How to edit employee employment details – Employment Hero Canada

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Available for the following User Access level: Admin

The Employment Details feature within the Employee File module, lets you update details like assigned team, start date, location, and more. You can also make these changes individually or in bulk if there are multiple employee records needing to be updated. If the Company Email field is not populated in the employee's HR File and an email is triggered to the company email, the message will instead be sent to their account email.

Interactive learning

Change an employee's employment details

Bulk-update employee files via CSV template

Bulk update an employee's manager via CSV

Helpful Hint

In step 3 below, select the Update Employee Employment Details CSV template and update the primary manager in column N and secondary manager in column O.

Viewing data

View an employee's permission settings

Log into Employment Hero.
Click the People option on the left-hand side menu.
Click the People list option.
Select the employee whose details you need to update.
In the Employment Records tab, click the View More option.
Click on Access and Permissions.
Here you will see the access and permissions of the employee. Please note that this is view-only and you cannot change the permissions here. You will need to go to Settings > Security & Access Control > Permissions to update. See this article for full details.

Editing data

Edit employment details

Below are the steps to change an employee's employment details, including things like job title, manager, start date, company email, company mobile etc.

Log into Employment Hero.
Click the People option on the left-hand side menu.
Click the People list option.
Select the employee whose details you need to update.
In the Employment Records tab, click the Employment History option.
Click the Edit button.
Edit the following fields:
- Employing entity
- Employee code
- Location
- Primary cost centre
- Additional cost centres
- Employment type
- Job title: If the Job title you are about to assign does not appear on the available drop down, you can manually type it in on the Job title field and it will save as usual.
- Primary manager
- Secondary manager
- Start date
- System access date
- Termination date
- Notice period during probation
- Notice period after probation
- Probation length
- Probation end date
  
  Helpful Hint: Why is the probation end date a day early?
  
  Employment Hero uses inclusive counting. Because the employee's first day of work is counted as Day 1, the probation period completes at the end of the day prior to their 6-month anniversary.
  
  Example: If the Start Date is 20 May, the Last Day of Probation will be 19 November, and Permanent Status starts on 20 November. This ensures the probation lasts exactly the number of months specified.
- Company email
- Company mobile
- Company landline
- Groups
Click the Save button.

Edit employment details in bulk

Here you can choose to bulk-upload employee information using an Employment Hero CSV template.

Log in to Employment Hero.
Click the People option on the left-hand side menu.
Click on the Import Employees option.
Select the Update Employee Employment Details Template option.
When you download the CSV template, choose whether you want the CSV template to contain the existing employee information within it.
When you download the CSV template, choose whether you want the CSV template to contain employee information for terminated employees.
Click on the Download button.
Add your employee information to the CSV template.
Either drag and drop your file or click the Upload Box and select your file.
Click Yes on the import file popup box.
Next, map your data by ensuring that your CSV template columns match with the correct Employment Hero fields.
Click the Continue button.
Your employee fields will now be updated. Click on Go to Employees Page to view the updated employee files.

Edit an employee's start date

Select the People menu
Select the People list submenu.
Select the employee that needs ‌their start date edited.
In the Employment Records tab, click the Employment History option.
Click the Edit button.
Click the Start Date box, then use the date selector to enter the employee's start date.
Click the Save button.

Important

If you edit an employee's start date, you must also add a System Access Date, so that the incoming employee can gain restricted access to their Employment Hero profile prior to their start date. A System Access Date is a mandatory field. To find out how to add a System Access Date for an incoming employee, click on this article.

Further information

What you can change in the Employment Details section

Below is a list of the details you can change for an employee within their Employment Details section:

Employing entity/Employee code/Location
Primary and Additional cost centres
Primary and Secondary managers
Start date/System access date/Termination date
Notice period during and after probation
Probation length and end date: To ensure the probation period lasts exactly the number of months specified, the platform counts the first day of work as Day 1. This means the end date will appear as one day before the month's anniversary.
Company email/mobile/landline/job title: If a job title does not appear in the dropdown menu, you can manually type the title into the field and save the record.
Groups.