Change, edit, or delete a permanent position

Managing permanent positions for existing employees

Many of your permanent employees will have changes that occur to their positions during their employment with you. This can be anything from adding additional locations, allowing them to work across more rosters, to changing positions due to age or promotion. Any changes to your permanent positions are easily managed from the Employee Profile. 

Permanent positions refer to part-time, full-time, and salaried positions.

This article will cover:

  • How to edit an existing permanent position.
  • How to change permanent positions. 
  • How to swap additional & permanent positions.
  • How and when to delete permanent positions.
  • How to manage issues on the review position menu.
Understanding permanent positions

There are two types of permanent positions; primary and additional. The primary position is at the top of the Employment Type tab with Additional Positions sitting below them. 


In the below image, the Waiter position is the primary while the Duty Manager position is an additional one.

There are a few key things to understand about the position types which will help when managing them. 

Primary position

There can be only 1 primary position per employee. The primary position is used as the main position for the employee and is used in several ways that additional positions are not. 

  • Leave applications are applied against this position, both for the rate and the work pattern.
  • The primary position is associated with an operation. This is then used for reporting (payroll tax & costing against the operation).  
  • Primary positions can only commence at the start of a pay period. 

 Additional positions

There is no limit to the number of additional positions an employee can have. These are typically used for higher duties or other roles that the employee will perform outside of their normal duties. 

  • Additional positions can have different rates than the primary position. This allows the employee to be paid more for specific work they do. 
  • Additional positions can commence at any time during a pay period. 
Edit an existing permanent position

To edit an existing position:

  1. On the Employee Profile, select Employee Card > Employment Type. This is where you can see the employee's positions, pay rates, and any entitlements. 
  2. Click on the pencil icon to edit the existing position.
  3. Edit the details of the position to your requirements. 
    • Locations - The locations set on the position directly impact which rosters an employee can work on. Read more about Locations and their uses here
    • Custom Position Title - This title can be used instead of the position name and is displayed to the employee on their payslip. 
    • Use Operation rates book - With this toggle enabled, the position will use the rates applied in the rates book of the operation the position is rostered at. 
    • Salary (annually or hourly) - The base rate for the position. Select & edit either the hourly rate or annual salary. Either selection will impact both. You are unable to edit this value below the award rate. 
    • Cost Code / Purchase Order - Used for costing or invoicing purposes. Read more about cost codes here
    • Position Start Date - The date the position is effective from. This impacts when an employee can be rostered with this position. Depending on what you're changing in the position, you may need to set this date for when you'd like the changes to take effect. 
    • Position End Date - The date the position ends. This field is useful when setting up future changes in positions (e.g. ending a junior 16 yr position & starting a junior 17 yr position the next day). 


  4. Click Continue.
    • If editing an additional position, skip ahead to step 7.
    • If editing a primary position, this will take you to the Work Pattern tab. 
  5. Edit the details on the Work Pattern tab to your requirements.
    • Salaried - With this toggle enabled, the employee will have their payslip generated based on the work pattern hours. Rostered or clocked hours are not relevant to the payslip generation in this case. You can read more about salaried setups here
    Public Holiday Settings
    • Use Normal Rate - With this toggle enabled, the employee will be paid their base rate when working public holidays. 
    • Deduct Leave - With this toggle enabled, the employee will have their leave balance deducted when the leave application falls on a public holiday. 
    • Work Pattern - The work pattern is used as the default hours for leave applications and to calculate the hours paid to salaried employees. 


  6. Click Continue which will take you to the Review stage.  
  7. If there are no issues, click Continue and your position will be updated. Please read the accordion 'Managing issues on the position review menu' below for information on how to handle any issues at the Review stage. 
Swap or change to a different permanent position

There are many cases where you may need to change an employee's position. Some common examples include:

  • Changing to the relevant junior position (e.g. 16 yrs > 17 yrs).
  • Changing levels for the same position (e.g. F&B attendant level 1 > F&B attendant level 2).
  • Changing roles or receiving a promotion (e.g. F&B attendant level 3 > F&B Supervisor).

Note: If you're changing a few details but the position is remaining the same, editing the existing position will be the easiest process. This includes increasing rates of pay for the same role. Please refer to the above accordion for detail on editing an existing position. 

The process for changing positions is a little different depending on whether you're changing a primary or additional position. 

Change primary positions

  1. Navigate to the Employee Profile and select Employee Card > Employment Type
  2. Select 'Add New Position' and fill in the details of the new position. Refer to this article for more detailed information about adding new positions.
    • If there are shifts or unprocessed timesheets from the original position dated after the new position starts, these can be actioned on the position review menu. Refer to the 'Managing issues on the position review menu' accordion below for more information. 
  3. After the new position has been added, the existing primary position will be handled automatically for you.
    • If the position start date of the new position is in the future, the existing position will now have an end date. The positions will automatically swap over on the correct date.
    • If the position start date of the new position is in the past, the existing position will be gone. An end date is applied to it but since it's in the past, only the new position will be visible on the profile. 

  Note: You can set up new positions well in advance. This can be useful if your employees increase their position levels based on time. 

Change additional positions

  1. Navigate to the Employee Profile and select Employee Card > Employment Type
  2. Select 'Add Additional Position' and fill in the details of the new position. Refer to this article for more detailed information about adding new positions.
  3. After the new position has been added, you can edit your existing additional position by clicking on the pencil icon. 
  4. Add a Position End Date.
    *The date of this should be the day before the Position Start Date of your new position. 
  5. Click Continue.
  6. If there are shifts or unprocessed timesheets after the position end date, these can be actioned on the position review menu. Refer to the 'Managing issues on the position review menu' accordion below for more information. 
Make an additional position the new primary position

There are cases where you may want to change an employee's additional position into the primary position. Some common examples include:

  • Receiving a promotion to one of the higher duties assigned on the profile (e.g. F&B attendant level 3 > F&B Supervisor).
  • Changing roles within the business (e.g. Front of House supervisor > Back of House supervisor).

The best way to handle this will be to treat it like starting any new position. The main difference in this situation is what you do with the existing primary position. Should it be removed or should it now be an additional position?

  1. Navigate to the Employee Profile and select Employee Card > Employment Type
  2. Select 'Add New Position' and fill in the details of the new position. Refer to this article for more detailed information about adding new positions.
    • On the review menu, you will have the option to end the primary position entirely or to have it automatically created again as an additional position. Enable the toggle to swap the primary position with the additional position. With the toggle disabled, the primary position will simply be replaced. 



    • If there are shifts or unprocessed timesheets from the original position dated after the new position starts, these can be actioned on the position review menu. Refer to the 'Managing issues on the position review menu' accordion below for more information. 
  3. After the new position has been added, the existing primary position will be handled automatically for you.
    • If the position start date of the new position is in the future, the existing position will now have an end date. The positions will automatically swap over on the correct date. 
    • If the position start date of the new position is in the past, the existing position will be gone. An end date is applied to it but since it's in the past, only the new position will be visible on the profile. 
Delete a permanent position

If need be, positions can be deleted from the profile. The only instance where a position should be deleted (instead of ended via an end date) is if it was assigned in error and hasn't been paid. 

  Note: If a position has been paid, you are unable to delete it. Instead, end the position and create a new one. 

To delete a position:

  1. Navigate to the Employee Profile and select Employee Card > Employment Type
  2. Click on the bin icon to delete the position
  3. Address any issues on the review menu and select Delete. Refer to the 'Managing issues at the review stage' accordion below for more information if necessary. 

Managing issues on the position review menu

After entering or editing position details (or deleting a position), you'll come to the position review menu. This page will have you action any items that need updating based on the changes you've made to your position.

The items you may need to action include:

  • Rostered shifts - Shifts that are rostered after the end date of the existing position. 
  • Timesheets - Timesheets associated with the existing position that are dated after the end date. 
  • Leave applications - Leave applications that are pending or approved (but not processed) after the end date.
  • Primary position - If the new primary position is an existing additional position, you can choose to keep the original primary position active as an additional position. 

Shifts

The available Actions for rostered shifts include:

  • Delete - Deletes the shifts from the Roster. Available in all circumstances. 
  • Keep shift assigned to the current position group and update - This will update the rostered shift to the employee's new position. Available when editing an existing position (and selecting a new start date) or when swapping/deleting the position (if the new position is used in the same position group). 
  • Select a new position and update shifts - This will update the rostered shifts to the selected position. Available if position groups are not used and the employee has another position. 
  • Remove employee and leave the shift unfilled - The employee will be removed from their upcoming shifts which will remain on the roster. The shifts can then be assigned to someone else from the roster menu. Available in all circumstances. 

Timesheets

The available Actions for existing unprocessed timesheets include:

  • Delete - Deletes the timesheet. Available in all circumstances.
  • Select a new position to update timesheet - The selected position will replace the existing one for the unprocessed timesheets. The selected position details, including the rate of pay, will be used.

Leave applications

There are two options for handling unprocessed leave applications:

  • Continue - The leave application will be updated with the new position details.
  • Review - This will take you to the edit menu for this leave application where the details can be changed if required. 

Primary position

There are two options for handling the existing primary position:

  • Toggle off - The existing primary position will end and be replaced by the newly created position.
  • Toggle on - The existing primary position will be added as an additional position. 

Position changes and employment history

Changes to your employees' positions can be reported on in a couple of different ways. The method to use will be determined by the scope of the data you're looking for. 

The employment history of an individual employee can be found on the Employee Profile within the Employment Type tab. 

The Position Changes Report (found in Reports > Financial) provides a detailed look at the changes & movements of positions across all your employees.

For a detailed look at both of these options, please refer to the Position Changes Reporting article

Adding and working with multiple permanent positions

You may want to assign multiple positions to your employees. Some examples of when you may want to do this include:

  • Employees working different roles (e.g. Waiter, Runner, Bar)
  • Employees working higher duties (e.g. F&B attendant but filling in as a F&B Supervisor)

For permanent employees with multiple positions, all positions (except the primary) should be added as additional positions.

  Note: If you try to create multiple primary positions, the existing one will be replaced. 

To create additional positions:

  1. Navigate to the Employee Profile and select Employee Card > Employment Type
  2. Select 'Add Additional Position' and fill in the details of the new position. Refer to this article for more detailed information about adding new positions. 

 

Was this article helpful?
3 out of 5 found this helpful