In This Article:
- What is Employee Profile
- What are Positions
- How to Manage Employee Profile
- How to Edit Position Profile
- How to Transfer Position
- How to Change Employment
- How to View and Edit Employee Information - Link Article
- How to Terminate or Resign an Employee - Link article
What is Employee Profile
Each employee hired into your altHR account will have an Employee Profile - this is their employee database. This Profile includes their Employment Information such as position details and join date, as well as their personal, contact, compensation and identification details pertaining to the employee.
What are Positions?
Positions are the Job Title that each employee holds in the company. Vacant Positions must be created in each organisation for an employee to fill before being able to add a New Hire into your altHR Company Account. Admins are able to change an employees position within the company when needed - such as to move them to a different department or to hold a different title.
How to Manage Employment Information
Admins are able to Manage the Employment Information such as Editing the Position Profile or Moving the employee to a different position and/or different organisation (department or team etc). Personnel changes are common HR occurrences as employees move across departments and managers change. To begin, admins will have to identify which of the following type of change it is:
| Edit Position Profile | This is the process of editing the details of the Position this particular employee holds. This will not move the employee to a different position or organisation. Admins will be able to edit details such as the Functional Title (Job title), Job Band, Contract Type, Location of this position, as well as details tied the employee itself such as Employee ID, Manager and First Day of Work. |
| Change Employment | This refers to when an employee moves across the organisation into a new position. This can be due to a promotion or to fill a vacant position. Before changing employment, please ensure that the desired position exists in the system and is vacant. To create a vacant position, please read What are Positions? |
| Transfer Position | This is the movement of a role to other organisations with the employee maintaining their current Position Profile. The employee, along with the position, is moved to a different organisation. For example, a Senior Cosmetician in a central cosmetics outlet may be moved to a northern cosmetics outlet. The employee maintains all their position profile details such as job title, but will now be placed in a different organisation called Northern Outlet. |
To Edit Position Profile
1. On your admin dashboard, head to the left panel.
2. Click People > Employees.
3. Click on the Active Employees tab.
4. Search for the chosen employee.
5. On the right of the employee, click Actions > View Profile.
6. Click Employment Info.
7. On the right of the section, click Actions > Edit Position Profile.
8. Admins can now edit any of the following details:
- Employee ID
- Manager
- First Day of Work
- Confirmation Date
- Primary email
- Functional and Business Title
- Job Band Information
- Contract, Time and Shift Types
- Availability Date - The date that this position became available
- Employee Tags - Must first be created in People > Settings > App Settings > Employee Tags
- Office Location
- Any other attachments or descriptions to include
9. Select Confirm to save changes
To Transfer Position
1. On your admin dashboard, head to the left panel.
2. Click People > Employees.
3. Click on the Active Employees tab.
4. Search for the chosen employee.
5. On the right of the employee, click Actions > View Profile.
6. Click Employment Info.
7. On the right of the section, click Actions > Transfer Position.
8. Key in the employee's New Organisation to be transferred to.
9. Select the Reason for Transfer - Choose from Restructuring, Transfer or Promotion/Demotion
10. Select the Effective Date - The employee will be transferred on this date. This contributes to any leave
entitlement calculations that may change if the employee's entitlement is based on Organisation.
11. Select Transfer Position to confirm
Important note: If an employee is an organisation head, it is not possible to Transfer Position as their position is tied to the organisation. Please use Change Employment
To Change Employment:
1. On your admin dashboard, head to the left panel.
2. Click People > Employees.
3. Click on the Active Employees tab.
4. Search for the chosen employee.
5. On the right of the employee, click Actions > View Profile.
6. Click Employment Info.
7. On the right of the section, click Actions > Edit Position Profile.
8. Select the Organisation the employee will be moved to
9. Select the new Position the employee will fill - This must already be a vacant position created in the organisation
10. Select the Reason for Change - Choose from Restructuring, Transfer or Promotion/Demotion
11. Select the Effective Date - The employee will be transferred on this date. This contributes to any leave
entitlement calculations that may change if the employee's entitlement is based on Organisation
12. Confirm by clicking Change Employment.
To Further View and Edit the Employee's Profile, read here - How to Manage Employee Details in Employee Profile