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Chapter 84 — "Me": profile, documents, contract, letters

The Me group is the employee's own file: what the employer holds about them, the documents they owe, the agreement they signed and the letters issued to them. It is also where most "why can't I…" questions start, because verifications and the contract can hold up the rest of the portal. This chapter goes through it as the employee sees it, with pointers to the HR side in earlier chapters.

What this chapter covers​

  • 84.1 Workspace profile tabs and email language
  • 84.2 Uploading documents
  • 84.3 Verifications and the verification gate
  • 84.4 Reading and accepting the contract
  • 84.5 Letters and letter requests

The concept​

An employee's record has two owners. The employer keeps the official copy, the one payroll and letters are built from; the employee knows best whether it is right. Good self-service lets the employee see the official copy, propose corrections without editing it directly, supply the documents asked of them, and confirm what they agreed to, each with a record of when.

How Operentra handles it​

  • My Profile shows the employer's approved copy in four tabs: Personal Info, Employment, Documents and Verifications; changes are proposed from My Account and approved by HR (Chapter 21).
  • Email language on the profile sets the language of the person's HR emails and notifications.
  • Documents are uploaded against the document types HR requires (Chapter 22).
  • Verifications of the mobile number, emergency contact and address can be required before the portal opens (Chapter 23).
  • My Contract shows the employment agreement to read and accept (Chapter 18).
  • Letters lists the letters issued to the person and their requests (Chapter 76).
  • Who: every employee, for their own record.

Walkthrough​

Imani Castellanos's portal again (NWL-0007).

84.1 Workspace profile tabs and email language​

My Profile, "Your employer's record of your personal and employment information", shows the approved copy. Personal Info has personal details (fields such as Father's Name or a national tax number appear only where the country uses them), contact information, the emergency contact, addresses and the primary bank account "used for salary payments". A banner explains how to change it: "To update your personal details, edit your profile and submit it for approval", with Edit in My Account; the change appears here once HR approves it (Chapter 21). Employment shows the employee code, department, designation, branch, employment type, joining date and reporting manager, "the employer's record".

The Email language card ("HR emails and notifications arrive in this language") sets the language of the person's emails, separately from the language of the screens. When someone changes the screen language, a one-time banner offers to change the email language too; the card is the permanent place for it.

84.2 Uploading documents​

The Documents tab of the profile lists the person's uploads by document type with their status (My Documents shows the same list, and its Upload Document button leads to this tab), and is where a file is uploaded against each required type. HR reviews each upload, verifying or rejecting it with a reason (Chapter 22). Required documents that are missing appear as a dashboard banner, "Required Documents Missing", with the list.

84.3 Verifications and the verification gate​

The Verifications tab shows the address verification: Request Verification, then "Enter the 6-digit code from the verification letter sent to your address", with the days remaining and three attempts. Where the workspace requires verification before using the portal, the person is taken to Complete your identity verification ("please verify the details below to access the portal"), with a card for each item and a count, "2 of 3 verified": Your mobile number ("We'll text you a 6-digit code"), SOS / Emergency contact (the code goes to the contact, who shares it), and the address, by letter. Too many wrong codes lock that item for a while; HR can help from the admin side (Chapter 23). Once everything is verified, the portal opens.

84.4 Reading and accepting the contract​

My Contract, "Review and accept your employment contract", shows the agreement with its number. Until it is accepted, the employee must scroll to the end ("Scroll to bottom to enable acceptance"), tick "I have read, understood, and agree to be legally bound…", and click Accept & Continue. The acceptance is recorded with the date, time, IP address and device, and the page then shows Agreement Accepted with when; where the workspace's country has an electronic-signature law, the page names it. Download PDF gives a copy at any time. If HR also records a physically signed copy, the page says so. Accepting is what activates a new employee (Chapter 18).

84.5 Letters and letter requests​

Letters has Issued Letters, every letter issued to the person with its reference and whether it was emailed, to download, and My Requests, with Request a Letter for an experience or salary certificate, an appointment or offer letter, with the purpose, who it is addressed to and notes. A rejected request shows the reason; an issued one shows the letter's reference (Chapter 76).

What happens next​

  • Chapter 85 covers the Time group: attendance, field visits, leave and holidays.

What the employee sees​

This chapter is what the employee sees.

Common mistakes​

  1. Telling employees to edit their profile on the profile page. Changes go through My Account and HR's approval.
  2. Confusing screen and email language. They are set separately.
  3. Expecting phone verification without an SMS provider. It stays off until one exists (Chapter 80).
  4. A contract accepted without being read. The scroll requirement is there for a reason; do not work around it.
  5. Sending employees to HR for a copy of their letter. It is in Letters to download.

Practice​

Use your own trial workspace, not a customer's.

  1. As a test employee, propose a phone change from My Account; as HR, approve it and see it on My Profile.
  2. Switch the email language and send yourself a test email from the admin side to check it.
  3. Upload a required document and verify it as HR.
  4. Accept a test contract and download the accepted PDF.

Quiz​

1. How does an employee change their personal details?

They edit their profile in My Account and submit it; HR approves it into the employer's copy.

2. What does the Email language card set?

The language of the person's HR emails and notifications, separately from the screen language.

3. Which verifications can be required before the portal opens?

The mobile number, the emergency contact and the address.

4. What does accepting the contract record?

The date, time, IP address and device of the acceptance.

5. Where does an employee find letters issued to them?

Under Letters, Issued Letters, to download.