{"id":444571,"date":"2026-04-14T02:17:22","date_gmt":"2026-04-14T00:17:22","guid":{"rendered":"https:\/\/www.kafinea.com\/documentation\/uncategorized\/enable-employees-to-complete-their-hr-record-independently\/"},"modified":"2026-04-14T02:17:22","modified_gmt":"2026-04-14T00:17:22","password":"","slug":"enable-employees-to-complete-their-hr-record-independently","status":"publish","type":"docs","link":"https:\/\/www.kafinea.com\/en\/help\/business-guides\/enable-employees-to-complete-their-hr-record-independently\/","title":{"rendered":"Enable employees to complete their HR record independently"},"content":{"rendered":"
\n

\ud83d\udccd How to access this feature?<\/strong>
Settings > Module Configuration > Layout Editor + Settings > Client Portal<\/em><\/p>\n<\/blockquote>\n

The Situation<\/h2>\n

A company manages hundreds of employees on short-term contracts. Currently, sending access to the employee area is already automated thanks to Kafinea’s workflows. But the company wants to go even further, so that employees can complete the essential information for their record themselves: social security number, bank details, etc. <\/p>\n

The HR department loses considerable time collecting this information manually, by email or phone, for each new recruit.<\/p>\n

The Objective<\/h2>\n

Allow each employee to complete their record directly from their extranet space<\/strong>, independently, securely, and guided. The HR department can track progress at a glance and automatically send reminders to those who are late. <\/p>\n

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1. Create a tracking block on the Person record<\/h2>\n

From the Layout Editor (Settings > Module Configuration > People > Layout<\/em>), create a new block<\/strong> dedicated to tracking record completeness, containing the following fields:<\/p>\n

\n\n\n\n\n\n\n\n\n
Field<\/th>\nType<\/th>\nDefault Value<\/th>\nRole<\/th>\n<\/tr>\n<\/thead>\n
Social Security No. Entered<\/td>\nCheckbox<\/td>\nNo<\/td>\nAutomatically checked when the social security number is entered<\/td>\n<\/tr>\n
Bank Account Entered<\/td>\nCheckbox<\/td>\nNo<\/td>\nAutomatically checked when a bank account is marked as default<\/td>\n<\/tr>\n
Record Complete<\/td>\nCheckbox<\/td>\nNo<\/td>\nAutomatically checked when the two previous conditions are met<\/td>\n<\/tr>\n
Last Reminder Sent<\/td>\nDate\/Time<\/td>\n(empty)<\/td>\nAutomatically updated by the reminder workflow<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n
\n

Note:<\/strong> These fields are for automated tracking only. They are not intended for manual modification. <\/p>\n<\/blockquote>\n

\n

2. Configure the Employee Portal<\/h2>\n

Make bank accounts accessible from the extranet<\/h3>\n
    \n
  1. Go to Settings > Client Portal<\/em><\/li>\n
  2. Add the Third-Party Bank Accounts<\/strong> module to visible modules<\/li>\n
  3. Configure fields and permissions:<\/li>\n<\/ol>\n
    \n\n\n\n\n\n\n\n\n\n
    Field<\/th>\nVisible<\/th>\nEditable<\/th>\n<\/tr>\n<\/thead>\n
    IBAN<\/td>\n\u2705<\/td>\n\u2705<\/td>\n<\/tr>\n
    BIC<\/td>\n\u2705<\/td>\n\u2705<\/td>\n<\/tr>\n
    Account Name<\/td>\n\u2705<\/td>\n\u2705<\/td>\n<\/tr>\n
    Account Holder<\/td>\n\u2705<\/td>\n\u2705<\/td>\n<\/tr>\n
    Default Bank Account<\/td>\n\u2705<\/td>\n\u2705<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n
      \n
    1. Activate Create<\/strong> and Edit<\/strong> record permissions<\/li>\n<\/ol>\n
      \n

      Important:<\/strong> The “Bank account of” field must not<\/strong> be made visible on the portal. It is automatically populated by the system with the identity of the logged-in person. This ensures that an employee can only create a bank account for themselves. <\/p>\n<\/blockquote>\n

      Check the Social Security Number field on the profile<\/h3>\n

      The social security number is already enabled for writing on the portal. Simply verify that it appears in the field configuration of the People module on the portal. <\/p>\n

      \n

      3. Create Workflows<\/h2>\n

      Workflow 1: Social Security Number Entered<\/h3>\n