Managing an employee's profile
Learn, as an HR admin or Manager, what you'll find on a colleague's profile and where to read more about each part.
Where do you find it?
Go to People in the left menu and click a colleague. The tabs are at the top of the profile.
What's where?
Profile: personal details, contact details and emergency contact. Click Edit to change something.
Employment: what the colleague does, team, manager, work location and contracts. See Setting the team, manager and work location and Recording and changing contracts.
Documents: personal documents and contract documents. See Managing an employee's documents.
Assets: laptop, phone and other items on loan. See Handing out and taking back company assets.
Time off: balances, requests and linked time off policies. See Managing an employee's time off.
Absence: the current absence status and any follow-up actions. See Managing absence.
Reviews: active and completed reviews.
Change log: every change to the profile, with who made it and when.
Permissions: which admin role the colleague has in Heartsome. See Roles and permissions.
Who sees what?
Tab | HR admin | Manager (direct reports only) |
|---|---|---|
Profile | View and edit, including sensitive data | View and edit, without sensitive data |
Employment | Edit everything | Edit work details, view contracts only (without salary) |
Documents | View and manage | Not visible |
Assets | View and manage | View only |
Time off and Absence | View and manage | View and manage |
Change log and Permissions | Yes | Not visible |
Sensitive data means the identification number (such as the Dutch BSN), personal email address, home address and bank account number. Only the colleague and HR admins see it.
Updated on: 15/10/2026
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