Employee Page

Employee pages are automatically created when an employee is hired and added to Workday. Certain pieces of information are added and updated with the information that is included and changed in Workday. This includes the employee's name, title, email address, and phone number. Other information can be added directly to the employee page in Brightspot. These employee pages are used in dynamic lists across BYUH department websites. Updating the employee page will affect the information shown on these employee pages.

1. To access an employee page, you will need to be in the About site in Brightspot. You can change or verify this by looking at the site name to the left of your account name at the top right of the page.
2. Search for the employee page you would like to edit by typing in the name of the employee in the search field on the top of the screen.
3. Click on the employee page when it comes up in the search results list.
4. There are a few fields that should not be changed in Brightspot as they will be overridden by information ingested from Workday every morning. This includes the employee's name, email address, and title. If a change needs to be made to these fields, the change will need to be done by the employee in Workday.
5. An employee's image can be changed to one of the images already added to Brightspot or to a new image.
6. Please leave the short biography blank.
7. Anything added to the full biography rich text box will show in the white space below the employee's information. Please remember the following when adding text:
   
   1. Use the header tags correctly (in order starting with H2) to designate any headers and subheaders.
   2. Keep in mind the correct names of the university and departments.
   3. AP style formatting. Work or position titles, disciplines, and program names should be lower case. The words "bachelor's degree" and " master's degree" should be lower case unless it is the formal title of the degree (i.e. Bachelors of Arts in accounting)
8. The employee group is the department or faculty unit that the employee belongs. These employee groups have been added previously and can be selected by using the plus button under the words "Employee Groups." Most of the faculty and staff lists on the department and faculty unit sites are set up as dynamic lists. Any employee with that department's employee group assigned to it will be automatically added to that dynamic list.
9. An address and/or office location can be added to the employee page.
   
   1. Click on the drop-down arrow under the word "Address."
   2. Select "On-campus Location"
   3. Add a display name (hint: this is what shows up on the preview of the employee in lists below their title). This is typically the shortened version of the employee's office number, i.e. MCK 101).
   4. Address Line 1 should include the office location. University Communications recommends spelling out the full building name so that those new to campus can better understand where the office location is.
   5. Address Line 2 should include the street address. The city, state, and zip fields should include the remaining information in the mailing address.
10. Once you are done with your changes, use the blue workflow button or green publish button at the top right of the page to publish your changes.

Removing a Former Employee

When an employee leaves the university, gets terminated, or retires, their employee page remains on the university website. The connection to Workday, however, is dissolved so any changes made in Brightspot will not get overridden. When an employee no longer works for a department, their employee page will need to be revised to remove them from the employee group. We do not, however, archive the page as their employee page could be linked to other pages such as devotional speech articles they have given. Instead, we change the employee group to "Former Employee" so that they are removed from dynamic employee lists and designated as no longer working for the university.

If the employeepage is manually linked in a basic list (example: administration or leadership list on the top of a staff page) rather than a dynamic list, that list will need to be revised directly to remove that employee from the list.

1. To access an employee page, you will need to be in the About site in Brightspot. You can change or verify this by looking at the site name to the left of your account name at the top right of the page.
2. Search for the employee page you would like to edit by typing in the name of the employee in the search field on the top of the screen.
3. Click on the employee page when it comes up in the search results list.
4. Scroll down the employee group.
5. Next to the employee group that the employee was in previously, click on the magnifying glass. This will open a pop-up window.
6. In the search field on the top left of the pop-up window, type in "Former Employee" and select "Former Employee" from the results list.
7. Click the X button on the top right of the pop-up window.
8. Click on the green publish button or blue workflow button at the top right of the page to have your changes published.

Changes to Workday Information

Employees can update their contact information in Workday by following these steps:

1. Click on the ‘Personal Information’ icon on your workday homepage
2. Under ‘Change’ select the ‘Contact Information’ tab
3. Click ‘Edit’ on the top
4. Scroll down to ‘Work Contact Information’ and update your work email address from there

Please contact Human Resources directly with any questions about Workday.