This article explains how to update an employee's employment information using effective-dated records. You can update employment details, compensation, company structure, departments, and position while maintaining a complete history of changes. If you need to manage employee employment status, see Terminate, Archive, or Rehire an Employee.
Note: Whether a field is required depends on your organization's Group Structure Configuration. Required fields are marked with a red asterisk (*) when you add or update employment information. For more information, see Configure Group Structure.
Table of contents
Employment History
The Employment tab maintains a complete history of employee information using effective-dated records. Supported employment sections include History for reviewing records and Add entry for creating new records.
Add entry creates a new historical record.
History lets you review previous records and edit existing history entries.
Review Employment History
Go to Employees > Employee List.
Select the employee.
Select the Employment tab.
Select History for the employment section you want to review.
Review previous effective-dated records.
Select the Edit icon to correct an existing history record.
Select Save.
Add Entry vs. History
Use Add entry | Use History |
|---|---|
Create a new effective-dated record. | Review or correct an existing record. |
Record a change that occurred on a different effective date. | Correct information already saved. |
Can replace future records. | Does not create a new history record. |
Important: Employment history is maintained chronologically using effective dates. If another record already exists for the same effective date, you may be prompted to select a different effective date or replace future records.
Update Employment Details
Go to Employees > Employee List.
Select the employee.
Select the Employment tab.
In the Employment details card, select Add entry.
Select an Effective date.
Optional: Select Override future entries after this date if you want the new record to replace future records scheduled after the selected effective date.
Update the applicable fields:
Job titles
Worker type
Time status
Select Save.
Update Compensation
In the Compensation card, select Add entry.
Select an Effective date.
Optional: Select Override future entries after this date if you want the new record to replace future records scheduled after the selected effective date.
Update the applicable fields:
Pay period frequency
Pay type
Overtime status
Pay rate
Change reason
Select Save.
Update Company Structure
In the Company Structure card, select Add entry.
Select a Started at date.
Select a Location.
Select Save.
Update Departments
In the Departments card, select Add entry.
Select a Started at date.
Select a Department.
Select Save.
Update Position
In the Positions card, select Add entry.
Select a Started at date.
Select a Position.
Select Save.
