HR · HR teams · about 6 min
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. 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.
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.
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. 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.
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.
