The Preferred name feature lets collaborators choose how they want to be addressed in Factorial, using a name different from their legal or first name. In this article, you’ll learn what the preferred name is, when it’s used, and how to configure and manage it correctly.
Overview
The Preferred name allows a person to appear in Factorial with the name they identify with or prefer to be called (for example, a shortened name or an alternative first name). When filled in, the preferred name is shown instead of the first name across most areas of the platform.
Important: The preferred name does not appear in Payroll-related tools, mass documents, or SEPA files. In those cases, Factorial always uses the legal name.
When and why it should be used
A collaborator wants to be called by a different name than their legal first name.
You want to promote an inclusive and respectful workplace.
You want names displayed in Factorial to better reflect how people are addressed day to day.
This feature helps improve communication and employee experience, while still keeping legal and payroll information accurate.
How to use
Add or update a preferred name
On your sidebar, go to organisation
Select the collaborator’s profile
Open Personal details
Find the Preferred name field
Enter the name the collaborator wants to be called by
Save the changes Once saved, the preferred name will be used instead of the first name wherever applicable in Factorial.
Collaborators can change their own preferred name if they have permission to edit their Personal details; otherwise, an admin or manager with the appropriate permissions can update it for them.
Allow users to see preferred names
Go to Settings
Open Permissions
Select the relevant permissions group
Enable the permission See preferred name
Save the changes Users with this permission will be able to see preferred names across the platform (except in the excluded tools mentioned above).
