We make changing employee information easy within Applause. This article explains how to do just that!
Step 1: Go to Company Users
Start by clicking "Home" on the left hand side and then Company Users in the middle of the page.
Step 2: Select User and Make Changes
Details Screen
After selecting the user you are wanting to make changes you will be taken to their details screen. You can then change the following items within their profile for them:
Headshot
First Name
Last Name
Nicknames (for providing other known names that might be used in Public reviews to help with matching)
Job Title
Birthday
Work Anniversary
External User ID: this is a great place to place a Payroll ID or HR ID to be able to easily locate and map your users for Payroll purposes. This field is utilized in the Payroll report.
Associated locations and integration ID
As you have noticed, the email field is greyed out currently, we do this for compliance related reasons, if you are needing to update the email, please feel free to reach out to Support and we are happy to help!
Permissions screen
Role: You will be able to change your employee's access from just mobile app (Employee) to the Admin Portal (Admin). You have to have specific permissions as an admin to perform all of the changes within a company user's "permissions" section.
Further information around what the permission toggles mean and the different roles in this article.
Phone number
Overview of Phone Number Update Rules
Phone numbers play a crucial role in account authentication within ApplauseHQ. For security and compliance, changes to phone numbers must be directly approved and verified by the account owner. Even in cases where an administrator or coworker initiates a request, the account owner will be asked to verify it's their account, in order to update their phone number.
User-Initiated vs Admin-Initiated Procedures
User-Initiated Changes Users can update their phone numbers directly through their account settings. As part of the process, they will need to verify the request to ensure they have legitimate access to the account.
Admin-Initiated Changes Administrators can initiate phone number updates via the Admin Portal's support/contact flow. However, even in these cases, the account owner must verify the request from their account before the change is finalized.
Authentication and Verification Requirements
To maintain security, all phone number changes, whether requested by a user or admin, must go through a verification process linked to the account owner. This involves sending a verification prompt or notification to the account holder for approval. Without this, ApplauseHQ will not process the change.
These are useful tools when your Marketing team wants to be able to allow for unique other ways to promote employee's presence and for different types of materials. Each QR code and URL is unique to that employee and can't be changed from your end.
Conclusion
You are now set! You now know how to change and get employee information within Applause. As always, if you have any more questions about Applause, please feel free to reach out to Support.