Edit a person's details

Edit a person’s details 

1. In the navigation menu, go to People.

2. Locate the relevant person and select View..

3. Select the relevant tab:

• Profile
• Job details
• Incomes, deductions & benefits
• Tax
• Prior payroll

4. Click Edit to make changes. 

5. Make the desired changes, then click Done to save your changes.

What details can I edit on each people profile tab?

Tab	Details	Notes
Profile	First, last, middle, and preferred name Personal email Phone number Date of birth  SIN  External ID Notes Home address  Payment Method: Changing this item will affect the next processed payroll. Emergency contact information	These changes will take place immediately (including any payrolls in progress). The email address for an individual can only be edited before they have signed into their Employee portal. Once they have signed in, this field will be locked. Changing details in a contractor’s profile is similar to that of an employee. However, you will have an additional field to complete; the vendor type field. If the vendor is an individual, then you can update their SIN. If the vendor is a business entity, then you can update the business name and business number fields.
Job details	Pay type and rate of pay Employment type and expected hours Job title. Department Work location Province of residence (Note: This will go into effect after the current, in-progress payroll has been run).  Workers’ compensation (if applicable) Vacation pay calculation	After a person has been paid, you will not be able to change their hire date or pay group.
Incomes, deductions, and benefits	Incomes. Default hours-based income codes that are being used will be listed. You can add, edit, and/or remove additional income codes. Deductions. You can add/edit/remove deduction codes. Benefits. You can add, edit, and/or remove benefit codes.	If the person has multiple jobs, you will see the information displayed by job. Any changes which are made while a payroll is approved, but not yet finalized, will automatically go into effect for the next open pay period.
Tax settings	Federal Income Tax Canadian Pension Plan (CPP) Employment Insurance (EI) Provincial Income Tax	If the person has not yet been paid you will be able to edit any items listed. When an age limit has been reached for Canada Pension Plan (18 to start, 70 to end), the system will make this change automatically. There is no need for adjustments. If the person has been paid, you will have the ability to change all fields except their province of employment.
Prior payrolls	All prior payroll information, if relevant	After the person has been paid, you can no longer make edits to these amounts. If the person also worked in multiple provinces through the year you will see a tab for each province.

FAQs: Edit a people profile

• You can change an individual's tax settings within their people profile on the Tax tab.

  1. In the navigation bar, click People.

  2. Locate the relevant employee and click View.

  3. In their people profile, go to the Tax page. Here you can review the individual's Tax settings.

  

  4. To make changes, click Edit.

  5. Make your desired changes, then click Done to save your changes. 

  Important: The employer is responsible for any changes to the tax settings.

  A note on EI (Employment Insurance) exemption: If an employee is EI Exempt you will not be able to or need to create a Record of Employment when they are terminated. 

  We also encourage you to reach out to the Canada Revenue Agency (CRA) directly at 1-800-367-5693 for any EI questions you have. 

• To update your employees' vacation accrual settings, navigate to the People list, locate the relevant individual and click View.

  In the people profile, navigate to the Job details tab and click Edit .

  

  
  

  In the Vacation Pay fields, make your desired changes.

  

  Click Done to save your changes.

  
  

  

• An individual's vacation balance can only be updated if the calculation is set to Accrued each pay. 
  
  To update your employees' vacation balance, navigate to the People list, locate the relevant individual and click View.

  In the people profile, navigate to the Job details tab and click Edit .

  

  
  

  In the Vacation Pay fields, make your desired changes.

  

  Click Done to save your changes.

  
  

  

• There are two places to easily see the vacation balance for your employees.

  1. Navigate to the People list. Locate the relevant employee's profile, and click View. Select the Job Details tab. You'll find the individual's vacation pay calculation and year-to-date vacation balance here.

     

  2. Navigate to Reports > Paystubs report. Use the Person filter to select the relevant individual. You'll find the vacation balance below the net pay. 

     

  3. To update your employee's claim code, navigate to the People list, locate the relevant individual and click View.

     • In the people profile, navigate to the Tax tab and click Edit.
       
     • Under Federal and Provincial, change the relevant code(s).
     • Click Done to save your changes.
• If you've run a payroll including an individual, you will not be able to make any changes to the Prior payrolls tab in their people profile. However, you can accomplish this using our Adjustments tool.

• You can view an individual's salary history within their people profile on the Job details tab.

  1. In the navigation bar, click People.
  2. Locate the relevant employee and click View.
  3. In their people profile, go to the Job details tab.
  4. Within the Primary job card, click on Salary history. This will only appear if the Employee had a change of pay in the past.
  
  5. In the Salary history table, review the individual's past job details. This will include an effective date, as well as when the changes were made and by whom. 
  
  Please note that if your employee has an upcoming salary change at a future date, you will not be able to access their Salary history until after the effective date has passed.

• 1. In the navigation bar, click People.
  2. Locate the relevant employee and click View.
  3. In their people profile, go to the Job details tab and click Edit.
  4. Within the Primary job card, you will find an alert with details about the upcoming salary increase.
  

• Employee IDs are not automatically created. However, you can assign one to your employees if you would like. Some people assign an Employee ID for the purposes of filling out the TD1 form.
  
  To view or assign an Employee ID:
  1. In the navigation bar, click People.
  2. Locate the relevant employee and click View.
  3. In their people profile, ensure you are on the Profile tab and click Edit.
  4. Under Personal information, locate the External ID field and make your changes.

  
  5. Click Done to save your changes.

• Please reach out to our customer support team at [e-mail] and we can help you with this.

FAQs: Edit a people profile

• To change the email address for another user:
  

  1. In the navigation menu, go to People.

  2. Locate the relevant person and select View..

  3. On the Profile tab, click Edit to make changes. 

  5. Under Email, make the desired changes, then click Done to save your changes.
  
  Note: The email address for an individual can only be edited before they have signed into their Employee portal. Once they have signed in, this field will be locked.

• If you have not yet run payroll for the individual, you can change this in the Job details section of their people profile. If you have run payroll for the individual already, this field will not be accessible to you. Please contact [e-mail] for assistance.
• A TD1 (Personal Tax Credits Return) is crucial for both employers and employees in Canada as it determines how much tax should be deducted from an employee’s income. Employers are legally required to collect and use this form to determine payroll deductions and remain compliant with the CRA.
• The employee should provide you with their TD1 claim code. If you're unsure what to list as your TD1 claim code, please contact the CRA. This resource may be a good starting point.