Employment details on an employee profile
Use this to change an employee's job details: hire date, employee ID, employment type, position, department, branch, subsidiary, cost centre, probation, notice period, contract expiry, leave dates and groups. It also covers recording a promotion or transfer with an effective date, scheduling one for later, and the other cards on the tab: disciplinary actions, company policies, assets and onboarding. These details feed leave, payroll, approvals, automations and reports, so a wrong one has consequences well beyond the profile.
Where: the employee's profile › Employment
You need:
- The Employment right to see the tab, and edit on it to change job details, assets and onboarding
- The Future Profile Changes right to schedule a change for later
- Confidential document access to see or log disciplinary actions
How to change someone's job details
- Open the employee's profile on the Employment tab.
- On the Job details card, select Edit. Edit Job Details opens with each field's Current Value and a New Value box.
- Change what you need. Fields with a tick are recorded in Lifecycle.
- Under Lifecycle, enter the Effective Date: the day the change took effect.
- Under Description, give the reason, for example "Promoted after annual review".
- Select Save. On your own profile the button is Request, and the change goes to your approvers.
⚠️ Without an Effective Date, the change saves but no Lifecycle record is made, so the history has a gap. Always enter one for a promotion, transfer or contract change.
How to schedule a promotion or transfer for a later date
- On the Job details card, find Promotion, transfer or pay rise coming up? and select Schedule a Change.
- Choose what changes: Position, Department, Branch, Manager, Approvers or Basic Wage.
- Set the new values and the date, then save.
KAMI applies the change automatically on that date, and the profile shows a banner until then. You can edit or cancel it before the date. You can also do this from Edit Job Details by entering a future Effective Date: the changed fields are held back until that date.
How to record an asset issued to an employee
- On the Assets card, select Edit.
- Select Add Asset.
- Enter the Asset Description, its Value and any Remarks, and choose a Status: Issued, Returned, Broken, Missing or Written off.
- Select Save.
When they leave, set each asset to Returned or Missing, so the offboarding handover has a record.
How to relaunch someone's onboarding
- On the Onboarding card, select Relaunch onboarding. It appears once their onboarding is completed.
- Select OK.
Their checklist progress is reset and the onboarding checklist appears for them again. See Onboarding Wizard.
Job details: what each field does
| Field | What it feeds |
|---|---|
| Hire Date | Shown on the profile header. Tax start date defaults to it. Probation counts from it |
| Employee ID | Your reference for the person, used by imports to find them. Unique in your company. Blank gives a system ID |
| Employment Type | Chosen from your country's list. Profile Automations can match on it |
| Email (Company Email) | Their login. It must not belong to anyone else |
| Office Phone | A work number |
| Position, Department, Subsidiary | Reporting, access rights and approval matrices. Changing them can run Profile Automations, which may change role, approvers, schedule and payroll settings |
| Branch | Their timezone and the branch minimum wage. Blank means your primary branch |
| Cost Centre | Cost reporting and payroll allocation |
| Probation Period (days) | Leave types with a probation block show no balance until it ends. 1 to 1,825 days |
| Notice Period (days) | Kept for your records, exports and workflow automation messages |
| Contract Expiry Date | The Key Dates report, so you see contracts about to end |
| Leave Policy Start Date | Years of service for leave are counted from this date. Usually the hire date |
| Leave Policy Automation Date | Leave starts accruing from this date |
| Termination Date | Read-only here. Set or change it in Offboarding › Separation reason & dates |
| Record Created | When the profile was added |
| Groups | Group membership, used by automations, access rights and reports. Groups assigned by a rule cannot be removed here |
Your own job-details custom fields appear on the card too. See Custom fields.
The other cards
| Card | What it does |
|---|---|
| Lifecycle | A pointer to the Lifecycle tab, which now holds employment history. Select Open Lifecycle |
| Disciplinary Actions | Each action's Discipline Type, Warning level, Offense level, Start Date and End Date. Add Action logs one. See Logging and managing disciplinary actions |
| Company Policies | Each policy issued to the employee, its Version, Status and Acknowledged On date. Only the employee can acknowledge, on their own profile. See Policy Center |
| Assets | Equipment issued to them, as above |
| Onboarding | Whether their onboarding is in progress or completed, and when |
| Invoice Lateral Movements, Invoice Block Leaves | For companies that invoice clients. See Invoice block leave |
What Happens Next
- A saved change applies at once and appears on the Audit tab.
- With an Effective Date today or earlier, the ticked fields get a Lifecycle record with your description.
- With a future Effective Date, those fields change on that date, not now.
- A new position, department, subsidiary or employment type can trigger Profile Automations straight away.
- Payslips already calculated keep the old details until recalculated.
Tips
- Enter an effective date on every real job change. Lifecycle is only as good as the dates in it.
- Schedule promotions instead of waiting for the day. It removes the risk of forgetting, and approvers and pay move together.
- Check Leave Policy Start Date for rehires and transfers in. It decides their years of service.
- Set probation before their first leave request, or probation-blocked leave is available from day one.
- Move departments carefully. One change can move their role, approvers and schedule.
Troubleshooting / FAQ
Q: There is no Edit button on Job details. You can read but not edit employment details for this person.
Q: I changed their position but nothing appears on the Lifecycle tab. You saved without an Effective Date. Edit again with the date, or add the record on the Lifecycle tab.
Q: I cannot change the Termination Date. It is set in Offboarding › Separation reason & dates, with the separation type.
Q: A group cannot be removed. A group rule added them. Change their placement, or the group's rules.
Q: It says the effective date clashes with a scheduled change. A future change for that field is already booked for that date. Edit or cancel it first.