Edit an employee profile

Task index

Update an employee’s name, email, or phone number
Update an employee’s status (HR status)
Archive (deactivate) or restore an employee (account access)
Fix a “login not linked to an employee” problem

Update an employee’s name, email, phone, or status

When to use this

Someone’s details changed (new phone, name correction, email update).
You need to update their HR status (for example: On Leave, Contractor, Terminated).

What you need first

Office/admin permission to manage employees.

Steps

1. Open Employees. 2. Find the employee and choose Edit. 3. Update any of the following:

4. Choose Save.

First Name / Last Name (required)
Email (optional)
Phone (optional)
Status (required)

What happens next (when changes take effect)

Name / phone / status: saved immediately. Most screens update right away; if you don’t see the change, refresh the page or reopen the employee.
Email (important):
Updating the employee email does not automatically change the person’s login email.
The employee email is also used to help match a login to an employee profile in some cases. If their login stops linking after an email change, fix it using the steps in “Fix a login that isn’t linked to an employee”.

Archive (deactivate) or restore an employee

When to use this

Someone leaves the business or should no longer have access to the account.

Steps

1. Open Employees. 2. Choose Edit on the employee. 3. Choose Archive to deactivate them, or Restore to reactivate them.

What happens next

Archived employees are removed from most active lists.
Archiving an employee does not automatically deactivate their user login. To stop sign-in, deactivate the user in Settings → User Roles.

For full offboarding details, see [Archive or restore an employee](archive-or-restore-an-employee.md).

When to use this

A field user signs in but sees an error like: “No employee record linked…”.

What you need first

Confirm the email the person uses to sign in.

Steps

1. Open Employees and open the employee’s profile. 2. Make sure the Email on the employee profile matches the email they use to sign in. 3. If you changed the employee email, have the user sign out and sign back in. 4. If it still isn’t linked, check Settings → User Roles to confirm the user account exists for the correct email and has the right access level.

If the employee has no login yet, follow [Add a user login for an existing employee](../../../settings/office/users/add-a-user-for-an-existing-employee.md).

Failure and recovery matrix

| Problem you see | What it means | Immediate fix | When to escalate | |---|---|---|---| | “Name cannot be blank” (or Save fails) | First/last name is missing or only spaces. | Enter both First Name and Last Name, then save again. | Escalate to an admin if you can’t edit the record. | | Changes saved, but you don’t see them | Your screen is showing older data. | Refresh the page or reopen the employee. | Escalate if multiple users can’t see updates after several minutes. | | Employee can’t sign in (after being archived/restored) | Their user login is inactive, missing, or using a different email than expected. | In Settings → User Roles, confirm the user exists, is Active, and uses the correct email. | Escalate if the user exists and is active but sign-in still fails. | | Field user signs in but sees “No employee record linked…” | Their login isn’t matched to an employee in this account. | Match the employee email to the login email, then have them sign out/in. | Escalate if the emails match and it still fails. |

Change alignment notes

Confirmed in system behavior: employee updates save immediately; archive/restore controls employee active/inactive status (and therefore list/picker visibility); sign-in access is controlled by whether the user login is active in Settings → User Roles; employee matching can fall back to email matching in some cases.