Instead of HR typing 74 fields for each person, send a link so employees fill in their own information. Faster, more accurate, and it helps employees get familiar with the system from day one.
Two places to get the link
| Where to get it | Use when | How to get it |
|---|---|---|
| The Create employee window | A completely new person with no profile in the system yet | Open Create ▾ › Add one employee and click Copy link in the blue banner at the top of the window |
| The Self-service tab in the profile | A person who already has a profile but is missing information | Open the employee profile, go to the Self-service tab, and click Create link |
Recommended process
- HR first enters the minimum: full name, email, branch, department, job title, start date.
- Get the self-service link and send it to the employee via email or internal message.
- The employee opens the link and fills in the rest: address, national ID, bank account number, emergency contact, qualifications.
- The profile the employee submits goes into the Employee profile review queue in the Self-service tab.
- HR opens the queue, checks, and approves. Only after approval does the data go into the official profile.
The approval step is the strength of this approach: employees enter, HR checks. You save typing effort without losing control over the data.
Suggested message
"Hello, the company is moving HR records to the Tanca system. Please open the link below and fill in your personal information by [date]. This replaces the previous paper form and only takes about five minutes. If you need help, just reply to me."
Notes
- The link allows the recipient to enter data into the company's system — only send it to the right person, and don't post it in shared group chats.
- Remind employees to have a photo of their national ID and their bank account number ready before opening the link.
- After the deadline, filter profiles still missing important fields and send individual reminders.
- Data only takes effect after HR approves it, so check the approval queue every few days during the collection period.
