People records

The employee register gives HR Business Partners a place to keep a worker’s position, department, location, manager and payroll calendar together. A position identifies the seat in the organization; its job title, pay grade and reporting position give the hiring team context before a person fills it. Departments can name a parent and a head. Locations identify where work is based. The Employees page brings workforce distribution, one employee’s details and a filtered register into the same working area.

A change of manager or position belongs in employment history with an effective date. For a transfer, the HR Business Partner checks the departing position and manager, the receiving position and manager, and the reason before updating the employee record. This makes the current register useful without losing the dated change that explains how the employee arrived there. A compensation change can also carry the previous and new salary in the history record.

• Set the structure. Admin maintains departments, locations, job titles and pay grades; HR Business Partner maintains positions before assigning employees to them.
• Keep the current record. The employee row holds current status, employment type, entity, country, manager and payroll calendar.
• Record the change. Employment history holds the event, effective date, previous and new references, reason and recorder.

Decide who may change an employee’s department, manager and salary, and who checks the corresponding history entry. Align position codes with the hiring team’s requisitions. Agree how legal entities, countries and currencies are represented for workers whose payroll calendar differs from their location. For a pilot, choose a small group whose employee, position and manager references can be checked by HR and payroll together.

The HR Business Partner should also decide when an employee is marked on leave, terminated or rehireable. A current status must describe the person now; a dated history entry explains the event. Payroll Admin needs read access to the resulting employee assignment before preparing a run, while the employee’s own view of pay and benefits remains read only.

Take an employee who moves from one department to another under a new manager. Confirm that the receiving position is the right seat, write the dated transfer in employment history, then update the current employee references. Compare the current register with the history event. Ask Payroll Admin to check the employee’s payroll calendar before the next run. If the transfer also changes compensation, record the prior and new amounts in the same dated event and have the appropriate owner review it before use.

• Active employee register — Current workers with their department, position, manager and hire date.
• Open requisitions — Seats being recruited against the same position structure.
• Reviews in progress — Development records linked back to the worker.

Follow hire to pay for the move from a position to payroll. Employee change covers a dated transfer or compensation change.