Casual positions - Change, edit, or delete

A casual position can be introduced at any time and can start at any point during a pay period, unlike permanent and salaried roles. 

Some things to note with casual positions:

• There is no limit on the number of positions assigned to a casual employee
• Similar to part-time and full-time staff, casual workers are paid based on their worked hours and their approved shifts
• Casual positions can commence at any time during the pay period
• After creating a new position, you should edit the existing position and add an end date to it, as this is not automatic
• Upcoming positions are visible under the employee's existing position

  For more information on adding new casual positions for employees, please see our guide here. 

As mentioned above, employees can have multiple casual positions linked to their profile and work at different locations or on various rosters. There is no limit on the number of positions a casual employee can be assigned to. 

Some use cases of why employees may have multiple casual positions include:

• Positions with different pay rates can be helpful when an employee performs a particular task or engages in higher duties, e.g., having a Level 2 position for regular work and a Level 3 when they engage in higher duties
• If you work with younger employees, e.g., those under 18, you can assign all their position levels when they start with your business, which can help ensure smoother transitions when they age up
• Time-based level increases, e.g., moving to a level 2 position from a level 1 position after 6 months of employment

  For more information on adding and working with multiple positions, please refer to the 'Adding and working with multiple casual positions' section below. 

Sometimes, you may need to edit an employee's existing position/s. This could be due to a mistake in their pay rate, cost code, or an update or addition of locations.

 Hot tip: If you'd like to apply additional locations to your employee positions in bulk, please take a look at our Locations guide for instructions.

To edit an existing position:

1. On the Employee Profile, select Employee Card > Employment Type. This is where you can see the employee's positions, pay rates, and any entitlements.

2. Select the pencil icon to edit the existing position.

   

3. Edit the position details to suit your requirements. You can update the following position details: 
   • Locations - The locations set on the position determine which rosters an employee can work on. You'll be able to read more about Locations and their uses here. 
   • Custom Position Title - This title is displayed on the employee's payslip. 
   • Rate - The base rate for the position. You are unable to edit this value below the award rate. 
   • Cost Code/Purchase Order - Used for costing and invoicing purposes. You can read more about cost codes here. 
   • Position Start Date - The date the position is effective from. This determines when an employee can be rostered for this position. 
   • Position End Date - The date the position ends. This field is useful when setting up future changes in positions (e.g. ending a junior 16-year position & starting a junior 17-year position the next day). 

4. Select Next, which will take you to the Review stage.

   

5. If there are no issues, select Continue, and your position will be updated. Please read the section below for information on how to handle any issues at the Review stage.

There are many cases where you may need to change an employee's position. Some common examples include:

• Changing to the relevant junior position (e.g. 16 yrs > 17 yrs)
• Changing levels for the same position (e.g. F&B attendant level 1 > F&B attendant level 2)
• Changing roles or receiving a promotion (e.g. F&B attendant level 3 > F&B Supervisor)

  Please note: If you're changing a few details but the position is remaining the same, editing the existing position will be the easiest process. This includes increasing rates of pay for the same role. Please refer to the above accordion for details on editing an existing position. 

To change positions:

1. Navigate to the Employee Profile > Employee Card > Employment Type. 
2. Select Add New Position and fill in the details of the new position. Refer to this article for more detailed information about adding new positions.
3. After the new position has been added, you can edit your existing position by selecting the pencil icon. 
4. Add a Position End Date.
   
     Hot tip: The date of this should be the day before the Position Start Date of your new position. 
5. Select Continue.
6. If there are shifts or unprocessed timesheets after the position end date, these can be actioned on the position review menu. Refer to the 'Managing issues on the position review menu' section below for more information. 

  Hot tip: You can set start & end dates for positions well in advance. This is particularly useful for junior positions, as the new position will always start on the employee's birthday. 

In the example below, we're adding a new position for Roxanne at the next level, effective on her birthday, which is February 19th. The casual entitlement position is updated to the newly created position. The newly created position will commence automatically on February 19th, while the existing position will end.

If necessary, positions can be deleted from the profile. The only instance where a position should be deleted (instead of ended via an end date) is if it was assigned in error and hasn't been paid. 

To delete a position:

1. Navigate to the employee profile > select Employee Card > Employment Type. 
2. Select the bin icon to delete the position. 
   
   
3. Address any issues on the review menu if necessary and select 'Delete'. Refer to the 'Managing issues at the review stage' accordion below for more information. 

After entering or editing position details (or deleting a position), you'll come to the position review menu. This page will have you take action on any items that need updating based on the changes you've made to your position.

The items you may need to action include:

• Casual Entitlement Position - The position that is used to calculate payroll tax and to pay out leave for any paid entitlements. 
• Rostered shifts - Shifts that are rostered after the end date of the existing position. 
• Timesheets - Timesheets associated with the existing position that are dated after the end date. 
   

Casual Entitlement Position

When ending or deleting a position that is selected as the casual entitlement position, you will need to select an operation and a new position for this. 

Shifts

The available Actions for rostered shifts include:

• Delete - Deletes the shifts from the Roster. Available in all circumstances. 
• Keep shift assigned to the current position group and update - This will update the rostered shift to the employee's new position. Available when editing an existing position (and selecting a new start date) or when swapping/deleting the position (if the new position is used in the same position group). 
• Select a new position and update shifts - This will update the rostered shifts to the selected position. Available if position groups are not used and the employee has another position. 
• Remove employee and leave the shift unfilled - The employee will be removed from their upcoming shifts, which will remain on the roster. The shifts can then be assigned to someone else from the roster menu. Available in all circumstances. 

Timesheets

The available Actions for existing unprocessed timesheets include:

• Delete - Deletes the timesheet. Available in all circumstances.
• Select a new position to update timesheet - The selected position will replace the existing one for the unprocessed timesheets. The selected position details, including the rate of pay, will be used.

For your reporting needs, several options are available to you that you can refer to to view your position changes. These options are:

 Permission Reminder: 'View Employee Pay Rates' and 'View Financial Report Centre' permissions are required for the following reports. 

• Approve People Export
  • If you're looking for a quick way to create a list of all casual employees, look no further than your Approve People menu. 
  • From Approved People, you can use the Employment Type filter to create a list of all salaried or monthly employees on your platform. 
  • Once filtered, you can use Bulk Actions > Export Filtered to export any relevant employee details.

• Position Changes Report
  • This report is a useful tool for tracking history and auditing, as it shows important details for each new position assigned to multiple employees.
  • Key details this report displays are:
    • Duration
    • Position Type
    • Classification and Award
    • Rate of Pay

• Employment History
  • The Employment History feature allows you to track all position changes and updates made to an employee's position, enabling you to easily review past updates from the Employee Card.
  • This is useful when you need to make a quick change to an employee's position or view, or determine which admin user made a previous change. 

You may want to assign multiple positions to your employees. Some use cases of when you may want to do this include:

• Employees working different roles (e.g. Waiter, Runner, Bar)
• Employees working higher duties (e.g. F&B attendant but fills in as a F&B Supervisor)

  For more detailed information on adding and working with multiple positions, please refer to our Adding & working with multiple positions guide here.