How to handle employees' requests

What is it for?

The employee asks in My space › My data to change their IBAN, address or emergency contact. The record only changes when the right person approves the request. This article shows how it is decided.

When to use it?

• An employee has told you they moved house or changed bank account.
• You want to see what is still to be decided and what has already been decided.

Where to find it?

People › Workers › Workers' requests. The employee makes the request in My space › My data.

Before you start

• The profile that decides depends on what changes, and each profile only sees the requests it can decide:
  • HR manager: address and emergency contact;
  • Payroll Processor (the demo uses the Payroll profile): IBAN. The HR manager does not see IBAN requests.
• The employee's record is linked to their user.

How to use it

1. The employee opens My space › My data, clicks New, chooses in What changes one of three options (IBAN, Address or Emergency contact) and fills in what appears: the New IBAN; the Street, the Postal code and the City; or the Emergency contact and the Emergency phone. They save. The request is Waiting for approval.
2. Whoever decides opens People › Workers › Workers' requests. The list opens with the To decide filter.
3. Open the request and click Approve or Refuse. The state becomes Approved or Refused and Decided on is filled in. The employee record only changes with Approve.

Expected result

• Approve: the record gets the new value. For an approved address or IBAN, the record's history logs the change with the name of the approver (for example, the old IBAN replaced by the new one, with the number masked).
• Refuse: the record stays as it was. There is no field for the reason: if you want to explain, talk to the employee.
• The employee sees the result in the My data list, with the state and Decided on.

Important notes

• Requests are made in My space. The New button in the decider's list opens a blank request, which is not the intended path: use it only if the employee cannot make the request.
• Once decided, the request has no more buttons. A wrong decision is corrected with a new request from the employee.
• While the request is undecided, the screen says “Nothing changes in your file until human resources approve this request” (for IBAN requests, “until Salários approve”).
• This list does not replace the article Ask an employee to confirm a document: that one is for documents HR sends.

Common problems

“The new address is incomplete because the street or the city is empty” appears

The employee sees this message when saving an address request without Street or City. Fill in both and save again.

“The IBAN is not valid because it does not follow the international format” appears

When saving an IBAN without the country or with too few digits (for example, PT50 1234), the screen asks for the full format, such as PT50 0002 0123 1234 5678 9015 4. Correct it and save again.

I do not see the IBAN request

The request exists, but only the Payroll profile sees it. Ask someone with that profile.