Employment records
Find a person, read their record, change their job details, and keep a dated timeline of hires, transfers, renewals and exits.
On this page
Each employee has one record that answers the everyday questions: can they work today, are their documents in order, what is coming up, and what has changed. Changes to the job itself are kept as dated events on a timeline, so you can always see what was true on any date.
Admin can change the shared lists of designations, departments and types (a custom role needs workspace.manage). End employment needs people.manage, which Admin and HR hold, and pay figures show only to roles with salary.view.
Find someone
Go to Staff and choose Employees. The counters above the list are also its filters:
| Counter | Who it shows |
|---|---|
| Everyone | All employees. |
| Can work today | Nothing stops them being rostered. |
| Documents due or overdue | A document is about to expire or has expired. |
| Can't be rostered | A document their role needs has expired. |
| Salary not set up | No salary yet, so payroll cannot include them. Shown only with salary.view. |
Search by name or employee code, or filter by Site, Designation, Department or Status. Export this list downloads the list as it is filtered. Choose a name for a quick look at the person, or the row to open their record.
Read a record
The heading shows whether the person Can work, Can't be rostered or is On leave today. Below it are four facts: their documents, this week's hours, their annual leave left, and their salary (or the Hire date for roles that cannot see pay).
The Overview shows what is coming up, the documents they hold against what their role needs, recent changes and their contact details. The other tabs hold the rest: Documents, Availability and placements, Leave, Pay, Journeys, Assets held, Timeline, App access and, for UAE nationals, Emiratisation. Some tabs show only to roles allowed to see them.
From the top of the record you can Message the person, Request leave for them, choose Edit details, or open More actions.
Change job details
- On the record, choose Edit details.
- Change what you need on the Person, Contact, Contract or Preferences tab. The Contract tab holds the Designation, Department, Hire date, Status and Employment type.
- Choose Save changes.
The salary is not changed here. Salary changes are added from a date on the Pay tab, so payroll that has already run keeps its numbers. See Salary setup.
Record an employment event
The Timeline tab is the person's employment history: hire, probation confirmed, transfer, salary revision, contract renewal, exit, and any event types you add.
- Open the Timeline tab and choose Record event.
- Choose the Event and the Effective on date. Backdating is normal: payroll and eligibility read the timeline as it stood on each date.
- For an exit, choose the Exit reason. Add Notes if useful.
- Choose Create.
Events are never edited. Only the newest event can be deleted, to fix a slip; after that, record a new event to correct the history.
The lists behind the record
Go to Lists & catalogs to change the choices the record uses. They are shared by every company in your workspace:
- Designations: job titles, and under Required credentials the documents everyone in that job must hold. Each document says whether an expired one Blocks work, so the person cannot be rostered, or only Warns.
- Departments: where people sit, for reports and payroll.
- Employment types: full-time, part-time and others. Turn on Has contracted hours when the type promises hours.
- Employment event types: what can appear on the timeline.
Built-in entries are marked System and stay. Any other entry can be retired with Stop using: it stays on every old record but leaves new choices, and Use again brings it back. See Lists.