Keep employee records up to date
People change phone numbers, move to new departments, or update their bank accounts. Sometimes information is entered incorrectly and needs fixing. Keeping employee records accurate ensures payroll runs smoothly, reports reflect reality, and compliance records stay correct. Officaid makes it easy to update any employee's details in just a few clicks.
How to Edit an Employee
- 1 Navigate to Team from the left sidebar.
- 2 Click Directory from the submenu.
- 3 Click on the employee you want to update.
- 4 Click the Edit Employee button in the Quick Actions section.
- 5 Update the relevant fields across the three tabs.
- 6 Click Save to apply your changes.
What You Can Edit
The edit form has three tabs, just like when you first added the employee:
Contact Tab
Update personal contact information:
- Name if there are any corrections or legal name changes.
- Email for updated personal contact.
- Phone for new contact numbers.
- Remarks for any additional notes.
Employment Tab
Update role and employment details:
- Status when an employee's situation changes (Active, On Probation, Inactive, Terminated).
- Employment Type if they move from Contract to Full-time, for example.
- Date of Birth for corrections.
- Nationality if citizenship status changes.
- Join Date for corrections.
- Probation End Date when probation is extended or confirmed.
- Pass Type and Pass Number when work passes are renewed.
- Ethnicity and Religion for corrections.
- Department when employees transfer teams.
- Office Location for relocations.
- Employee Code if your coding system changes.
- Reporting To when managers change.
- Work Email and Work Phone for updated business contacts.
Payroll Tab
Update compensation and payment details:
- Designation for corrections to job titles.
- Grade for corrections.
- Base Salary for corrections to salary amounts.
- Currency if payment currency changes.
- Salary Update Date for corrections.
- Remarks for payroll notes.
- Payment Type if payment method changes.
- Bank Name and Bank Account Number for updated banking details.
Common Reasons to Edit
Here are some situations where you would edit employee information:
- Correcting mistakes made when the employee was first added.
- Department transfer requires updating Department and possibly Reporting To.
- Probation confirmation requires changing Status from On Probation to Active.
- Work pass renewal requires updating Pass Type, Pass Number, and possibly expiry-related documents.
- Bank account change requires updating Bank Name and Bank Account Number.
- Contact updates when phone numbers or email addresses change.
- Name changes for legal name corrections or changes.
Frequently Asked Questions
No. Past payslips remain unchanged. Edits only affect future payroll processing. Historical records are preserved for compliance and reference.
Yes. You can change the Status field to Inactive or Terminated. However, for a complete offboarding process, see Deactivating an Employee.
Use the Salary Progress section on the employee's profile to add a new entry with the updated designation, grade, and salary. This preserves the history and ensures accurate records.
Users with Directory access can edit employee information. Access permissions are managed in Admin → User Access Permissions.
Yes. Officaid maintains an audit trail of changes to employee records for compliance purposes.
What's Next?
Learn more about managing employee profiles:
- Tracking Salary Progress explains how to record promotions and salary changes.
- Employee Statuses Explained covers what each status means.
- Deactivating an Employee walks through the offboarding process.