Adding, changing or updating a casual position
To make changes, you'll either need to Edit the position or Add a new position. For information on changing a position for a permanent (F/T, P/T or Salaried) employee, please read here.
In most cases a casual employee will be changing positions for one of the following reasons:
- Changing roles
- Changing to a new level under the Award
- Changing to a new level under the Award as the result of a birthday (juniors)
To make these changes in most cases you will be Adding a new position to the Employee's card. In a few cases you may be able to Edit the current position to make very minor changes (see below).
Add New Position:
You will need to add a new position (even if the position hasn't changed) to:
- Pay the Employee under a new level in an Award.
- 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).
You are able to use the Edit icon on a position to make very minor changes to an existing position only. Edit will allow you to:
- Add an extra location that an employee can work at (keeping the existing location).
- Edit a custom label (ie. Custom label of 'Chef' as opposed to 'Level 3- Chef').
- Add an end date to a previous position.
The article below outlines the key steps on changing a position for one of the casuals in your business.
There are scenarios where a casual employee's position will be changing as a result of:
- The Employee's rate of pay needs to change as a result of a new level in an Award.
- They are changing to a new role.
- A birthday for a junior casual which sees them move to a new level under and Award.
For all of the above scenarios you'll need to do 2 things in order for this change to take place seamlessly.
- Create the Employee's new position using Add New Position.
- Then, end the previous position if it is no longer needed.
Adding a new position
Let's begin by setting up the new position,
- In the Employee overview, select the Employee Card icon > Employment type.
- Select +Add New Position.
- Enter the Employment type (casual, full-time or part- time). Then Continue.
- Select the new Position from the drop down box, this will auto-populate the rate.
- Add a Cost code where applicable.
- Position Start date for this change to take effect. You can optionally add a position end date as well.
- Click Add and Review once all position details have been updated.
- If you are happy with the changes made, select Continue.
A review screen will allow you to see any future shifts that the employee has, and it will ask you what you would like to do with future shifts.
Ending the previous position
In the case the previous position won't be used, for example the employee has had a promotion or has moved to a new level due to age. It is best practice to end the previous position if it won't continue to be used.
To do so:
- In Employee card > Employment Type, select the pencil Edit icon on the position you would like to end.
- Apply the appropriate end date. Ideally the day before the start date of the new position.
- Select continue.
- A review screen will allow you to see any future shifts that the employee has, and it will ask you what you would like to do with future shifts.
There are a few reasons when an existing position can be altered using the edit button. These are all very minor changes. As a rule of thumb, if the employee's rate of pay, position or primary location are to be changed, please use Add New Position.
You can use the edit position to change or update:
- Adding an additional location that employee can be rostered at.
- Adding a custom label to an employee's position (ie. Head chef #1)
- Ending a previous position (as mentioned above).
The previous position will always be able to be viewed in the Employment History button, located above the current position.
If an employee works multiple casual positions, you will be able to set this up using +Add Additional Position.
Use this scenario when the employee will be working between differing casual positions, such as a casual waiter (Great Service Attendant L2) and a casual kitchen hand (Good Food Attendant L1).
- Select Add Additional Position to add in the position details, complete all other relevant details.