Keep employee records up to date

Everything about an employee is on their page. Changes to their job are kept as history, each with the date it took effect - nothing is overwritten.

1. 1

   Open their page

   Go to HR → Employees and select the person. Their page shows their job, employment dates, login, personal details, leave, checklists and job history.

   Edit details (1) corrects personal details. Record a change (2) is for their job. Record exit (3) is for when they leave.

   

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2. 2

   Record a promotion, transfer or new manager

   Select Record a change. Change only what's different - job title, department, branch, manager, grade, position or employment type - then choose the date it takes effect and the reason, such as a promotion or transfer.

   A future date takes effect on that day. The job history keeps every change.

   

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3. 3

   Confirm or extend probation

   Under Employment, select Confirm when someone passes probation, or Extend probation to set a later end date. HR and their manager are reminded 14 days before probation ends.

4. 4

   Contacts, bank details and documents

   Further down are Next of kin and emergency contacts, Bank details and Documents - contracts, CVs, certificates, IDs - each with an expiry date if it has one.

   A new bank account isn't used until someone other than the person who entered it approves it: a common fraud is changing an account just before pay day. These details need the sensitive-details permission.

   

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5. 5

   Adjust a leave balance

   In the Leave card, select Adjust (1) to add or take away days - an opening balance, days given in lieu, or a correction - with a reason. It's kept with the balance and in the audit log.

   

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