Employee birthdate details is a private matter, and some employees may feel they want to choose what information they share with others.

The list of things this article will show are:

  1. How to configure the employee permissions, so employees can choose how to share their birthdate details.
  2. How employees can select their visibility.
  3. How CakeHR changes depending on the what the employee has decided to share.
  4. What admins and managers will be able to see.

ℹ️ What do I need to configure this?

  • Admin-level access to CakeHR company account

Configure the employee permissions

Open the Settings menu from the profile menu (1) navigate to Permissions and click on Employees (2). When the window opens go to the end to select the employee permissions (3).

Scroll to the bottom in order to see a checkbox named "Date of birth visibility". When checkbox is enabled, employees will be able to choose what birthdate details they want to share with others.

Employee choosing what birthdate details wants to share

First employee will open their profile (1) and the personal details tab (2).

When the window opens, select via the dropbox what birthdate details wants to share:

  1. Visible to colleagues: employee is ok sharing day, month and year of birth with others.
  2. Hide year from colleagues: employee is ok sharing day and month of year, but does not want to share their age (year).
  3. Hide from colleagues: employee does not want to share any details.

How CakeHR changes depending on employee preference

If employee has selected the option: Hide from colleagues the following will change:

  • The birthday will not appear in the Calendar

  • The recipes that trigger a birthday email notification will include a reminder of the employees choice.
  • The employee's birthday will not appear in the Anniversaries dashboard widget to other employees including Managers and Admins. The other employees who chose to share will appear though.
  • The birthday will not appear either to Admins in the Birthdays & Anniversaries (3) report, accesible via Reports (1), Time Off(2).

When employee has selected the option: Visible to colleagues or Hide year from colleagues:

  • The birthday will be visible in both Calendar, Dashboard widget and Birthdays & Anniversaries report.
  • The recipes that trigger a birthday email notification will include a reminder of the employees choice.

What birthdate details admins and managers will be able to see

Admins and managers who have permissions to see employee personal information will be able to see full birthdate information, but they will be informed of the employees preferences:

  • Visible to colleagues:
  • Hide year from colleagues:

  • Hide from colleagues:

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