Manage Employee Photos

Employee Photos Management

Manage employee photos by uploading and displaying them in the UKG Pro web portal and the mobile app. Employee photos can be displayed on several pages, including the Employee Directory, Personal, and Organization Chart pages.

To activate Employee Photos, a system administrator must complete the following steps:
  • Enable the Photo Display setting, which is a master company setting
  • Enable the Add/Change and Delete Employee Photo business processes
  • Enable role-specific Web Access Rights and mobile app Access Rights

When activated, all employees with access rights can manage employee photos from the mobile app; but, only managers and administrators can manage photos on the web portal.

Activate Employee Photos on the UKG Pro Web Portal

When Employee Photos are activated, managers and administrators can add, edit, or delete employee photos on the web portal.

To activate the Employee Photos on the web portal, system administrators must complete these tasks:

  1. Enable the feature in the Employee Settings.
    1. Navigation: Menu > System Configuration > System Settings > Employee
    2. From the Employee Settings page, select Edit.
    3. In the Employee Photo section, select the check box for Enable employee photo upload and display.
    4. Select Save.
  2. Enable the Add/Change Employee Photo and Delete Employee business processes.
    1. Navigation: Menu > System Configuration > Workflow Administration > Business Processes
    2. From the Business Processes page, enable the Add/Change Employee Photo and Delete Employee Photo business processes for Manager and Administrator, as applicable.
    3. Optionally, enable workflow approvals. Workflow approvals are not required, but are recommended.
  3. Enable Employee Photo Management Web Access Rights (Menu > System Configuration > Security > Role Administration > select a role > Web Access Rights.
    1. Manager Access Rights Navigation: My Team > My Employees > My Employees List > My Team > Personal > Employee Summary > Manage Employee Photo
    2. Administrator Access Rights Navigation: Employee Admin > My Employees > My Employees List > Employee Admin > Personal > Employee Summary > Manage Employee Photo
    3. From the Web Access Rights page, select the check boxes for Add, Edit, and Delete, as applicable.

Activate Employee Photos on the UKG Pro Mobile App

When the Employee Photo Management feature for the mobile app is activated, all employee role types with permission can add, edit, or delete photos on the mobile app.

The image requirements for employee photos are the same in both the mobile app and UKG Pro. Any changes made to employee photos on the mobile app also appear in UKG Pro web.

To activate the Employee Photo Upload feature, a system administrator must complete these tasks:

  1. Enable the feature in the Employee Settings.
    1. Navigation: Menu > System Configuration > System Settings > Employee
    2. From the Employee Settings page, select Edit.
    3. In the Employee Photo section, select the check box for Enable employee photo upload and display.
    4. Select Save.
  2. Enable the Add/Change Employee Photo and Delete Employee business processes.
    1. Navigation: Menu > System Configuration > Workflow Administration > Business Processes
    2. From the Business Processes page, enable the Add/Change Employee Photo and Delete Employee Photo business processes for Manager, Employee, and Administrator, as applicable.
    3. Optionally, enable workflow approvals. Workflow approvals are not required, but are recommended.
    Note The Add/Change Employee Photo and Delete Employee business processes for Employee only apply to the mobile app.
  3. Enable Employee Photo Management Mobile Access Rights (Menu > System Configuration > Security > Role Administration > select a role > mobile app Access Rights).
    1. Employee Access Rights Navigation: Myself > Employee Photo Management
    2. Manager Access Rights Navigation: My Team - As Manager > Employee Photo Management
    3. Administrator Access Rights Navigation: My Team - As Employee Admin > Employee Photo Management
    4. From the mobile app Access Rights page, select the check boxes for Add, Edit, and Delete, as applicable.

Add, Change, or Delete Employee Photos

Employees can add, change, or delete photos on the Add/Change Employee photo page based on their Web Access Rights and mobile app Access Rights.

For best results, upload an image that meets these guidelines:

  • 128 pixels wide x 180 pixels tall (1.778" x 2.5"), maximum file size is set to 146485K.
  • BMP, GIF, JPG, PNG are the only supported formats. JPG, the recommended format, produces the best quality and smallest sized image file.
  1. From the Employee Summary page, Things I Can Do section, select the Manage Employee Photo link.
  2. To add or change an employee photo:
    1. From the Add/Change Employee Photo page, select Browse.
    2. Select a file to upload for the employee photo.
    3. Select Open.
    4. Select Save.
      The Summary page appears with the uploaded photo. The photo is also available in the employee directory.
  3. To delete an employee photo, from the Add/Change Employee Photo page, select Delete.

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