People Data brings employee information together in tables, so you can review your team without opening each person’s profile. Use it to find missing details, prepare CSV exports and update supported records.
Start by choosing a dataset, such as Identity or Job details. Each column shows a field; each row shows an employee or one of their records. An employee can have several rows in a dataset that holds history.
For a first check, open Contact, select Active under Status and choose a site to review a store team’s contact details. You can save that setup as a personal view, download it or update supported fields. Screenshots below are examples; the available controls depend on your permissions and company configuration.
📂 Open People Data
Go to Company.
Select the People Data tab.
Open Browse datasets and choose a dataset. On wider screens, the datasets may appear in a sidebar.
Profile: identity, contact details, addresses, bank accounts, next of kin, diversity and lifestyle.
Employment: contract details, contract history, working patterns, job details, line managers, sites and right to work where available.
Pay: National Insurance, compensation, additional pay items, pensions, tax codes and student loans.
Time: leaves, timesheets and rotas.
The datasets and actions available depend on your permissions and the features enabled for your company.
Example of an employee table with controls for filters, grouping, columns and saved views.
🔎 Find the employees you need
Use Search to enter an employee’s name or email address. Wait for the results to finish loading before selecting rows or exporting.
Click Filter.
Choose an available criterion, such as status, department, entity, site or location.
Select the values you want to include. Combine criteria to focus on one part of the business.
Your search and applied filters appear above the results. Use Clear search to remove the search term. Remove individual filters or use Clear all to reset them.
Check Status before you start. With no status selected, People Data includes all employment statuses you are permitted to see. Select Active for current employees, or choose other available options such as Onboarding or Offboarded. Clearing the status selection includes all statuses again. A saved view may reopen with its own filters.
If a person does not appear in a record dataset, they may have no record of that type. Check the search, status and date filters first. Where shown, use the matching employee’s Add record action to create their first record.
Open Filter to choose the employee criteria you want to apply.
🛠️ Choose and arrange your columns
Click Columns.
Search for a field or browse the available fields.
Tick fields to show them and untick optional fields to hide them.
Use the drag handles to arrange the selected columns.
Required columns are marked REQ and cannot be hidden. Use the pin icon to keep a selected column visible while scrolling horizontally. Under Row spacing, choose Comfortable or Compact. Use Reset to default to restore the default column configuration.
Only a custom table’s creator or an admin can change that shared table’s columns. Your access to employee values remains subject to permissions.
Choose visible columns and use the pin icons to keep key information in view.
🗂️ Group and sort your data
Grouping brings rows with a shared value together, such as employees in the same department. Sorting changes the order of the rows.
Click Group by, or the current Group: control.
Choose an available field, such as department, status, entity, site, location or job title.
Expand or collapse groups as needed. Choose None to remove grouping.
To sort, click a sortable column heading. Click it again to change direction. The available options depend on the table.
💾 Create and reuse a saved view
A saved view remembers your personal setup for a dataset, including its columns, filters and grouping. It shows the latest employee information using that setup, rather than a fixed copy of the data.
Open the dataset and configure the table.
Open the View: menu, usually labelled All employees.
Click Create new view.
Enter a name and press Enter.
For example, save a view called “Store contact details” with your chosen columns and site filter. Return to the same dataset and select the view to use it again.
Save changes to a named view: after changing its setup, open the view menu. When it shows Edited, choose Save changes to keep the new configuration, or Reset to restore the saved setup. These actions save view settings. Employee record changes are saved separately from the bottom bar.
Use the rename or delete icons beside a view to manage it. Deleting a view removes its configuration without deleting employee records.
Open an existing view or choose Create new view to save your current configuration.
🧩 Create a shared custom table
A custom table combines fields from different datasets, such as work email, entity and department. Use a saved view for your personal setup; use a custom table for a shared table that combines information.
Open Browse datasets, or use the dataset sidebar.
Find Custom tables and click New table or the + button.
Enter a Name and choose an Icon.
Select the fields and drag them into your preferred order.
Click Create table.
The table appears under Custom tables. Where permitted, use its options menu to edit, duplicate or delete it. Its configuration is shared across your company, so changes affect everyone who uses it. Deleting the table removes the setup, not employee records. Seeing a shared table does not grant access to restricted employee information.
Combine fields from several datasets and arrange them before creating the shared table.
🟨 Highlight missing information
Open the dataset or view you want to check.
Turn on the Highlight gaps switch.
Review the highlighted cells and, where available, open Details to see completeness counts and scope.
Turn the switch off when you have finished.
This is a read-only check of saved values. It does not fill gaps or change records. Pending employee edits are not yet included. Some fields are not measured, and access restrictions can limit the result. Details may also identify employees without records.
🕒 Review current, upcoming and past records
Datasets such as Job details, Contract history, Working patterns and Compensation can hold several dated records for one employee. An effective date tells you when a record takes effect.
Open the relevant dataset and find the employee’s record rows.
Where available, open Filter → History status.
Select Current, Upcoming, Past, or a combination.
Check the effective dates before choosing a row to correct.
History status describes a record. The employee Status filter describes their employment status. For Leaves, Timesheets and Rotas, use the From and To date controls to choose the period to review.
✏️ Update information for one employee
Edit a supported cell to correct information on a particular record. Each edit becomes a pending change that you can review before saving.
Find the employee and the exact record you want to change.
Click the editable cell and enter or select the new value.
Finish the edit by clicking outside the cell.
Click Review changes in the bottom bar.
Check the original and proposed values.
Resolve highlighted issues, close the review panel and click Save 1 change, or the equivalent button showing your count.
You can prepare several edits before saving. Pending changes are drafts. Read the result after Save: changes may be applied or submitted for approval, depending on the field and your company’s rules. If a change is submitted for approval, the current record remains unchanged until approval.
The bottom bar shows pending changes and provides Review changes and Save actions.
The Pending changes panel compares original and proposed values. Use Edit value to adjust a proposal or Remove change to discard it. The All, Ready and Needs attention tabs help you review the list.
Use Review issues to resolve missing or invalid information. If proof is required, use Attach proof for the relevant employee and wait for the upload to finish. Ready means a change can be submitted; it does not mean it has been saved or approved. Use Discard all to abandon all pending edits.
Compare original and proposed values before saving. Use the pencil to edit a value or the cross to remove a change.
👥 Update a field in bulk
Use bulk editing when several employees need the same value in a supported field. This updates existing information; use Add when you need new dated records.
Open the relevant table and tick the intended rows.
Click Edit field in the selection bar.
Choose a Field and enter or select its New value.
Complete any requested date, reason or other required details.
Click Preview.
Review the employees, existing and proposed values, warnings and skipped entries.
Click Apply 1 change, or the equivalent button showing the count.
Apply submits the bulk update directly. Do not save it again using the bottom bar for individual edits. Read the completion message to distinguish applied changes from changes submitted for approval. Review skipped or failed employees and retry only outstanding changes.
Available fields depend on the table, visible columns and permissions. If proof must be attached separately for each employee, use the individual table rows instead.
The bulk preview compares existing and proposed values for the affected employees.
➕ Add a new record
Add a record for a new entry, such as a job or salary change from a new effective date. Correct an existing row when the information already recorded is wrong. Check the date carefully so the change applies when intended.
Open the relevant dataset, such as Job details.
Click its Add action, such as Add job detail.
Choose a person in Select employee….
Complete the dates, required fields and any required proof.
Review the pending entry and resolve issues.
Save it using the bottom bar.
The ordinary Add button starts one record for one employee. Selecting several rows does not turn this into a bulk action. Use Discard new entry beside the draft to cancel it.
From a custom table: open Add record and choose the record type. Complete the side panel and choose Done to keep the entry pending. Done closes the panel; save from the bottom bar. Use Discard to cancel that draft.
Add records for several employees
Tick rows for the employees you want to include.
In supported record datasets, use the separate selection-bar action, such as Add job detail to 2 selected. Check the employee count.
Complete the shared fields, dates and required details, then review and save the pending entries from the bottom bar.
Supported time datasets may instead show Add same entry to all 2. Complete the Add history entry dialog, click Add to pending 2 changes, then review and save using the bottom bar. Check the outcome for skipped or failed employees.
To start creating a new employee, open Identity and click Add employee.
📤 Export your table
Download a CSV to use in Excel or another spreadsheet application. The export respects your access permissions and uses saved data.
Export the current view
Open the dataset or saved view and choose the columns and filters.
Click Import / Export → Export view as CSV.
This exports the visible columns and matching saved rows, including matching rows on other pages.
Choose Export view as CSV from Import / Export to download the current view.
Export selected rows
Tick the specific rows you need.
Click Export CSV in the selection bar.
Use Clear selection when finished. Recheck your selection after changing the search, filters or page. Export is paused while search results are loading or the search has failed.
Save pending edits and check their outcome before exporting if you want the CSV to include them. Changes waiting for approval are not yet current employee data. The import options in Import / Export are currently disabled.
🔒 Understand read-only fields
Seeing a column does not always mean you can edit it. Select a read-only cell to check its explanation and, where offered, open the dataset that owns the record.
Several records for one person: open the relevant dataset and choose the exact dated row. A custom table does not make every field editable there.
Total hours: this is calculated from time entries. Change the entries in Timesheets.
Hours / week on a fixed schedule: this comes from the daily working times. Update those times in the employee profile.
Pension: supported actions include changing the pension policy and managing opt-out. Other pension settings are read-only here.
Entity: once set, use Profile → Employment → Transfer to another entity for a transfer.
Restricted: you do not have permission to view the value. It does not mean that no value is recorded.
Length of service is calculated from the recorded continuous service date. It can differ from the employment start date. A blank value may mean the continuous service date has not been recorded.
🧠 Things to keep in mind
If a value changed elsewhere: review the current value before deciding what to do. Remove your pending change to keep the saved value. Use Reapply my change only if you still intend to apply your proposal, then review and save it again.
If you leave with unsaved changes: choose Keep editing to return and save from the bottom bar, or Discard changes and leave to abandon them.
Undo: where Undo or Undo last save is offered after a successful save, it can revert supported changes. Some changes cannot be undone. Check the message and outcome before assuming the whole save can be reversed.
If a field or action is unavailable, your permissions or company configuration may limit access. Contact your administrator or the Givver support team if you need help.