Before getting started
Employee files are the central element in the Lucca platform. This is where you'll be able to enter all of the information (contract start date, roles for each solution, work cycle, bank account information, etc.) specific to each employee. Without a user file, the user will not be able to access the platform and use the solutions.
Editing a user's file
It's therefore important that you update employees' information to ensure that they have the right access permissions. If you have signed up for Core HR, our digital HR file solution, editing a user's file will allow you to make sure that their data is as up to date as possible.
Selecting a user
From the "Employees" menu at the top-left, you can access existing employee files. The HR file (customized Core HR employee files) or User Files (employee files for using Lucca solutions without Core HR) will open automatically to your own file.
The "Change employee" button lets you find and select the employee whose file you want to view. Former employees will be shown if you have the permission for this.
File organization
The data is organized into sections: you can set up data access permissions for each section individually.
There are two different types of section: standard sections and custom sections. Standard sections contain all of the data needed for the Lucca apps to work properly. They are broken down into four key sections: general information, career, contracts, and application information.
You can switch from one section to another by clicking on the relevant section in the list on the left-hand side.
Editing an employee's data
Data that can be edited is indicated by the pen icon which appears when you move your cursor over the data item:
An editing pop-up window will appear if you click on the corresponding button:
Depending on the format of the data, you can either enter text (name, email address, etc.) or select data from a predefined drop-down list (roles, departments, etc.), enter a date (e.g. contract start date) or indicate a connection between multiple employees (e.g. the manager, to be selected from a drop-down list of users registered in the base).
Once you've finished editing the data, you can save your changes using the "Save" button.
Advanced options
All changes made to the user file are saved and you can view their technical history (login details of who has done what, and when) using the "History" button at the bottom-left of the page.
If you have Core HR, you can also ask employees to update their data themselves, through an update request.