Emergency Contacts
Emergency Contacts hold the details of the people who should be reached in an urgent situation involving an employee. In PMSuite they live as a dedicated Emergency Contacts tab in two places: on each employee's record, and on your own Profile Settings — so HR can look a contact up quickly, and employees can keep their own details current without going through HR.
Who can use it
- Company Admin / HR — open any employee record and work with the Emergency Contacts tab there.
- Every user — manage the emergency contacts on their own profile from Profile Settings.
Visibility of other people's employee records follows your PMSuite role and permissions. If the tab is not visible on someone else's record, your role does not grant access to that record.
Prerequisites
- The employee must already exist in PMSuite (see Adding Employees). Emergency contacts are stored on the employee record, so the record has to be created first.
- To manage your own, you only need to be signed in.
How to Access
For another employee (Admin/HR):
Sidebar → HR → Employees (/account/employees) → open the employee's record (/account/employees/{id}) → Emergency Contacts tab.
For yourself (any user):
Profile Settings (/account/settings/profile-settings) → Emergency Contacts tab.
Steps
1. Open the Emergency Contacts tab
The employee record carries a row of tabs — Profile, Projects, Tasks, Attendance, Leaves, Leaves Quota, Timesheet, Documents, Emergency Contacts, Increment & Promotions, Ticket, Appreciation, More. Click Emergency Contacts.
On your own profile the tab row is shorter — Profile, Emergency Contacts, Documents.
2. Review what is already stored
Existing contacts are listed on the tab. If the list is empty, nothing has been recorded for this person yet.
3. Add a contact
Use the add action on the tab, complete the fields shown in the form, and save. Record at minimum a name and a phone number that will actually be answered.
4. Add more than one contact
The tab holds a list, so you can record more than one person. A practical policy is a primary contact plus a backup, so there is someone to call if the first person is unreachable.
5. Edit or remove a contact
Use the edit and delete actions on an existing entry in the list. Edits save against the same employee record.
6. Keep it current
Emergency contact details go stale fast. Good moments to prompt a review are onboarding, an annual review cycle, and after a major life event such as a move or a change in family circumstances.
Effect on other features
- Employee record: Contacts appear only on the Emergency Contacts tab of that employee's record — not on the Profile tab, the Employees list, or in HR reports.
- Profile Settings: The same data is what an employee sees on their own Profile Settings → Emergency Contacts tab, so an employee's self-service edit is the record HR sees.
- No effect elsewhere: Emergency contacts do not feed attendance, leaves, payroll, or notifications. PMSuite does not email or message an emergency contact.
Limitations
- No missing-contact report. PMSuite's HR reports are Attendance Report and Leave Report; neither lists employees without emergency contacts. Workaround: export the Employees list from
/account/employeesand track coverage in a spreadsheet, and make "add emergency contacts" a named step in your onboarding checklist so the gap never opens. - No automatic reminder to refresh contacts. Workaround: post an annual reminder on the Notice Board (
/account/notices), or raise it during review season, pointing employees at Profile Settings → Emergency Contacts. - No bulk import of emergency contacts. The Employees Import (CSV) covers the employee record itself. Workaround: have employees enter their own contacts from Profile Settings, which distributes the work instead of loading it onto HR.
- Contacts are not notified by the system. PMSuite stores the details for a human to act on. Workaround: keep the number in a directly dialable format, including the country code for anyone abroad.
Troubleshooting
I don't see the Emergency Contacts tab on another employee's record. Your role does not give you access to that employee record. Ask a Company Admin to review your permissions, or manage your own contacts from Profile Settings instead.
An employee says their contact "disappeared". Check you are on the right tab — the employee record has a long tab row and Documents sits next to Emergency Contacts. If the entry really is gone it was deleted; re-enter it, as there is no undo on this tab.
The employee record doesn't exist yet.
Emergency contacts attach to an employee record. Create the employee first at /account/employees/create, then open the Emergency Contacts tab.
Changes an employee made aren't showing for HR. Both surfaces read the same employee record. Reload the record page; if you are viewing a different employee than the one who made the edit, the contacts will legitimately differ.