People records

An employee’s record anchors the suite. HR Business Partner keeps the employee ID, name, work email, hire date, employment type and status alongside the position, department, location and manager. Payroll Admin reads the same person and the assigned payroll calendar before preparing a pay run. This shared reference matters when a worker changes team: the person remains the same while the employment event records what changed and when.

Position records describe seats in the organization. A position names a job title, department, location, pay grade and reporting position. Its status distinguishes a planned seat from an open, filled, frozen or retired one. A department has a code, optional parent and cost center. Locations carry country and tax jurisdiction. Agree these references before importing employees so later payroll and recruiting records point to the intended organization.

• Organization. Department, position and job title records provide the structure used by the employee register and requisitions.
• Person. Each employee has one ID and references to their current position, manager, location, pay grade and payroll calendar.
• History. Employment events record hires, promotions, transfers, pay changes, manager changes, leave of absence and separation dates.

Choose the legal entity, country and currency for each employee, then assign the correct payroll calendar. Agree who may change base salary or pay grade and who reviews those changes. National identifiers and dates of birth deserve restricted access. HR Business Partner should check the role grants before opening the employee detail page to a wider audience.

For example, an employee transfers from one department to another. HR Business Partner checks the destination position and manager, records a Transfer event with its effective date, then updates the employee’s current references. The event preserves the prior and new position. Payroll Admin can see the current calendar and salary before the next run. If the move also changes pay, record the compensation change as its own event with the old and new salary.

Take one transferred worker through the register, position and employment history. Confirm the current department and manager are visible in the employee detail while the event still carries the effective date and prior position. Then open the worker’s next timesheet and pay statement through the same employee reference. A mismatch here will follow the worker through leave approvals and payroll, so resolve it before using the period for live pay.

• Active employees — The current workforce with each person’s department, position, manager and pay calendar.
• Open positions — Seats available for a requisition, with their location and pay grade.

See hiring to employee and employee change.