Changing or editing an employees casual position

Editing a casual position 

Changing from a casual to permanent?

Or casual to a casual position?

Editing an existing casual position is simple and easy! When using the edit icon to make changes your platform will make small changes (such as updating a employee location) with ease and for complex changes such as changing a position or adjusting a pay rate, your platform will automatically create a new position for you once the change has been made.

  1. Make small changes- This will make changes to the existing position, and you will not need to select a new position start date.
    • Examples of small changes include adding or removing a location, adding a custom title to display on the payslip, selecting cost codes.
  2. Make more significant changes- The platform will prompt you to select a new position start date and the old position will move into the Employment History tab.
    • Examples of more significant changes include choosing a new position and increasing the pay rate above Award.

This guide will focus on making updates for Casual positions including how you can:

  • Easily make edits to existing positions.
  • Examples of scenarios where the existing employee has entitlements (such as casual long service leave) or future shifts scheduled and how to resolve the changes.
  • How employment history is linked with position history.
  • Adding a new position including setting up employee profiles with multiple positions for example for junior workers or apprentices.

For information on changing a position from a permanent (F/T, P/T or Salaried) employee, please click here.

Editing an existing employee position

To edit an existing position:

  1. Navigate to the employee's profile by searching for the employee or via Approved people > select the employee. This opens up the employee profile.
  2. Select the employee card icon and then the employment type tab. This is where you can see the employee's position/s, pay rates and any entitlements e.g., casual long service leave.
  3. Click on the pencil icon to edit the existing position.

  4. A reminder message will appear to let you know that if you have existing future shifts and you make a change that you will need to action how you would like the system to manage this in the review step. Click continue. 
  5. Make the relevant edits.
    • You can use edit position to change or update:
      • Adding or removing locations where the employee can work (this impacts which rosters they will display on).
        • Please note that position history located in employment history will update to show the change in locations.
      • Updating the employee's position within the Award e.g., change in levels.
      • Updating the employee's pay rate for example to pay above Award.
        • Please note that in both above scenarios, you will be prompted to choose a new position date (date from which the new position or rate is effective from). Also the position history located in employment history will update to show the change in level or pay rate.
      • Adding a custom label to an employee's position (i.e., Head chef #1) this label will only update the position that displays on the employee's payslip.
      • Ending a previous position.
        • The previous position will always be able to be viewed in the Employment History button, located above the current position.
      • Example before edits are made.

      • After edits. Changes made: new location added, new position selected, pay rate above award, prompted for new start date for changes. 

  6. Click on Continue and then Review the changes. And Save. The existing position is now updated.

     

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Review issues to resolve:

Examples of issues that may arise include:

  • That there are existing entitlements attached to the employee's existing position.
  • The employee has upcoming future shifts assigned to their existing position.

Please see our position changes when an employee has future shifts scheduled section below.

 

Making position changes when there are entitlements or future shifts scheduled

When an employee has an existing entitlement and position and you edit that position, you'll be prompted for how you would like to manage the changes to the entitlement e.g. casual long service leave.

Below is an example of Monica's casual long service leave entitlement.

Below is an example of Monica's upcoming shifts from the roster.

How to resolve issues shown in the Review tab:

You are ending a position that has entitlements attached

In Monica's example her existing role is attached to casual long service leave. 

  1. To resolve, you'll need to choose a new casual position to attach the entitlement to. In this case it is the new position- Great Service Attendant 2, and we reconfirm the location.

An existing position has future upcoming positions that have the old position e.g. Kitchen hand.

Select an Action from the drop down for example: 

  1. Delete the shift- this will delete the shift from the Roster.
  2. Keep the shift assigned to the current position and update position details- this will update the roster shift to the employee's new position. On the roster it will now say the new position for the shifts scheduled.
    • If you select this option, you also need to choose the relevant position group from the drop down.
  3. Or Remove employee and leave the shift unfilled- this will display as a red error shift indicating to the roster manager that they need to choose a new person to fill this shift.

In our example below for Monica we've selected to keep the shift assigned but update to the new position (option 2 from above).

Monica's position has now been updated.

  • You can now see that the Casual entitlement is now linked to the new position.
Position changes and employment history

When you make changes to the employee's position history these are reflected in the employment history.

For example we can see for Monica, that her updated role is displayed as well as the location and pay rate under a new line.

Example where Monica had changes to her position or pay rate and we had to choose a new position effective date (when the change applies from, this is reflected in a new line).

Not every change will create a new line in the Employment history. In the example below Monica's position as added to also include Brisbane City as a location (no other changes).

And this change simply updated the existing entry.

Example below where Monica's new position of Waiter was edited once more, and a new location Brisbane city was entered.

Adding multiple casual positions

If an employee works multiple casual positions, you will be able to set this up using Add New Position button. See our guide here for more information.

 

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