Source: https://atomicwork.docs.pageloop.ai/product/identity-access-management/people-roles-and-teams/managing-people-profiles

# Managing people profiles

## Terminology

- **Employees:** Everyone in your organization who may need support or access through Atomicwork.
- **Service team:** Teams that use Atomicwork to provide employee support, such as HR, IT, Legal, and Finance.
- **Agents:** Employees who belong to service teams, such as IT managers, onboarding specialists, and FinOps managers. Agents work on managing requests.

## People attributes

People attributes provide essential details about each employee, such as role, department, reporting manager, and contact information. Atomicwork includes 21 default people attributes.

Admins can use standard and custom people attributes in Profile preview to control what appears when hovering over a user's name across the platform. Configure this org-level setting in **Settings > Organization > Directory > People > Profile preview**.

- Choose up to **7 user attributes**, including standard or custom fields, to display on hover.
- Reorder fields through drag-and-drop to prioritize key information.
- Preview changes in real time before publishing.

Work email is mandatory in Atomicwork and is the primary key for records. No two users can have the same work email. If work email is unavailable, Atomicwork uses personal email as the primary key.

The default attributes in Atomicwork are:

| **Attribute name** | **Attribute type** |
| ------------------ | ------------------ |
| Employee ID        | Short text         |
| First name         | Short text         |
| Middle name        | Short text         |
| Last name          | Short text         |
| Date of birth      | Date               |
| Gender             | Dropdown           |
| Personal email     | Email              |
| Work email         | Email              |
| Phone number       | Phone number       |
| Employment status  | Dropdown           |
| Hire date          | Date               |
| Start date         | Date               |
| Exit date          | Date               |
| Job title          | Dropdown           |
| Level              | Dropdown           |
| Team               | Dropdown           |
| Department         | Dropdown           |
| Reporting manager  | Dropdown           |
| HRBP               | Dropdown           |
| Language           | Dropdown           |
| Timezone           | Dropdown           |

### Creating a custom people attribute

You can customize people attributes to work for your team and processes.

1. Go to **Settings > Employee data** under **Organization** and click the **Attributes** tab.
2. Review the default attributes first, followed by your custom attributes.
3. To edit an existing attribute, click the pencil icon next to the attribute.
4. To create a new custom attribute, click **Add** and choose the attribute type.

Supported custom attribute types include:

- Short text
- Long text
- Dropdown
- Multi-select
- Phone number
- Email
- Number
- Date
- Checkbox

Custom attributes created here can also be used in **Profile preview**. Admins can choose and reorder up to 7 attributes in **Settings > Organization > Directory > People > Profile preview** to control what appears when hovering over a user's name.

To finish creating an attribute:

1. Enter the display name.
2. Choose whether this attribute should be mandatory. We'd recommend you share a list of mandatory attributes with all employees who are in charge of data maintenance and updates.
3. Enter an API field ID. The API field ID is visible as a placeholder and for API purposes.
4. Click **Add**.

## What a user's profile shows

Alongside a user's attributes, their profile brings together what they can access and what has changed:

- **Configurations:** The user's platform access, the approval policies they're part of, and the IGA applications they own.
- **User activities:** A trail of changes to the profile, including additions and updates to roles, groups, and other key information.

Workspace agents and admins can view the profiles of users in their workspaces, with tabs scoped to their access.

## Assigning roles and workspace access

Assign users to workspaces and manage their access so they can work on requests, view and create journeys, and add knowledge for Atom.

1. Go to **Settings > Organization > Users** and click the **Users** tab.
2. Add users to your Atomicwork account by clicking **Invite users**. Enter their email addresses and assign permissions.
3. Click **...** for any employee in the list to update their roles and workspace access.
4. Add them to specific workspaces and choose their workspace role.
5. Click **Update** to save the changes.

You can also [manage users directly in their respective workspace](/product/identity-access-management/people-roles-and-teams/managing-workspaces-and-users).