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Guide
See and edit your own details
For every employee: read what your employee file says about you, keep your phone number, personal email, home address and emergency contacts up to date, and know which details only HR can change.
Before you start
- You can sign in to Zonitix. No role is needed: everyone with an employee file sees their own.
- An account that is not a person’s, such as a service account, has no employee file and shows none of the cards below.
Read your file
Step 1: Open My Profile and scroll to the bottom
Click My Profile at the bottom of the left menu. Your account and sign-in settings come first; your employee file is the group of cards below them.
Step 2: Check what each card says
- “My details”: preferred name, legal name, phone, personal email, date of birth, nationality and home address.
- “My job”: job title, department, manager, work location, start date, employment type, level and employee ID. The card says “Kept by HR. Ask them if something here is wrong.”
- “Emergency contacts”: the people to call if something happens to you at work.
- “My equipment”: the equipment assigned to you.
- “My documents”: documents HR has shared with you. Click the download button beside one to save it; each download is recorded.
- “My job history”: past changes to your job. The card appears once there is at least one.
If people report to you, the “My job” card also has a “My team” button. See See your team as a manager.
Change what is yours to change
Step 3: Edit your contact details
On the “My details” card, click “Edit”. A window titled “Edit my details” opens with four fields:
- “Preferred name”: what colleagues call you.
- “Phone”.
- “Personal email”: used if your work account is unavailable. It must be different from your work email.
- “Home address”: stored encrypted, and visible to you and HR.
Change what you need and click “Save”. To remove a detail, clear its field and save.
Step 4: Add or change your emergency contacts
On the “Emergency contacts” card, click “Add”, or “Edit” if you already have some. For each person enter a “Name”, a “Relationship” and a “Phone”. Click “Add another” for more, up to five, or the bin button beside one to remove it. Click “Save”.
Emergency contacts are stored encrypted, and are visible to you and HR.
What you cannot change yourself
Step 5: Ask HR for the rest
Three lines on “My details” are shown but are not in the edit window: “Legal name”, “Date of birth” and “Nationality”. Everything on “My job” is read-only too, and so are your equipment, documents and job history.
If one of them is wrong, tell HR which line and what it should say. HR changes it on your employee file; the steps they follow are in Open and maintain an employee file.
Your roles and groups are not part of the employee file. They are set by an administrator.
What you should see
A green message reads “Saved.”, and the card shows the new details straight away.
If something goes wrong
- There are no employee cards at the bottom of My Profile
- The account has no employee file. If you are an employee and expected one, tell HR.
- "Your employee details could not be loaded."
- Click Retry on the message. The rest of My Profile still works. If it keeps failing, tell your administrator.
- The Save button is greyed out and the email field says "Enter a valid email address."
- The personal email is not a complete address. Correct it, or clear the field.
- "Personal email must be different from your work email."
- Enter an address outside your company, such as a private mailbox. It is there for when your work account is unavailable.
- A contact row says "Add a name, or remove this contact."
- A contact needs a name. Type one, or click the bin button on that row, then save.
- There is no My documents card
- Your company’s plan does not include the document store, or the list could not be read. Ask HR for the document directly.
Still stuck? See When something goes wrong, or Contact Zonitix support.