Managing casual positions for existing employees
Many of your casual 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 casual positions are easily managed from their Employee Profile.
This article will cover:
- How to edit an existing casual position.
- How to change casual positions.
- How and when to delete casual positions.
- How to manage issues on the review position menu.
Looking to change, edit, or delete a permanent position? See our helpful article here!
To edit an existing position:
- On the Employee Profile, select Employee Card > Employment Type. This is where you can see the employee's positions, pay rates, and any entitlements.
- Click on the pencil icon to edit the existing position.
- Edit the details of the position to your requirements.
- Locations - The locations set on the position determine which rosters an employee can work on. Read more about Locations and their uses here.
- Custom Position Title - This title is displayed to the employee on their payslip.
- Rate - The base rate for the position. 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 determines when an employee can be rostered with this position.
- 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).
- Click Next which will take you to the Review stage.
- If there are no issues, click Continue and your position will be updated. Please read the section below for information on how to handle any issues at the Review stage.
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)
Please 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 details on editing an existing position.
To change positions:
- Navigate to the Employee Profile > Employee Card > Employment Type.
- 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.
- After the new position has been added, you can edit your existing position by clicking on the pencil icon.
- Add a Position End Date.
*The date of this should be the day before the Position Start Date of your new position. - Click Continue.
- 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.
Please note: You can set start & end dates for positions well in advance. This is particularly useful for junior positions as the new position will always start on the employee's birthday.
In the below example, we're adding a new position for Kim starting on her birthday, which is the 31st of August. We then edit the previous position and add an end date. The casual entitlement position is updated to the newly created position. The newly created position will start automatically on the 31st of August while the old position ends.
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.
To delete a position:
- Navigate to the employee profile > select Employee Card > Employment Type.
- Click on the bin icon to delete the position.
- 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.
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:
- Casual Entitlement Position - The position that is used to calculate payroll tax for paid entitlements.
- Rostered shifts - Shifts that are rostered after the end date of the existing position.
- Timesheets - Timesheets associated with the existing position that is dated after the end date.
Casual Entitlement Position
When ending or deleting a position that is selected as the casual entitlement position, you will need to select an operation and a new position for this.
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.
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.
Tip: The Employment History also shows a record of the Termination date and reason, this will be helpful as you may need to refer to it if you are to consider rehiring an employee in the future.
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.
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 fills in as a F&B Supervisor)
Please refer to our guide here for more information on adding and working with multiple positions.