Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR classic plans: Free, Standard, Premium, Platinum
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
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
- 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
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 Details tab.
- Click the Edit button.
- Edit the following fields:
-
Employing entity
Helpful Hint
Here, you can assign your employees to an employing entity. To learn how to create a new entity, refer to this article.
- Employee code
-
Location
Helpful Hint
Here, you can assign the employee's primary work location. To learn how to create new work locations, refer to this article.
- Primary cost centre
-
Additional cost centres
Important
To use the Primary cost centre and Additional cost centre fields, you will require a connection to Employment Hero Payroll.
Additional cost centres allow an employee to access a location that is not their primary cost centre. For example, when submitting a timesheet, it provides the employee with their primary and additional cost centre.
- Employment type
-
Job title
Important
To edit Employment type and Job title, go to the employee's Employment history tab. To read more about the Employment History feature, refer to this article.
-
Primary manager
Important
If Employment Hero is showing the same employee multiple times in the drop-down, this means there are duplicate employees on Employment Hero. To learn how to correct this error, refer to this article.
- Secondary manager
- Start date
- System access date
- Termination date
- Notice period during probation
- Notice period after probation
- Probation length
- Probation end date
- Company email
- Company mobile
- Company landline
-
Teams
-
- Click the Save button.
Here you can choose to bulk-upload employee information using an Employment Hero CSV template.
- Log into 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.
- 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 Details tab.
- 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.
To remove a team, just follow these steps in the Employee File screen:
- Select the People menu
- Select the People List submenu.
- Select the employee who needs their team details edited
- In the Employment Records tab, click the Employment Details tab.
- Click the Edit button.
- Click on the Teams (Optional) dropdown.
-
Click the team you want to remove.
Helpful Hint
You will see that the team you have just clicked has been deselected.
- After that, click the Save button.
Further information
Below is a list of the details you can change for an employee within their Employment Details section:
- Employing entity
- Employee code
- Location
- Primary cost centre
- Additional cost centre
- Employment type
- Primary manager
- Secondary manager
- Start date
- System access date
- Termination date
- Notice period during probation
- Notice period after probation
- Length of probation
- Company email
- Company mobile
- Company landline
- Teams