> For the complete documentation index, see [llms.txt](https://docs.ag5.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.ag5.com/employees/employee-profile.md). # Employee profile Every person you track in AG5 has an employee profile. It is the record of who someone is, what they do in your organization, which skills they need, and which they have. Almost everything in AG5 either starts from a profile or leads back to one. ### The profile and the skills portfolio There is one record, with two views of it. The **employee profile** is the full record, opened from the Employees page. Anyone with rights to view employees can see it. The **skills portfolio** is the employee's own view of their own record. It shows the same personal details, positions, potential positions, skill results and attachments. It leaves out the tabs meant for administrators. An employee with a portfolio account signs in and lands on My Portfolio. Their menu has two items, My Portfolio and Self assessments, rather than the full navigation. ### Creating an employee If AG5 is connected to your HR system, employees are created and updated automatically from that system. Do not add them by hand as well, or you will end up with duplicates. 1. Go to the Employees tab, which lists everyone already in AG5. 2. Select Create employee. 3. Enter the employee's details. Last name is the only mandatory field, though an e-mail address is also needed if the person will have their own account. 4. Select Save. A new employee has no position yet. Until they get one they cannot pick up any skill requirements and will not appear in a matrix, so adding a position is the next step. ### Employee details Select Edit on a profile to open Edit personal data. It has three tabs: Details, Unavailabilities and Advanced. #### Details Title, First name, Last name and Initials. Last name is the only mandatory field. Employee number, for your own reference, such as a payroll number. E-mail address. This is required if the person needs a user account, because AG5 uses the address to create it. The address on the employee record and the address on their user account do not have to match. Where they differ, the profile shows the account address in smaller text underneath. Date of birth. Contract type, for example permanent, temporary or external. Contract period, From and To. These are the employee's start and end dates. An end date in the past takes the person out of AG5's shared views. See Ending and pausing employment below. Manager. Remark, which is free text. #### Advanced Holds the External code, used to match this employee against a record in another system, and any custom fields your organization uses. Custom fields can be filled in as fields or as JSON. Contact AG5 support if you need custom fields set up. ### Unavailabilities An unavailability records a period when someone is still employed but not working: sickness, a call-out, extended leave, or any other reason. To add one, select Edit, then the Unavailabilities tab, then Add. Enter a From date, which is required, and optionally a To date and a remark explaining the reason. You can record more than one period. Leaving the To date empty makes it open-ended. While an unavailability is running, the employee does not appear in matrices, organizational structures, the alert list or expert finder. Their own profile does not change. Positions, requirements, gaps and results all stay exactly as they were. The point is that someone who is off should not be counted as available capacity, and should not generate alerts about a certificate they are in no position to renew. Two other things change while the period is running. The Availability field on the profile reads "Unavailable from" the start date "to" the end date, and a crescent moon appears on the employee's photo, both on the profile and in the employee list. Delete the entry using the bin icon when the person is back, and they reappear everywhere straight away. To see everyone currently unavailable, go to the Employees page, select Add Filter, then Availability, then Not available. ### Positions and potential positions Below the details, the profile shows the employee's positions. A position is what someone does in the organization, and it is what connects them to skill requirements. Expand a position to see which groupings its requirements come from and how many gaps each grouping accounts for. An employee with a single Quality position, for example, may be picking up requirements from Quality, from Production, and from the organization as a whole. Potential positions are roles the employee is not in yet but that you want to track progress toward. ### Skill results and the other tabs Skill results lists every skill relevant to this employee, whether required, achieved, both or neither, with the date, expiration date and status of each. The grouping that requires the skill is shown under the skill name. Attachments holds files stored on the employee record. Email shows messages AG5 has sent to this employee. History shows every change made to this record. The Scope filter switches between direct changes only and everything. Employees see the Skill results and Attachments tabs in their own portfolio. Email and History are for administrators only. ### Access to the skills portfolio An employee needs a user account with portfolio rights before they can see their portfolio. There are two levels: view only, where they can see their own record but change nothing, and edit, where they can also add their own skill results. Anyone with wider rights still has their own portfolio. Select your name at the top right and switch between Organisation and My Portfolio. #### Adding a result from the portfolio Employees with edit rights can record their own results, including self-assessments and assessments carried out by someone else. 1. Go to My Portfolio. 2. Select the three dots on the right of the skill row. 3. Select Add result. 4. Enter the date and score, and optionally an expiration date, a remark and an attachment. 5. Select Save. Whether that result counts straight away or waits for sign-off depends on whether result approvals are switched on for your organization. ### Viewing an employee's portfolio To see what an employee sees, select your name at the top right, then Act as proxy user, then choose their account. The list shows each account's rights, so you can tell a view-only portfolio user from one with edit rights. Select Stop acting as proxy user to return to your own view. ### Ending and pausing employment AG5 has two ways to take someone out of circulation, and they are not interchangeable. To record that someone has left, set the To date of their Contract period to their last working day. Once that date has passed the employee becomes inactive, their positions are marked Inactive, and their skill requirements stop applying. To record that someone is temporarily away, add an unavailability instead. Their contract, positions and requirements all stay exactly as they are. Either way, the employee disappears from the same four places for as long as the state lasts: matrices, organizational structures, the alert list, and expert finder. The differences are in what else happens. When a contract has ended, positions are marked Inactive and requirements no longer apply, gaps on the profile are cleared, and the employee only appears on the Employees page under Contract status: Ended. A circle with a line through it appears on their photo. When someone is unavailable, positions are unchanged and requirements still apply, gaps are still shown on the profile, and the employee is still listed on the Employees page and can be found with the Availability filter. A crescent moon appears on their photo. Nothing is deleted in either case. The record, its results and its full history are kept, which is what you need for an audit covering a period when the person was still working. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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