This article explains how to edit and manage your employee information and control which variables employees will be able to edit.
Available on: Pro+, Basic, Grow, Platform, Enterprise
There are two different ways to enter employee information. You can either enter the information for them through the Employees and Single Employee pages (or by syncing your employee directory), or let employees enter their own information through their personal Employee Hub. You can also send them a signature link to let them know their signature is ready, but it is not required.
How employees reach their Employee Hub. Employees can open the Hub themselves at hub.wisestamp.com. They enter their work email address, click Sign in, and then enter the 4-digit code that WiseStamp emails them. Assign each employee at least one signature first, or their Hub opens empty. Sending a signature link from the Employees page is an optional way to notify them that their signature is ready.
If an employee says they never received a signature link, have them check their spam folder before you resend, or have them go straight to hub.wisestamp.com and sign in. For full detail, see Employee Hub.
Control what employees can edit in the Employee Hub
You control whether employees can edit their own personal details in the Employee Hub. The setting is called Employee edit permissions and it is found in Settings > Employee Hub.
Available on: Grow, Platform, Enterprise
Not available on: Pro+, Basic
As the admin of your WiseStamp account, you can add personal details for your employees (for example, mobile number, title, and headshot) and synchronize them with the information in your Google Workspace or Microsoft Entra ID. Once the details are imported to WiseStamp, you decide whether employees can change them from their Employee Hub.
To set employee edit permissions:
On the main navigation panel, click Settings and then click Employee Hub.
Go to the Employee edit permissions section and click the dropdown list.
Select one of the three options:
Allow employees edit all details. Employees can edit every detail. This option is unavailable in some accounts, as explained below.
Allow employees to edit some details. Employees can edit only the details you choose. You choose them one variable at a time in Settings > Employee data.
Do not allow employees to edit. Employees cannot edit any details. You add and change all details yourself.
Click Save changes at the bottom of the page.
Stop employees from editing any details
To stop employees from editing any of their details, go to Settings > Employee Hub > Employee edit permissions and select Do not allow employees to edit. Then click Save changes. Employees can still open their Employee Hub to view and install their signatures, but every detail is locked and only you can change it.
Choose which details employees can edit
If you selected Allow employees to edit some details, you then choose which details are editable. You set this one variable at a time from the Employee data page, not from the Employee Hub page.
To make a single variable editable by employees:
On the main navigation panel, click Settings and then click Employee data.
Find the variable in the Variable name column.
Click the three-dot icon next to the variable name and select Edit. The Employee variable modal opens.
Turn on the Allow employees to edit toggle.
Click Save.
Repeat these steps for every variable you want employees to be able to edit. If you need a variable that does not appear in the Variable name column, add it by clicking Add variable.
Details synced from a directory are always locked
Details that are fully synced from your directory are always locked and cannot be edited by employees. This applies no matter which option you select in Employee edit permissions, and it overrides Allow employees edit all details. Directory values are the source of truth, so allowing an employee to change them would put the two out of step. To change a synced detail, change it in your directory or turn off syncing for that variable.
Why "Allow employees edit all details" is unavailable
In some accounts the Allow employees edit all details option appears greyed out and cannot be selected. This happens when either of the following is true:
Daily sync is on for one or more variables. Those variables refresh from your directory every day, so employees cannot be given permission to edit everything.
One or more variables use the directory as their data source. Those variables are locked, so the option to edit all details does not apply.
To make the option available, open Settings > Employee data, click the three-dot icon next to the relevant variable, select Edit, and turn off the Daily sync toggle. You can also set the Data source to Manual so the variable is no longer pulled from your directory. If you would rather keep syncing, select Allow employees to edit some details instead and choose only the variables that are not synced.
Invite employees to edit their information
WiseStamp has implemented a Trust Policy to enhance security and control. To send signature links, you must first verify your email address from the Profile page. If you encounter any issues sending signature links, please contact our support team for assistance.
How to edit the invite email:
On the main navigation panel, click Settings and then click Employee Hub.
From the Invite email section, review the email Subject and Sender, and change the settings if necessary. (By default, the Sender is the account owner.)
Click Save changes at the bottom of the page.
Go back to the main navigation panel, and click Employees.
How to send the invite email:
On the main navigation panel, click Employees.
From the Employees page, find the employee you want to invite.
Click on the three-dot icon next to their name.
Select Send signature link.
You can also invite employees individually from their Single Employee page. Click the three-dot icon next to Edit details and select Send signature link.
Manually editing employee information
On the main navigation panel, click Employees.
In the Employees page, find the employee whose information you want to edit.
Click the three-dot icon. Select Edit details.
Enter the employee information.
The Send invite when saved toggle is on by default for manually added employees. If the employee was added via directory sync, the toggle is off by default. When enabled, WiseStamp automatically sends the employee an invite email with a personal link to install their signature as soon as you save their details.
Click Save changes.
After you edit and save an employee's information, their signatures will update automatically, and you'll see a live preview of the changes on the Single Employee page.
To send signature links, you must first verify your email address in the Profile page.
You can also edit details directly from the Single Employee page. Click Edit details in the top-right corner.
If your employees are using the copy/paste method, make sure that every time you edit an employee's signature you let them know to reinstall it. You can email them a signature link, or ask them to sign in at hub.wisestamp.com and install the updated signature from their Employee Hub. If you're using Google Workspace/Office 365 domain integration, make sure to tell your employees to refresh their webmail browser (Gmail/Outlook web).
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