An employment record holds current, past and/or future employment details. An employee may have multiple employments if they have ever left and re-joined the company. If someone leaves the company then you should end their employment, and if they ever re-join, you can simply reactivate their account.

Within an employment, an employee will hold at least one appointment. Appointments are a chronological record of someone's contractual history with your organisation. Whenever something significant changes within their contract, such as a change in job role or permanently moving site/venue, you should add a new appointment.

An employee is deemed active if they have an in-date employment, otherwise they're automatically marked as inactive.

👀 Find out more in our Spotlight Session 'Employment records - new & improved'.

Reasons to add a new appointment

  • An employee has been promoted or had a change of role

  • An employee has transferred to another site permanently (or for a prolonged period, such as maternity cover)

  • An employee's contractual terms have changed (such as minimum hours, or type of contract)

Use the Effective date of an appointment to record changes ahead of them happening. If someone is moving site, for example, Rotaready will ensure the employee appears on the new site's rota as of the start date, even if that date hasn't yet elapsed.

How to use appointments

  • Find an employee's profile

  • Click on the Employment tab

Appointments can be recorded at the bottom of the page!

❗️ Any change you make to an appointment is validated automatically against data within the platform, such as shifts, attendance records and absence records. You may be constrained in what you can do, as Rotaready ensures the referential integrity of your data.

Adding a new appointment

Click New appointment within the Appointments section. Be sure to complete the form diligently as most of the fields have an impact on how Rotaready behaves for the employee.

Amending an appointment

We don't recommend changing an appointment unless you've made a mistake. Instead you should add a new appointment and set the effective date to when the change applies. It's ok if this date is in the past or in the future, Rotaready will know what to do. 

If you need to edit an appointment, just click on the Effective date of the corresponding appointment.

Deleting an appointment

⚠️ If an employee is leaving the company, you should end their employment.

For the same reasons as why we don't recommend editing appointments, we would encourage you not to delete an employment or appointment either. It's good to keep a historical record of someone's employment. However, if you made a mistake or created a new employment or appointment in error, you can delete it.

  • To delete an employment click Options and Delete employment

  • To delete an appointment, click the Effective date of the corresponding appointment and scroll down to Delete

Please note that deleting an employment or appointment is an irreversible change and cannot be undone.

Setting default cost streams

If an employee is salaried, their default cost streams determine how to apportion their salary to cost streams on days when they aren't working a shift.

Learn more about cost streams.

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