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HR & People

People page, GDPR settings for People page, birthday reminders, self-service for personal data

Written by Mathias Anneberg

 Click: Setup Admin -> Modules -> Notifications & Rules > HR & People

HR & People

HR & People manages the People page, self-service for personal data, and approves notifications about birthdays.

What is the People page?

The People page is used to share contact information within your company. It's often used as the company phonebook, partly because the phonebook shows each employee's availability status.

The following personal data can be displayed on the People page if it's saved on an employee's profile card:

  • Name

  • Job title

  • Department

  • Office location

  • Mobile

  • Landline

  • Email

  • Birthday

  • Emergency contact info

  • Employee tags

  • Employee availability status
    ​(Absent, at work, working elsewhere)

How to edit an employee's profile card:

  1. Click: Setup admin

  2. Click: Edit next to the desired employee, or click: Create new employee

  3. Open the tabs:

    1. Employee info

    2. Tags & Location

    3. Phone

  4. From here, you can edit additional employee data that can be shown on the People page.

The People page is available from:

  • Mobile app

  • Web portal

  • Outlook & Teams app

GDPR settings for the People page

Sharing some personal data may depend on your company's internal visibility settings. In this section, we describe how to remove personal data, created on an employee's profile, from being displayed on the People page.

Grant or remove employee access to the People page

You can choose to enable or disable the People page for your employees.

How to grant/remove access to the "People" page:

  1. Click: Setup admin

  2. Click: Modules

  3. Click: Notifications & Rules

  4. Click: HR & People

  5. Choose whether the People page should be available to your employees.

💁 The selected setting is global and therefore applies to everyone in your company.

Share "emergency contact info" from the People page

Sharing "Emergency contact" info via the People page is optional.

How to show/hide access to "emergency contact info":

  1. Click: Setup admin

  2. Click: Modules

  3. Click: Notifications & Rules

  4. Click: HR & People

  5. Choose whether "emergency contact info should be shared"

If the info is shared, a small ambulance icon will appear in the phonebook that you can click on:

💁 The selected setting is global and therefore applies to everyone in your company.

Other settings that affect the People page

1. Displaying birthdays

If you enable "show birthdays" in the Team Calendar settings, employees' birthdays will also be shown on the People page (date only).

📑 Read more about how to enable this setting under Team Calendar

2. Tags

The following tags are public and shown on the People page:

Employee tag

The "Employee tags" are public.

This means that when an employee is tagged with an Employee tag, it will be shown on the People page next to the tagged employee. The tag is searchable on the People page and in the Team Calendar.

Example of display:

Office location

If an employee is tagged with their office location, for example Copenhagen, it will be shown on the People page and the tag is searchable on the People page and in the Team Calendar.

📑 Read more about how to create tags under Tags and Location

Self-service for personal data?

You can set whether your employees should be able to create and maintain parts of their own personal data.

Or whether personal data should only be created and maintained by the Setup Admin role:

How to set this option:

  1. Click: Setup admin

  2. Click: Modules

  3. Click: Notifications & Rules

  4. Click: HR & People

  5. Choose the setting on this page

If self-service is enabled, your employees can maintain the following personal data:

  • Emergency contact

  • Home address

  • Birthday

  • Private email

  • Job title

  • Mobile number

  • Name

  • Car registration number

💁 If you have employees who register driving in BitaBIZ, it is beneficial to give employees access to self-service via My user data, so they can enter their car registration number themselves.

👉 An employee can only use Mileage if the car's registration number is entered in BitaBIZ.

ℹ️ Only the following personal data that the employee can maintain themselves is shared via the People page:

  • Emergency contact (can be removed via global setting)

  • Birthday (can be removed via global setting)

  • Job title

  • Mobile number

  • Name

Birthday reminders for approvers

Automatic reminder to approver two days before an employee's birthday or anniversary.

How to enable birthday reminders:

  1. Click "Setup admin"

  2. Click "Modules"

  3. Click "Notifications & Rules"

  4. Click "HR & People"

  5. Select "On" to activate the push message to the approver.

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