Employee self-service

Your directory stays the source of truth for names, titles and departments. Self-service lets employees fill in the few details directories rarely have, within limits you set.

#Turn it on

1. Settings → General → Employee self-service: switch it on.
2. Tick the unlocked fields: pronouns, mobile, phone, calendar / booking link, photo URL. Everything else stays locked.
3. Use the fields in your templates: {{pronouns}}, {{calendar_url}}, {{mobile}}, {{phone}}, {{photo_url}}. For example a button "Book a meeting" linking to {{calendar_url}}, or a text block {{full_name}} ({{pronouns}}).

#What employees see

Employees go to /me (for example https://your-app/me), enter their work email and click the sign-in link we send. They don't need a password or a seat-managing account. There they can:

• see their current signature and its deployment status, in a mail window or on a phone (switch with Desktop / Phone). If your company set a lighter version for replies and forwards, a New email / Reply or forward switch shows both; otherwise the page says replies use the same signature,
• fill in the unlocked fields (an empty field falls back to the directory value),
• tick Hide … from my signature under any unlocked field to leave it out entirely (for example the mobile number). Hidden fields disappear from the signature and the line that held them is dropped, but the value is kept if they untick it later,
• upload a headshot if Photo URL is unlocked: pick a photo (PNG, JPG, GIF or WebP, under 2 MB, from the camera or library on a phone) and crop it in the editor that opens (drag to position, zoom with the slider or scroll; "Use original" skips the crop and we centre-crop it for you). The photo is always saved as a 256 px square. You can still paste a photo link instead,
• click Save my details to apply their changes,
• click Copy signature and follow the install steps under Install it: tabs for Gmail, Outlook and Apple Mail, each with steps for a computer and a phone (Gmail on the web and Outlook with Microsoft 365 need nothing: the company installs it).

The page is laid out for phones first, since most people open the sign-in link from their phone.

Changes re-render and redeploy their signature right away. Links must start with https://; phone numbers may only contain digits and + ( ) - . x. Every change is in your audit log.

#Personal details survive company-wide updates

Changing a template, switching the default, or a directory sync never erases what people or admins set. Each variable is worked out in this order, and a later step wins:

1. the directory value,
2. the admin's personal override for that person,
3. the employee's own value, only for fields unlocked in Settings,
4. hidden: fields the employee hid (only unlocked fields can be hidden) render empty.

Directory syncs and SCIM updates only change the directory value. Overrides, employee values and hidden fields are stored separately and are never rewritten by them.

#Personal overrides for someone (admins)

Open Employees → (the person) → Personal overrides to replace the directory value of any field for just that person: name, job title, department, phone, mobile, location, pronouns, booking link and photo. Empty means "use the directory". Overrides apply even when self-service is off or the field is locked, and every change is in the audit log (with the old and new values). If the person has set their own value for a field you unlocked, their value still comes first.

#Uploading a headshot for someone

Admins can upload a photo for any employee from Employees → (the person) → Headshot. We crop it to a 256 px square, store it and save it as that person's photo override for {{photo_url}}, so it shows whatever your self-service settings are. The upload is in the audit log, and the signature updates right away. A new upload replaces the photo that was showing, including one the person set themselves; they can set their own again afterwards from their signature page. Each upload gets a new address, so mail clients don't keep showing the old photo.

If you later lock a field, employees' values and hidden choices for it stop being used immediately. Admin overrides are not affected.