Updating your personal information in Workday Help Guide

What this guide will cover:

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1. Overview (Page 2)

2. Viewing personal information (page 3-4)

3. How to make changes to your contact information (page 5-7)This includes: Home address, personal/work phone number, email

4. How to change your personal information (page 8-10)

This includes: Gender, Date of Birth, Marital Status, Nationality,

Citizenship, Race/Ethnicity

5. How to update your emergency contact information (page 11-13)

6. How to update your Workday photo (page 14-15)

8. How to input government IDs (page 21-22)

This includes: National Insurance number

10. How to change your preferred name (page 26-27)

9. How to update your legal name (page 23-25)

7. How to add dependants (page 16-20)

11. How to upload worker documents (Page 28 – 30) This includes: uploading your P45.

13. Saving changes to your personal information for later (page 32-35)This includes: processing saved changes and deleting saved changes

14. Summary (page 36)

12. How to upload your experience (page 31)

Workday Help Guide:Updating your personal information

in Workday Help Guide

Last updated: 14th April 2022

1. Overview

Initially, you need to review the personal information that has been recorded

in your Workday account. You may then need to make some changes or add

some new information.

You are responsible for updating your personal information in Workday

when changes occur. For example:

• marital status

• contact number

• address

• bank account details

Most changes can be made instantly, but supporting documentation is

required for changes to your:

• legal name

• date of birth

• Gender

Certifications/Registrations Changes

Managers will authorise updates for changes.

Passport/Citizenship/Visa Changes

People Operations will authorise updates for changes.

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2. Viewing personal information

The Personal Information application allows you to view the personal

information held about you on Workday.

Step 1: Select the Personal Information application from your home

screen.

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Step 2: Select About Me in the View section.

Step 3: An overview of your profile is shown along with a Summary of your

job. You can view the different types of information held about you by selecting

the options in the left hand section side menu.

Note: if you can’t see all the options shown below, select the More button at

the bottom of the section to see additional options.

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If you need to make changes to your personal info, return to

the contents page to find out how to complete changes.

3. How to make changes to your contact information

Step 1: Select the Personal information application from your home screen.

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Step 2: From the Change section select the Contact information button.

Did you know?...

You can also do this using Workday Assistant or by following the steps

below, simply type ‘change contact info’ into the Assistant to get

startedClick here to log into Workday >

https://wd3.myworkday.com/bupa/d/home.htmld

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Step 4: Select the pencil icon (or Add button) against the contact information

you wish to edit (you can edit your primary address, additional addresses,

phone number and email address in this section)

Step 5: Enter your new address in the ‘Search Address powered by Google’

box, and then select your address from the list of ‘Search Results’.

Step 3: Select the Edit button at the top of the page

From the drop down menu, select which contact information you are changing

Note: If your address does not appear in the list of ‘Search Results’, you can

manually enter your details in the address boxes which appear below.

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Step 7: You will then receive a confirmation page. Select Done at the bottom of

the page.

Finished!

Step 6: Once you’re happy with the information you’ve provided. Select the

Tick icon to save your changes and then select the Submit button at the

bottom of the page.

Note: If you don’t want the change to take effect straight away you can enter

a future date in the effective date box.

4. How to make changes to your personal information


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Step 2: From the Change section select the Personal information button.

Did you know?...


below, simply type the change you wish to make e.g., ‘change marital

status’ into the Assistant to get started

Click here to log into Workday >


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Step 4: Enter the changes you wish to make into the editable box presented.

Note: you may need to select the menu button to display the options.

Step 3: Select the pencil icon next to the information you wish to edit.

Note: from this page you can update a range of information such as Gender,

Date of Birth, Marital Status and Race/Ethnicity.

Note (if you’ve updated your; gender, date of birth): You should also submit

the relevant supporting documentation to confirm the changes you have made.

You can do this by scrolling to the bottom of the page and selecting a file to

upload from your machine in the Attachments section.

Step 6: Once you’re happy with the information you have provided. Select the

Submit button at the bottom of the page.

Step 5: Once happy select the Tick icon to save your change.

Finished!

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5. How to make changes to your emergency contacts


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Step 2: From the Change section select the Emergency Contacts button.

Did you know?...


below, simply type ‘change emergency contacts’ into the Assistant to

get startedClick here to log into Workday >


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Step 4: Select the pencil icon (or Add button) against your emergency

contact’s information that you wish to edit.

Step 5: Enter the changes you wish to make, into the editable form presented.

Step 3: Select the Edit button at the top of the page.

Step 6: Once you’re happy with the information you have provided. Select the

Tick icon to save the changes you’ve made.

Step 7: Once you’re finished entering all of their details, select the Submit

button at the bottom of the page.

Finished!

6. How to make changes to your Workday photo


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Step 2: From the Change section select the Photo button.

Step 3: Select the Select files button, to select an image form your device.

Did you know?...


below, simply type ‘change photo’ into the Assistant to get started

Click here to log into Workday >


Step 4: Resize the image capture area to make sure the image of you fits

correctly in the right proportions.

Step 5: Once you’re happy, select the OK button at the bottom of the page.

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Step 6: Once happy, select the Submit button at the bottom of the page, to

make your new image active.

Note: this will not automatically update your image in Skype and Outlook.

You need will need to update your image in outlook separately to change your

image in those applications.

Finished!

7. How to add dependants


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Step 2: From the Change section select the Dependents button.

Step 3: Select the Add button at the top of the page.

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Step 4: If your new dependant is already a beneficiary or emergency

contact you can select them using the first option. If the are not, then leave this

section blank.

Select the pencil icon to make an edit. Then select the person’s name from

the list provided. Lastly select the tick button to confirm you’re happy.

Step 5: Next select the effective date you wish to make the dependant ‘active

from’. Select the pencil icon and select a date using the calendar icon.

Step 6: Select a reason for your change. Select ‘Dependant change’ then

either, ‘Add dependant’ or ‘Change/remove dependant’.

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Step 7: Select if you want to use your new dependant as your new beneficiary.

E.g. the person who will receive your pension settlement in the event of your

death.

You can do this by selecting the pencil icon. Then select the check box if

you wish to use them as your new beneficiary. If not, then leave this blank.

Lastly select the tick icon on the right hand side to confirm your change.

Step 8: Enter your dependants personal information (This includes things like

their; legal name, date of birth, gender and their relationship to you).

Select the pencil icon next to the information you wish to enter, scroll down to

see all required info. Once you’re happy select the tick icon to save the details

you have inputted.

Note: make sure you input all mandatory personal info marked with *

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Step 9: Next, enter your dependants contact information. This includes their

address along with contact phone number and emails.

Select the pencil icon or Add button next to the details you wish to add. Once

happy select the tick button to save the details you have added.

Step 10: If your beneficiaries has a National Insurance ID, you can enter it here

by selecting the Add button. Enter the details in the form presented, once

happy select the tick button to save the details you have added.

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Step 11: Once you’re happy you have entered all of your new dependants’

details, select the Submit button at the bottom of the page.

Finished!

8. How to make changes to your Government IDs


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Step 2: From the Change section select the Government IDs button.

Note: if you can not see this option you may need to select the ‘More’ button to

expand the menu to see all available buttons.

Step 3: Select the editable box in the Add/edit ID column.

Step 4: Now enter your new national insurance number.

Step 5: Once you’re happy you have updated your Government ID, select the

Submit button at the bottom of the page.

Finished!

Note: Your current National ID data will be masked, due to Workday's security

settings.

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9. How to make changes to your Legal Name


Step 2: From the Change section select the Legal name button.



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Did you know?...


below, simply type ‘change legal name’ into the Assistant to get



Step 3: Next select the effective date you wish to make the new Name ‘active’

from. Select the section and then select a date using the calendar icon.

Step 4: Enter your new Legal Name by selecting each section of the editable

form.

Note: Make sure you input all mandatory personal info marked with an *

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Step 6: Once you’re happy with the updated name, select the Submit button at

the bottom of the page.

Finished!

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Step 5: You should submit the relevant supporting documentation to confirm

the change you have made.

You can do this by scrolling to the bottom of the page and selecting a file (using

the Select files button) to upload from your machine, in the Attachments

section.


10. How to make changes to your Preferred Name

Step 2: From the Change section select the Preferred name button.



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Did you know?...


below, simply type ‘change preferred name’ into the Assistant to get



Step 3: If you want to use a preferred name that is not your legal name, then

make sure this box is unticked.

If you wish to use your legal name as your preferred name too, then tick this

box and skip to Step 5.

Step 4: Enter your Preferred Name by selecting each box in the editable form.

Note: Make sure you input all mandatory personal info marked with an *

Step 5: Once you’re happy with the updated name, select the Submit button

at the bottom of the page.

Finished!

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Step 2: From the View section select the Worker Documents button.

11. How to upload Worker Documents

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Step 3: Select the Add button at the top of the page.

Step 4: Select the select files button in the middle of the page. Then select

the document you want to upload form your machine. For example: a copy of

your P45.

Step 5: Once selected, you will need to select a Document Type (for P45’s

select Payroll documentation) and also add a comment describing the

document you are uploading.

Step 6: once your happy select the Upload button.

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Step 7: Once the document has uploaded. Select the OK button at the bottom

of the page.

Finished!

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12. How to Upload your Experience

Uploading your experience in Workday makes it easier for you to apply for

jobs. Even if you are not looking for a new job, it is good practice to make

sure that your career profile is up to date.

For more information on how you can complete your career profile, please take a look at Section 2 the Workday Careers Guide (click here) on People Place.

To find out more…

Careers user guide >

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https://www.ourbupa.co.uk/sites/peopleplace/PeoplePlaceDocuments/Workday/Emp_02%20-%20Careers.pdf



13. Saving changes to your personal information for later

When you are updating or changing your personal information you will always

have the option to ‘Save for Later’.

You may need to save a change for later while you gather the relevant

supporting documents.

Note: it is important that you always process a change after you have saved it

for later to prevent difficulties in the future.

12a. Processing saved changes

Step 1: Select the Workday inbox icon. Here, you will find the change that

you Saved for later.

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Step 2: Select the change that you Saved for later to open it.

Step 3: Scroll to the bottom where you will find the attachments section

Step 4: Click the Select Files option and upload the relevant supporting

document(s).

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Finished!

Step 5: Once the document has uploaded. Select the Submit at the bottom of

the page.

12b. Deleting saved changes

Step 1: Select the Workday inbox icon. Here, you will find the change that

you Saved for later.

Step 2: Select the change that you Saved for later to open it.

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Step 3: Select the Task Actions Cog on the far right hand side

Step 4: Select the Delete Incomplete option.

Step 7: Once you have deleted the saved change. Select the OK button at the

bottom of the page.

Finished!

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14. Summary

• There are different ways to do the same thing in Workday, like updating

personal information in the app or via your profile, choose what works

best foryou.

• It's very easy to view and keep your personal information and data up to

date.

• You can see all of your information in oneplace.

• Most changes you can apply yourself and they'll be made instantly.

• Any changes you make to your name, date of birth or gender will need

to bevalidated.

• Changes to your visas, passports or licenses need to be validated

People Operations

• If a process is not found in Workday, just do what you would normallydo.

Version Date Change Signed-off by

1.1 07/09/2021 (795134) Added section 12 to encourage people to upload their experience

Ben Wreford

1.2 09/09/2021 (828807) Workday Assistant updates Ben Wreford

Version control:

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