Log an employment change
When something significant changes for an employee (promotion, role transfer, hours change, salary adjustment, manager change), use the employment change form rather than editing fields directly. The form fires the right workflow, generates the right paperwork, and keeps a proper audit trail.
Open the change form
Two ways:
- From the employee profile, Log change in the footer.
- Sidebar then Employees, find the employee, Log change on their row.
Pick a change type
The form opens with options:
- Promotion (new title, often new salary)
- Lateral transfer (new role, same level)
- Department transfer (same role, different team)
- Manager change
- Salary change (no role change)
- Hours change (full time to part time, vice versa)
- Employment type change (casual to permanent)
- Custom variation (anything else)
Picking the type changes which fields show.
Fill in the change
Standard fields:
- Effective date. When the change takes effect.
- Reason. Why the change is happening (annual review, headcount re org, performance recognition, etc.).
- Approved by. Who has authorised the change.
- Notes. Free text for context.
Type specific fields:
- Promotion: new job title, new pay, new manager (if changing).
- Hours change: new weekly hours, new work pattern.
- Employment type change: new type, casual loading adjustment, leave conversion.
Generate paperwork
Tick Generate variation letter to have the document generator draft a letter confirming the change for the employee. The letter goes through the standard finalise and send flow.
For a major change (promotion, employment type change), tick Generate new contract to draft a fresh contract reflecting the new terms.
Approval routing
Some change types route to additional approvers:
- Salary changes above a threshold go to senior leadership.
- Employment type changes go to HR for compliance check.
- Manager changes notify both old and new managers.
Set the routing under Settings then Change form approvals.
What fires automatically
Saving an approved change fires the Employment change workflow:
- Updates the employee record on the effective date
- Generates and sends the variation letter (if ticked)
- Updates leave balances if hours or employment type changed
- Notifies managers, payroll, and IT (if access changes are needed)
- Logs the change in the audit trail
Future dated changes
You can log a change with a future effective date. The platform holds the change in Pending state until the effective date, then applies it automatically. Useful for promotions announced now but effective the start of next month.