Profile Change Requests#

How HR is notified#

When an employee change needs a decision, the people who can decide it receive an in-app notification automatically. The notification appears in the notification bell at the top of the screen. Clicking it opens the request itself, or, for older notifications, the Change requests list on Employee Management, so you can review the pending request right away.

Who can access this page#

Who may approve or reject a request that follows an approval chain is decided by the chain alone: you must be a candidate of the live stage, or a later-stage approver acting early. The MANPOWER_HRIS_PROFILE_CHANGE_APPROVAL permission is not needed for those requests. The person who prepared a request, and the employee the change is about, can never decide it. Contact your administrator if you need access.

Opening Profile Change Requests#

1. Open HR → Employees → Employee Records (Employee Management).
2. Click Change requests in the page header. A count beside it shows how many requests are pending.

A dialog titled Employee change requests opens over the employee list. The old standalone page no longer exists, and old links to it open this dialog instead. When the dialog was opened for one employee, click Show all employees to see every request. Users who can configure employee-change approvals also see an Approval settings button that opens Employee Change Approvals.

The Requests List#

The list shows one row per request. The Status filter defaults to Pending, and a Change type filter narrows it to one kind of change. The columns are:

Pending requests are sorted by submission date, newest first.

Viewing the full diff#

To see exactly what the employee wants to change before deciding:

1. Click any row.
2. The review dialog opens, showing the employee's name and a full list of every field they changed, with the current value on the left and the requested new value on the right.
3. If the employee attached supporting documents (such as a birth certificate), a Supporting documents section appears below the changes with a download link for each file.
4. Click Close (or click outside the dialog) to go back to the list.

If a request changes the employee's bank account number, reviewers who do not have the View Full Account Numbers permission see both the current and the requested number as the last four digits only. Approving the request still saves the full number; it is recorded as a change on the employee's Bank Accounts section (see Bank Accounts).

Approving a request#

Approving applies the employee's requested changes to their live profile record immediately.

1. On a pending row you may decide, click Approve (or open the row and use Approve in the review dialog).
2. A confirmation dialog appears showing the employee's name and the full list of changes.
3. Review the changes carefully. If the employee attached supporting documents, a Supporting documents section appears below the changes — click any file name to download and review it.
4. Click Approve & apply to apply the changes, or Close to cancel without approving.

After approval, the employee's profile is updated, the request is removed from the pending list, and the employee receives an in-app notification that their request was approved.

You cannot approve or reject a request you filed yourself, or one about you, even if you are an approver. The system refuses with a message, and another approver has to decide it. You can still act on everyone else's requests.

Rejecting a request#

Rejecting declines the request without changing the employee's profile. The employee receives an in-app notification of the rejection and can submit a new request.

1. Open the pending row and click Reject.
2. A dialog opens showing the requested changes. If the employee attached supporting documents, a Supporting documents section appears below the changes — click any file name to download and review it.
3. Optionally type a Note explaining why the request is rejected — the employee will see this reason on their My Profile page.
4. Click Reject to confirm, or Close to cancel.

Common Tasks#

Family, Education and License Requests#

Employees can also ask to add, change or remove entries in the lists on the Family and background tab of My Profile: family members and dependents, education, work history, and licenses and certifications. Each add, change or removal is its own request, so an employee can have several waiting at once, and they do not replace a pending personal-information request.

• A request for one of these lists shows a badge in the Requester column and in the detail and review dialogs: Add (green), Update (blue) or Remove (red), next to the kind of entry: Family member, Education, Work history or License. The list of changes shows the entry by its name (for example the family member's full name) with the values before and after.
• Under approval workflows these requests use the change types Family and dependents and Education, work history and licenses (see Employee Change Approvals).

When the company switch Profile photo changes need approval is on (see HR Settings), an employee's new profile photo arrives here as a request of type Profile photo, showing the Current photo and the New photo. Approving makes the new image the employee's photo.

The Employee Change Request dialog#

A row in the Change requests list, and an employee change card in the header Approvals panel, open the same Employee Change Request dialog (the panel stays open behind it). It shows what kind of change it is and who prepared it (or edited by the employee), the approval status for the stage you are on, the Requested changes as a before and after list, any Supporting documents, and the approval trail with every stage and who decided it.

• Recommend or Approve passes the request along the approval chain; approving the last stage applies the change to the employee record.
• Reject asks for an optional note, keeps the record as it was and returns the note to the person who prepared the change.
• When the stage belongs to an earlier approver and the chain allows a later stage to act for it, the buttons read Recommend on behalf or Approve on behalf and a note says you are acting in that approver's place. The request is listed under On behalf of others in the panel.
• You never see the buttons on a change you prepared or that is about you, or when the current stage is not yours.

Changes prepared by HR (approval routes)#

The same list also holds edits that an HR user saved while an approval route was set for that kind of change. They show HR change style rows: the kind of change, who prepared it and which user stage it is waiting on (for example stage 1 of 2). Who approves comes from the approval chains, the same ones filings use. Use the Status and Change type filters to look at decided requests, or open the employee's record badge to jump here for that employee.

• Recommend or Approve passes the request to the next stage; approving the last stage applies the change to the employee record. You can only decide a stage that waits on you (or one a later stage of yours may act for), and never your own request.
• Reject keeps the record as it was and returns your note to the person who prepared it.
• The person who prepared a request sees Attach document and Withdraw. Some routes require a supporting document before the last approval.

Payroll-side edits can follow a route too: Allowance plans, Deduction plans, Timekeeping edits (Modify Time and raw logs) and Per-cutoff allowance / deduction uploads. An uploaded file is held as ONE request (file name, rows, total amount and cutoff are shown) and the whole file is applied when the last approver signs off. A pending request stops its cutoff from being submitted for payroll. Uploading needs its own permission, separate from submitting a cutoff, and finalizing a payroll journal needs the Finalize permission; the company can require that the person who prepared a journal is never the one who finalizes it.

New employee registration#

When the company has an approval route for New employee registration and the person adding the employee is not allowed to save directly, Add Employee does not create anyone. It files a request that appears here, with New employee: <name> in the Requester column and the change type New employee registration. Nothing exists yet: no account, no username, no employee ID taken. Use the Change type filter to list only these.

What the approver sees. Open the row to see the registration as a from-to list of fields: Name, Employee code, Username, Email, Position, Grade, Department, Reports to, Branch, the employment status and dates, Payroll group, Schedule, Leave plan and Approver 1 to Approver 4. A bank account only shows that one was provided, never the number. The contract file, if any, is attached to the request so the reviewer can open it. A reviewer who does not hold the View Compensation permission sees the pay fields (rate, custom daily rate, regularization rate) named but with the amounts masked, like any other pay change. The preparer cannot approve their own registration, and while a registration is open, a second one with the same username or employee ID is refused.

To turn this on or off, or to choose who may save directly, see Employee Change Approvals. For the form itself, see Adding an Employee.

Tips#

• Read the diff before acting — open a row to see the full list of changes; the preview in the table may be truncated.
• Check attached documents — employees can attach supporting proof (such as a birth certificate). The Supporting documents section appears in the View, Approve, and Reject dialogs whenever files are present. Click a file name to download it before you decide.
• Rejections unlock the employee's form — after you reject a request, the employee can edit their profile and submit a new one.
• Adding a note helps employees correct mistakes — if you reject a request, a note explaining what was wrong lets the employee fix the issue without having to contact you.

Related Topics#

• My Profile — how employees submit self-service profile change requests
• Employee Records (HRIS) — where HR edits employee records directly

How It Connects#