Changing or editing a permanent employee's position

Editing a permanent position

Editing an existing permanent position can be a little tricky. To make changes, you'll either need to Edit the position or Add a new position.

Edit Position:

Editing a position will allow you to:

  • Add an extra location that an employee can work at (keeping the existing location)
  • Edit a custom label
  • Adjust the work pattern (relevant for full time/Salaried employees).

Add New Position:

You will need to add a new position (even if the position hasn't changed) to:

  • Turning on Salaried option you'll need to Add a New Position to be able to select the Salaried option which allows you to automate the approval of your salaried staff member hours (i.e. bypass approve shifts and will appear in pay the day before your pay day). Please note that you cannot edit an existing position to switch on this toggle. If you try and use edit your Salaried automation will not work.
  • Change the primary operation that the employee is associated with.
  • Remove an existing location
  • Adjust the pay rate (shifts already assigned to them). We do not recommend using edit to adjust the pay rate even if there are no existing timesheets. Please use Add New Position.
  • Adding a new position (i.e. replaces existing position).

The article below outlines the key scenarios where edits can be made through the edit button or through adding a new position.

Edit to add a new location, change the custom label or work pattern

Adding a new location, custom label or work pattern (the existing location is kept, if the old location needs to be removed as the employee no longer works there please see making changes to the employees position below).

 In the quick menu select People > Approved People and find the employee and click on their name to go into their profile or use search to find the desired employee.

  1. In the Employee overview, select the Employee Card icon.
  2. Locate the employees position and select the edit icon.
  3. Enter the new location, or custom label or click continue to proceed to the Work pattern tab.
  4. Click Save once all position details have been updated.
  5. Check Work Pattern under the Employment type section is correct for the position changes made.

 

Just a reminder, if you're just wanting to switch on Salaried, you need to do this through Add New Position (even though technically there's no change to the position itself, this needs to be done this way to ensure the automation is set up correctly). 

 

Salaried_button.png

Making changes to the employees' position

If the employee has changed:

  • The primary operation that they are associated with.
  • Location i.e. you would like to remove a location that an employee no longer works at.
  • Salaried option in Work Pattern i.e. you would like to toggle on/off the Salaried option which allows an employee to bypass approve shifts.
  • Position.

You'll use Add New Position instead of edit (even if the position itself hasn't changed).

  1. To change the employee's position, click Add New Position and enter in the new details, note that you will need to enter in a new position start date.

You can also use Add New Position in the below scenario:

  • A employee going from full time to casual, and need to cash out leave entitlements e.g. annual leave/ delete sick leave and carry over long service leave.

 If you have an existing full time employee going to a casual position, when you add in the new positions details, a pop up will come up asking you how you would like to manage their entitlements.

There are three options:

  1. Pay out e.g. cash out the entitlements for example annual leave
  2. Carry over e.g. have the leave continue where the employee will continue as a casual employee (relevant for long service leave).
  3. Delete e.g. delete a personal leave entitlement

Use the toggles to choose which leave types you'd like to pay out. When these are selected they will appear on the employees draft payslip.

Review entitlements

The below is an example for an employee going from a casual position to permanent:

The below is an example for an employee going from permanent to casual:

If an employee doesn't have a draft payslip already generated, these will need to be manually entered onto their payslip as this action itself wont produce the employee with a draft payslip.

 

Add an Additional position

If an employee has a additional position for example they work full time but also casually on the weekends.

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