Update a person's information or end their employment

Open the person’s details page, change the fields in the User information section, and click Save. When someone leaves, set their End date: once the end date has passed, the person is hidden from the list, the report, the charts and the reminder e-mails, but their record and competencies are kept. People cannot be deleted from Competency.

Before you start

You need the Edit right (or higher) on the Competency row, and the person must be someone you may edit: with Edit or Create, only yourself; with Approve, yourself and the people within your responsibility; with Manage or higher, anyone. Without Edit, the fields are disabled. Your user administrator sets your right.
Open the person’s details page; see Find a person and read their competencies.

Steps

Update the details

On the person’s details page, change the fields you need in the User information section: for example Title, Phone nr, Next of kin, your company’s global fields, Employee number or Comments.
Click Save at the bottom of the section. Save stays disabled, with the tooltip “Please fill in all required fields to activate”, while First name or Last name is empty.
With the Approve right (not Manage or higher), you may be asked to confirm before the changes are saved: “Please confirm that you wish to save the changes” when you save your own record, or “Selecting only areas for which you are not responsible will mean you will no longer be able to see this user. Do you wish to proceed?” when the person’s title or global fields are outside your responsibility. Confirm to save.

End someone’s employment

On the person’s details page, set End date to the person’s last day.
Click Save.

What you should see

The message “User details has been saved successfully” appears.

After the end date has passed, the person:

is no longer shown on the User information tab; click Show expired users to find them,
is left out of the Report and Analysis tabs,
no longer gets reminder e-mails, and their competencies are no longer included in anyone’s reminders.

Saving an end date that has already passed also removes everything the person was responsible for in Competency: if they were a responsible manager for a title or global-field value, they no longer are. Setting the end date back does not restore this; a user with the Manage right or higher must set it up again, see Give managers access to people in Competency. If you save an end date in the future, the responsibilities are not removed on the day that date passes; they are removed the next time the person’s details are saved after that date, for example with Save on the details page. To have them removed on the leaving day, save the person’s details again after the end date has passed, or ask a user with the Manage right or higher to remove them in the Admin tab.

Good to know

People with a login. For a person linked to an ABMS login, First name, Last name and E-mail come from the login and cannot be changed here.
Edit from the list. On the User information tab, Edit mode lets you change the fields directly in the list. Each field is saved on its own as soon as you leave it or change it; there is no Save button. Choosing a capsule there links it to the person but does not add the capsule’s competencies; do that on the details page, see Register and update a person’s competencies.
Numbers. Employee number and DaWinci code must be whole numbers of 1 or more, with at most 10 digits, otherwise you get a message that the field “must be natural number”.
Reminder e-mails for the person. Send trigger email decides whether the person gets reminder e-mails about their own expiring competencies; they are sent only when a reminder rule covers the person, see Set up reminders for expiring competencies. Email language chooses “English” or “Norwegian” for those e-mails; it is shown only for people without a login to ABMS, since people with a login get e-mails in their own ABMS language.
Deactivated ABMS login. If the person’s ABMS login is deactivated, the person and their competencies are left out of reminder e-mails, even while they are still active in Competency.
Profile image. Click the picture at the top of the section (“Click to upload image “) to upload one. The image must be at most 5 MB, otherwise you get “Profile image is bigger than 5MB”.
CV and attachments. The paper clips CV and Attachments open a dialog where you upload files, link to content in another ABMS module, or add external web addresses. Hover over a paper clip to see the files. Deleting a file asks you to confirm: “Please confirm that you wish to delete this file”. Both paper clips are shown only to users with the Edit right or higher, so with only the Read right you cannot see your own CV or attachments here.
No deleting. A person cannot be deleted from Competency; the end date is how you take them out of use.