In this article, you'll learn how to:
- Complete an internal transfer for an employee moving between sites
- Re-invite the employee to the Alkimii app at their new site
What is the Internal Transfer feature?
The Internal Transfer option lets you move an employee from one site to another within your organisation without having to manually recreate their profile from scratch. It is found within the Staff Profile view.
🔒Access Restriction: You'll only see this option if you have the correct permissions for both the origin site and the destination site. If something is missing, speak to your system administrator.
Step 1 – Open the Transfer employee modal
- Navigate to the Staff Profile and locate the employee you wish to transfer.
- On the profile card, click the 3 dots.
- Go to Leavers and select Transfer.
Step 2 – Complete the transfer details
You'll now see a modal where you can configure the transfer.
| Field | What to do |
|---|---|
| End date |
Enter the date the employee is leaving their current site. 👉 The employee will lose access to their current site in the Alkimii app on this date, so we recommend setting this to their actual transfer date. |
| Transfer type | Confirm this is set to Internal Transfer |
| Site |
Select the destination site from the dropdown 👉 If the destination site does not appear in the dropdown, this is likely because you do not have access to that site. |
| Planned / Unplanned | Choose Planned for a scheduled move, or Unplanned if arranged at short notice |
| Documents | Choose Include to carry existing documents to the new profile, or Exclude to start fresh |
| Department | Select the employee's department at the new site |
| Job title | Select the employee's job title at the new site |
| Contract type | Select the appropriate contract type for the new site |
| Reassign Reports To | Only appears if the employee currently has team members reporting to them. Select the person who will take over as their manager at the current site. |
| Reassign Additional Reports To | Only appears if the employee has additional reporting lines assigned. Select the person who will take these on. |
💡 Good to know: Accrued leave will be carried over to the new profile in line with your organisation's policy however this will differ if you are transferring across countries. If you are unsure, check with your payroll team before proceeding.
⚠️ Irish to UK transfers only: Any existing bank holiday balances must be removed from the employee's profile before completing the transfer. Failing to do so may cause balance discrepancies at the new site.
Step 3 – Confirm the transfer
- Once you are happy with all entries, click Confirm.
- A new employee profile will be generated at the destination site.
- From the summary page, click on the arrow icon beside "Next User" to view the new profile.
- You can now begin adding any additional information to the new profile.
💡 Good to know: You will see a note that the employee can be set as a leaver. This is expected, it closes the record at the original site as part of the transfer process. The employee's original profile will remain visible under the "Leavered" filter on the staff profile list at their previous site, so you can always refer back to their previous record.
Step 4 – Re-invite the employee to the app
Once the employee is ready to access their new site, you will need to send them an invitation to the app from this site. This step is carried out by the person who completed the transfer.
- Navigate to the Staff Profile
- Select MyAlkimii Invitations from the top navigation bar.
- Search for the employee using the search bar.
- Click Invite/Reinvite to send the employee an automated message to access the new site through their Alkimii app.
- You will receive a notification confirming whether the re-invitation was successful.
➡️ See our full guide on how to invite/reinvite employees to the app