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Training Tidbit: Am I able to have employees view and edit their personal information through Web Link?

Yes, for organizations with the Web Link module licensed, employees (users) can be defined to have rights to view only, or view and edit, their personal information in Web Link.  The personal information that can be accessed in Web Link includes:

  • Contact information, which consists of address, phone numbers, and email addresses
  • Emergency contacts
  • Medical information, which consists of allergies, blood type, medical conditions, and medical contacts
  • Direct deposit information
  • Federal W4s
  • Dependents, which is only applicable if the Human Resources module is also licensed

If employees are defined with rights to edit their personal information, the system can be set so the changes are required to be reviewed and processed before updating the Employee File.  Then once a change has been made from within Web Link, the business office is notified via alerts on the Payroll and Human Resources screens within the School Accounting System, and if applicable, also notified by email messages (as specified within the Web Link Setup Options for the designated users).  The business office staff would then complete the Process Employee Personal Changes option, which is accessed under the Options menu within the Employee File in the School Accounting System, to quickly update an employee’s information with the changes from Web Link (or else ignore the changes if needed).

To start using the personal information options in Web Link:

  • Complete the Employee Personal Information screen within the Web Link Setup Options (must be completed by a supervisor, database administrator, or Web Link administrator).  Refer to the Completing Web Link Setup Options topic in the Help File for detailed instructions.
  • In User Security, set the rights to View/Edit Personal Information for Web Link to Full Access (must be completed by a supervisor or Web Link administrator).  (Tip:  Use the View/Adjust Users option, which is accessed under the Options menu within the User Security option, to quickly change the rights for a group of users; refer to the View/Adjust Users topic in the Help File for more information.)
  • Inform employees the Personal Information option is available under the Employee Information menu in Web Link.  Click here to view the Personal Information Tutorial demonstrating how employees can view and edit their personal information in Web Link.
  • If the system was set so the changes required review, the business office would complete the Process Employee Personal Changes option as needed.  Click here to view the Process Employee Personal Changes Tutorial showing how to process employee personal changes in the Employee File.