Updating employee details

Learn how to update employee details

Written by Smart Pension Support
Updated over a week ago

Administrators and signatories can update Employee details. 

To update an employee's details:

  1. Sign in to your account, then select Menu in the top right-hand corner

  2. Select Scheme Setup from the drop-down menu, then Employees

  3. Find the employee you want to update, then select the 'Update' icon (an arrow in a circle) from the Actions column 

  4. Select Employee Settings

  5. Edit the details that you want to update, then click the Update button to save your changes

Fields you can update

Basic details

You can update employee details like name, date of birth, email, and home address. These details can be edited by both the admin and the employee, but only the employer can edit the date of birth field.  

Works in the UK

This confirms the employee works in the UK and should only be unticked in exceptional cases. If the box is unticked, they the employee is assessed as 'no duties' and will not be enrolled.

Contribute if entitled

If this option is enabled then the employer will pay the appropriate employer contribution for this employee. The default option is yes and should only be changed in exceptional circumstances.

Start Date 

We need to know the date the employee started working for the business for auto enrolment assessment rules.

Exit details 

If the employee leaves the business, we need to know the last date of employment (exit date) and the reason they left. 

National Insurance number

The National Insurance number for an employee can only be edited by the admin or signatory. 

External ID

This is your reference for the employee. Typically, this is the payroll ID. 

This is only required for pre-assessed contributions. If you use Smart Pension to assess your contributions, then it is not required.

It is important that this field is correct so that we can match employee contributions. Only the person responsible for payroll should edit this.

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