The role history screen lets you manage the employee’s current role within the organisation; it also allows the termination of an employee’s employment and the ability to view previous roles.

Creating New Role

To add a Role, from the Role History screen, click on the “Edit” button and then “Begin New Role” button. Note: If this is the employee’s first role, then the screen will already be in the “Add” mode so just fill in the necessary information as described below

  • Job Title: This is the job title for the current role, select the relevant title from the list
  • Employment Status: This is the employee’s employment status i.e. Permanent, Contract etc. Select the relevant status from the list
  • Job Category: This is the category under which the current role is grouped i.e. Managers, Executives, Senior Executives, Directors etc. Select the relevant category from the list
  • Work Shift: This is the employee’s current work shift i.e. Full time, Part time etc. Select the relevant work shift from the list
  • Department: This is the department for the current role, select the relevant department from the list
  • Unit: This is the sub-department for the current role, select the relevant unit from the list
  • Location: This is the company location / branch where this role is located, select the relevant location from the list
  • Start date: This is the commencement date for the role
  • End Date: This is the end date for the role. Note: The system will automatically terminate the employee’s appointment on the end date selected if this role is the current role. You should leave this field blank if the role is current and the end date is not pre-determined.
  • Comments: Any relevant comment
  • Save Button: Click to save the Role History
Editing Role

To edit a Role entry, navigate to this screen by clicking Role History on the side navigation panel. Click the edit button and change the information as required (See Creating Roles). When done, click the “Save” button to save changes or the “Cancel” button to discard changes.

Deleting Role History

To delete a Role history, navigate to this screen by clicking Role History on the side navigation panel. Select the checkbox beside the Role(s) you want to delete and the click the “Delete” button.

Viewing a previous role

In the Role History section, click on the job title of the role you are interested in to view its details, click the Close button when done to reload the current role.

Terminating an Employee

There are a number of reasons why an employee’s employment may be terminated i.e. retirement, dismissal, contract expiration etc. To terminate an employee’s employment, follow the steps below

  • From the Role History screen, click on the Terminate Employee button
  • Select the termination reason from the drop down list in the ensuing screen
  • Enter the termination date
  • Enter any relevant comment
  • Click “Confirm Termination” button to confirm otherwise click the “Cancel” button

Note: It is still possible to update information for a terminated employee, but they will no longer show up on employee related screens with the exception of ones which specifically allow the viewing of past employees. You need to disable the login for terminated employees (See Users) otherwise they will still be able to login to the system.

Re-Activating an Employee

If a previously terminated employee re-joins the organisation, just click on the Re-Activate Employee button from the Role History screen. The employee should now be re-activated, make any changes to the employee role and click the “Save” button. Note: You need to enable the login (create a login) for the re-activated employee otherwise they will be unable to login to the system.

Contract extensions, promotion and job modification notifications

Depending on the change made to the employee role, the system may give you the option to automatically send relevant notifications to relevant employees regarding the changes made.