level Approvals	Employee requests	On	Sends Manager Editable requests to the direct manager
Send Reminder After (days)	Employee requests	3	When an undecided request reminds the manager
Escalate to Admin After (days)	Employee requests	5	When an undecided request moves to the admin queue
Expire Undecided Requests After (days)	Employee requests	30	When an undecided request expires; the employee must resubmit
Who is notified about profile update requests	Employee requests	HR staff, or every admin when none is designated	Who hears about requests that need admin review
Who can see the org chart	Org chart	Everyone in the organization	Limits the chart to managers, admins or one group
Who can export it	Org chart	People with the People › Export permission	Who can download the chart
Generation mode	Employee IDs	Auto-generated	How new employee IDs are created
Default Probation Period (days)	Dates and alerts	90	Estimates probation end when no date is set
Visa expiry dashboard window (days)	Dates and alerts	60	How far ahead the visa tile looks
Probation end dashboard window (days)	Dates and alerts	14	How far ahead the probation tile looks
Seniority Calculation Method	Seniority and agreements	Calendar Years (based on hire date)	Or Hours Worked, from approved timesheet hours
Enable CBA Planner	Seniority and agreements	Off	Adds the CBA Planner under Admin

Former employees

Setting	Default	What it changes
Enable Former Employee Portal	Off	Gives terminated employees a sign-in link to their documents
Answer staff questions about former employees in Ask AI	On	Lets your admins and HR staff ask Ask AI about former employees; former employees get no assistant
Portal Access Duration (years)	7 years	How long after termination the portal stays open to them
Access Token Validity (days)	3	How long each sign-in link works
Let former employees download W-2 and 1099 forms from your payroll provider	Off	Offers provider tax forms in the portal
Allow On-Demand Experience Letters	On	Lets former employees request verification letters
Allow Salary Information in Letters	Off	Includes pay in those letters
Require Personal Email During Offboarding	On	Offboarding cannot finish without a verified personal email
Auto-Send Portal Access on Termination	On	Emails portal access when someone is terminated

The W-2 and 1099 option carries a warning on the page. These forms show the person’s full Social Security number, and the portal signs people in with an emailed or texted code, not a password. Forms come only from payroll connections whose Tax documents switch is on.

6. More help

• People FAQ — specific setup and operating questions, limits and troubleshooting
• Employee Data Administration — the platform admin guide for the related admin surfaces
• Ask AI — the assistant answers questions about People from these articles