Intro to Occupancy

Who this guide is for

HR managers and administrators managing employee onboarding and role changes.

Manage employee job details in Occupancy

Occupancy records hold an employee's position, payroll, location, employment status, and working hours. Create or update these records for new hires, role changes, transfers, employment status changes, and contract updates.

Quick links:

• How to add an Occupancy

• How to update an Occupancy

• How to delete an Occupancy

• Optional fields instructions

Core occupation details include:

• Reason for change (tracks why the occupation is being created or updated)

• Position and payroll assignment

• Location and organisation component

• Employment status (Permanent, Casual, Contractor, Temporary/Fixed Term)

• Occupancy status (Active, Terminated, Suspended, Parental Leave)

Working hours:

• Full-time hours (filled in automatically from position establishment)

• Agreed hours and days per week

Optional fields:

• Level, organisation structures, employment category, occupancy function

• Public holidays and business leave attachment

• Leave calculation settings

• Costing types and notifications

TIP

Most employees have one employment stream (their job). Some employees work in multiple roles for your organisation and will have multiple employment streams. Each stream has its own occupancy record.

TIP

Occupancy records appear in different sections based on their dates:

• Current: Records that have started (start date is today or earlier).

• Forecast: Records that will start in the future (start date is tomorrow or later).

• Historical: Records that have ended (end date is earlier than today).

How to add an Occupancy

These instructions guide you through the core steps for adding an Occupancy record.

TIP

Find instructions for optional fields, such as Levels or Organisation Structures*, in the table below.

*Some Organisation Structures are mandatory, depending on your system configuration.

1. Go to PEOPLE > EMPLOYEES.

2. Select the employee you need to manage.

3. Go to ACTION > OCCUPANCY. The dated OCCUPANCY panel will open.

4. An existing occupancy record will display. Select this record. (Only select Update occupancy record if editing an existing employee).

   • Default name is Initial employment stream.

   • If you’re using the Multiple Employments feature, this record might have a custom name.

5. (Optional) Enter an END DATE if the occupation has a known end date.

6. REASON FOR CHANGE automatically sets to 'New Employee'.

    - This field tracks why you're creating the occupation record. You can change it if needed (for example, for secondary employment streams).

7. Select a position.

   1. The POSITION ESTABLISHMENT backpack will open.

   2. Choose a position from the backpack.

      • Use the Search if needed.

      • If the position isn’t available, set it up in BUSINESS > POSITIONS.

   3. Select Yes or No when the confirmation message asks if you want to inherit the position’s location and organisation.

      • If you select Yes, the LOCATION and ORGANISATION COMPONENT fields will auto-populate using the rules set in the Position Establishment.

      • If you select No, you’ll need to add LOCATION and ORGANISATION COMPONENT manually.

8. Select a position.

   1. The POSITION ESTABLISHMENT backpack will open.

   2. Choose a position from the backpack.

      • Use the Search if required.

      • Select the position to close the backpack.

9. Select the EMPLOYMENT STATUS.

   • Permanent (default selection)

   • Casual

   • Contractor

   • Temporary/Fixed Term

10. Select the OCCUPANCY STATUS. Options are:

    • Active (default selection)

    • Terminated Occupancy

    • Suspended Occupancy

    • Parental Leave

11. Set ATTACH PUBLIC HOLIDAYS TO THE EMPLOYEE to Yes or No.

    • If set to Yes, public holidays for the employee's location will automatically attach to their pay when the holiday or holidays occur.

    • If set to No, public holidays won’t attach. For example, set to No if the employee isn't eligible for paid public holidays.

12. Set ATTACH BUSINESS LEAVE TO THE EMPLOYEE to Yes or No.

    • If set to Yes, business leave days for the employee’s location will automatically attach to their pay when the business leave day or days occur.

    • If set to No, business leave days won’t attach. For example, set to No if the employee doesn’t receive paid business leave days.

13. FULL-TIME HOURS PER WEEK, HOURS STATUS, and FULL-TIME EQUIVALENT (FTE) details come from the chosen position establishment and employment status. These are read-only.

14. Adjust the Agreed working week.

    1. The AGREED HOURS PER WEEK fill in automatically from the position establishment. Edit if needed.

    2. Enter the AGREED DAYS PER WEEK.

15. Select the Green Tick Button to save and close the panel.

You'll see a new record in the CURRENT or FORECAST section of the OCCUPANCY panel. Select X to close the panel.

How to update an Occupancy

IMPORTANT

Once the pay cycle process attached to the occupancy has reached the direct credit phase, the current occupancy record can no longer be edited, as it will interfere with processed calculations. Instead, you’ll need to update the occupancy with a new record.

If you need to make changes to the occupancy (for example, a change in employment status), create a new occupancy record.

1. Go to PEOPLE > EMPLOYEES.

2. Select the employee you need to manage.

3. Go to ACTION > OCCUPANCY. The dated OCCUPANCY panel will open.

4. Select Update Occupancy.

   • The ADD OCCUPANCY panel will open and contain the occupancy details for the existing occupancy. The only change is the START DATE which defaults to tomorrow’s date.

5. Make any necessary changes to the occupancy. For details on each setting, refer to how to add an occupancy above or the optional fields instructions below.

   • Remember to update the REASON FOR CHANGE.

     1. Choose a reason from the backpack (for example, 'Promotion', 'Internal Transfer',      

         'Contract Extension').

     2. Use the Search if needed.

     3. Select the reason to close the backpack.

6. Select the Green Tick Button to save and close the panel.

You’ll see a new record in the CURRENT or FORECAST section of the dated OCCUPANCY panel depending on the occupancy start date. The previous record's end date is automatically set to the day before the new record's start date. Select the X to close the dated OCCUPANCY panel.

How to delete an Occupancy

IMPORTANT

Once the pay cycle process attached to the occupancy has reached the direct credit phase, you can no longer delete the current occupancy record, as it will interfere with processed calculations. Instead, you’ll need to update the occupancy with a new record, as shown above in How to edit an Occupancy.

If the pay cycle process attached to the occupancy hasn’t reached the direct credit phase, you can follow the steps below.

You can't delete the initial occupancy record. At least one occupancy record must exist for each employment. Delete future-dated occupancy records by selecting the Delete Button.

1. Go to PEOPLE > EMPLOYEES.

2. Select the employee you need to manage.

3. Go to ACTION > OCCUPANCY. The dated OCCUPANCY panel will open.

4. Select the Delete Button on the occupancy record.

   • Alternatively, open the occupancy record and select the Delete Button there.

5. Select Go ahead when the confirmation message appears, or select Go back if you’ve changed your mind.

Optional fields instructions

Some of these fields are only visible if your system administrator has set them up.