In this article, we’ll guide you through managing your employee settings.
On the Employee Settings page, you can manage various options. This guide will cover:
A. Enable or Disable Employee Alias Name
Admin View: You can allow yourself (as the Owner) or assigned Admins to view employees’ aliases instead of their full names.
To learn how to assign Admin Permission, see this guide.
Employee View: You can allow employees to view their colleagues’ aliases instead of full names.
✏️Note:
If an employee does not have an alias, their full name will be displayed even if the alias toggle is turned on.
If there are multiple company accounts, the Admin must switch between accounts to update the alias settings for each one individually, as shown below:
B. Security Preferences
Enable 2FA (Two-Factor Authentication):
When you enable 2FA, you can choose who it applies to:
Admins Only – Enables 2FA for Owners and assigned Admins.
All Employees – Enables 2FA for all users, including both Admins and Employees.
Enforce all employees to change their password every 3 months:
This is to remind all employees to update their passwords and maintain security of their accounts.
Allow employees to edit their own document password:
This setting allows employees to edit their own Document Password. For more information about the Document Password feature, please refer to the guide here.
Note: You can also follow the guide for instructions on where and how employees can view or change their Document Password.
C. Calendar View Settings
The Calendar View Settings let you control which events appear on your employees’ calendars. You can choose to display events including New Hires, Employee Terminations, Work Pass Expirations, Document Expirations, Birthdays, and Leaves.
You can also set the visibility scope for these events, choosing whether employees can view them for:
Self – Only their own events
All Companies – Events across all companies in the account
This Company – Events within the current company
By Department – Events limited to their department
D. Employee Number Format
Automatically generate employee numbers during onboarding to save Admin time and reduce manual data entry.
When this function is enabled, additional settings will appear for you to configure the employee number format.
How to set up the Employee Number Format
Click + Format to create a new employee number format.
Configure the following fields:
a. Prefix: Add a prefix to the employee number, if required.
b. Description: Enter a description for the format.
c. Minimum Number of Digits: Set the minimum number of digits for the employee number sequence.
Check the preview to see an example of the employee number format.
Once you are happy with the format, click Create.
If you need to create additional formats, click + Format again and repeat the steps above.
Choose the digit sequence
If you have created more than one employee number format, you can choose how the digit sequence should be generated:
Prefix-specific sequence: Each unique prefix maintains its own digit sequence.
Company-wide sequence: All prefixes share the same digit sequence.
How to archive or restore an Employee Number Format
If a format is no longer in use, you can archive it by clicking the bin icon next to the format.
✏️ Note: Employee number formats cannot be permanently deleted. Existing employee numbers generated using the archived format will remain unchanged, and you can restore the format whenever needed.
To restore an archived format:
Click Show Archived to view the archived formats.
Locate the format you want to restore.
Click the revert icon to restore the format.
E. Self-Upload Document
Allow employees to upload their own documents through the Web Portal or Mobile App, making it easier to collect and manage employee documents.
Once this function is enabled, employees can upload their documents directly without requiring Admin to upload them on their behalf.
Great job! You’ve successfully set up the employee settings—this will make managing your team much smoother from here on.
Still exploring? Head over to our Help Center for more in-depth guides and FAQs.
If you have any questions, feel free to reach out to us at support@gutsyhq.com. We'll get back to you from there.