The Unified Staff Profile

Table of Contents

Overview

When to use this feature

Staffer Page Layout Overview

Step-by-step Instructions

Considerations

Known Edge Cases

Frequently Asked Questions

Please note that this article contains information relevant to customers who have BigTime Resource Management included in their subscription. 

Overview

The Unified Staffer Profile brings profile, contracts, skills, time off, security, and related data for each staff member into one connected workspace. Instead of switching between BigTime Resource Management and BigTime Delivery views, you get one consolidated source of truth for reviewing and managing a staff member's information.

This article will cover how to navigate the Unified Staffer Profile, edit staff data, manage experience and skills, record time off (if you have Resource Management integrated with BambooHR), handle contracts, and use Security actions, plus the permissions, limitations and troubleshooting you'll want to know. 

When to use this feature

Use the Unified Staffer Profile when you need to:

• Quickly verify who a staff member is and check their current status
• Review profile, contact, cost, time off, skills or security information
• Update staff-related data in one centralized workflow 

Target Users

• Administrators who manage staff data centrally with reduced duplication
• Resource Managers who need a full, up-to-date overview of a staff member in one place
• Managers, including Time Off Managers and Finance Managers 
• Operational users working across BigTime Resource Management and BigTime Delivery areas in the context of one selected staff member 

Prerequisites 

• Access to the Staff List and Staffer Profile
• The relevant permissions to view and edit each section you need
• For partial time: administrator enablement required 
• For financial visibility: appropriate finance-related permissions 

ℹ️ Please note, that what you see and can edit depends on your permission set. If a tab, field, or action isn't visible, your role may not include access to it. Confirm with your firm administrator if you expect to see something that isn't there. 

Staffer Page Layout Overview

The Unified Staffer Profile consists of three main areas:

1. Header/Summary - displays the staff member's full name, status, seniority, title, department, and assigned managers
2. Main tab navigation - gives you access to every functional area for the selected staffer
3. Content area - changes based on the selected tab

Main Tabs

• Profile
• Calendar (BigTime Resource Management)
• Teams
• Time
• Expenses
• Contracts (BigTime Resource Management)
• Time Off (BigTime Resource Management)
• Activity
• Contact
• Security (BigTime Resource Management)

Profile Sub-Tabs

• General
• Experience
• Education
• Certificates
• Technical Skills
• Soft Skills
• Languages

Embedded Sections

Several tabs are embedded as iframes from existing modules: Time, Expenses, Teams, Activity and Security > Permissions. Embedding changes only how these areas are presented. Business logic, validations, permissions, flows, and integrations remain the same as in their native modules. 

Step-by-Step Instructions

Open a Staff Profile

1. Open the Staff List
2. Select the staff member you want to work with
3. The profile loads with the header summary visible and Profile > General open by default 

Edit General Information

1. Open Profile > General
2. In the Profile and Management section, click Edit
3. Update fields such as First Name, Last Name, Title, Department, Seniority, Team Lead, Time Off Managers, Finance Managers, Home Time zone, or Default Labor Code
4. Save your changes

ℹ️ The system validates required fields and configuration-based values. Once saved, changes are immediately reflected in the view. Additionally, First Name and Last Name are required. If either is empty, the General profile form cannot be saved.

Manage Experience, Education & Certificates

1. In Profile > Experience, click Add Experience
2. Enter role, project, industry, region, dates, or duration, and any related skills
3. Save the record

Use the same pattern to add entries under Education and Certificates. If a value you need doesn't exist and your permission allows it, you can create it on the fly from within the dropdown. 

Adding Skills and Languages

1. Open Technical Skills, Soft Skills, or Languages
2. Search for the item you want to assign
3. Assign the item and set a proficiency level using the 1-5 star rating

The skills dropdown stays open after your first selection, so you can assign multiple items without reopening it each time. 

Record Time Off 

1. Open the Time Off tab
2. Click Add Time Off
3. Choose the type, status, date range, and add an optional note
4. Save the entry

The system checks for overlap with existing time off. Once saved, the entry appears in the table and contributes to accepted time off summaries and charts where applicable. The default date range is the current week. 

ℹ️ Partial time off requires administrator enablement. Hourly partial time off that exceeds daily capacity is blocked. Weekends, holidays, and some contract-based non working days may default to zero hours.

Manage Contracts

1. Open the Contracts tab
2. Add, review, or update contracts for the selected staff member
3. Save each change

The contract calendar defaults to a monthly view. Multiple contracts cannot be created for the same date, and contract type is fixed to an hourly rate.

Use Security Actions

1. Open Security > General
2. Review account status, email, and password-related actions
3. Edit the email address, send or resend an invite, or delete the staff member as needed
4. If your permissions allow, open Security > Permissions to manage access 

Use Case

A Resource Manager is preparing a staffing recommendation for a project and needs a complete view of a candidate before confirming the assignment.

1. The Resource Manager opens the staffer profile from the Staff List
2. In the header, they immediately see the full name, status, seniority, title, department, and assigned managers
3. They open Profile > General to review the role and reporting structure
4. They switch to Contracts, Time Off, and Calendar to confirm availability, without leaving the profile context or reselecting the staff member
5. Every section automatically loads data for the same staff member, so the review moves quickly from one area to the next

By the time they finish the review, the Resource Manager has validated reporting structure, availability, and contract details in one connected workflow. 

Considerations

Permission-Based 

Depending on your permission levels, you may not be able to:

• Access the Staffer Profile
• Delete staff members
• View cost rate or bill rate information
• Access the contact tab
• Edit seniority, notes, managers, or profile sub-sections
• Manage contracts
• Create time off or edit submitted time
• Access security permissions 

Feature-Based

• Cost center saving depends on a valid hierarchy configuration
• Cost center field names must match your organization's lexicon configuration
• Contract type is fixed to an hourly rate
• Multiple contracts cannot be created for the same date
• Partial time off requires administrator enablement 

Known Edge Cases

• Fields with no assigned value display a dash (-)
• A missing Time Off Manager or Finance Manager displays as not set
• Overlapping time off triggers a validation error: Time off can't overlap
• Switching the experience date toggle off and back on resets the dates to default values
• Date format and week start follow your company's time zone rules 

Frequently Asked Questions

• Where can I find complete information about a staff member?
  • In the Unified Staffer Profile. It centralizes profile, contracts, skills, time off, security and embedded Resource Management and Delivery sections in one place
• Why can't I see the edit button?
  • Most likely because your role does not include the permission required to edit that section. Check with your firm administrator if you expect to have edit access
• Why can't I see the contact tab or security permissions?
  • These areas are permission-controlled. Visibility depends on access rights such as personal data access or edit rights for user security settings
• Why can't I save the staffer profile?
  • Possible reasons include:
    • First Name or Last Name is missing
    • A selected value is not valid in the current organization configuration
    • You do not have permission to edit
    • Cost center configuration is incomplete or invalid
• Why can't I add time off?
  • Possible reasons include:
    • Required fields are missing
    • The request overlaps existing time off
    • Hourly partial time off exceeds daily capacity
    • The partial time off feature is not enabled by a firm admin
• Can I add multiple contracts for the same date?
  • No. Multiple contracts for the same data cannot be added
• Does embedding in an iframe change how Teams, Time, Expenses, or Activity work?
  • No. Embedding changes only the presentation layer, not business logic, permissions, flows or integrations
• What does the account status "pending" mean?
  • It means an invitation was sent, but the user has not yet completed account activation