How to Manage Career Paths and Schedule Employee Profile Changes

Use the Career Path feature (Staff Profile > HR > Career Path) to schedule future changes to an employee’s profile—such as pay-rate changes, job title changes, Sunday premiums, and promotions—so the system applies them automatically on the effective date.
Use career path tags when building promotion/contract documents so generated packs reflect the new role and pay details.
If a pay-rate must be applied retroactively, the rate can be backdated provided payroll is open.

Location: Staff Profile > HR > Career Path.
Purpose: Schedule future updates to an employee’s profile (examples: wage increases, Sunday premiums, job title changes, promotions).
How it works:
1. Create or update a career path entry containing the new details (role, pay rate, premiums, start date).
2. Ensure the start date is set in the future when you want the change to take effect.
3. The system applies scheduled Career Path updates automatically on the employee’s effective start date (processed daily at 6:00 AM).

Use career path tags (not profile tags) when building promotion or contract documents:
- Profile tags reflect current profile details.
- Career path tags reflect the new/promoted details and ensure documents show correct "from–to" information.
Document workflow steps:
1. Build the promotion or contract document in the Document Store using career path tags for dynamic fields.
2. Attach the document to a "Request Signature" form.
3. Add the form to a pack.
4. Assign that pack or form to trigger from the relevant career path entry so the correct document is issued when the career path becomes active.

To apply a correct pay-rate via Career Path:
1. Update the employee’s pay-rate in the Career Path with the intended start date (the employee’s start date or the date the change should take effect).
2. The system will apply that pay-rate on the career path start date during the daily 6:00 AM process.
To correct or backdate a pay-rate already needed for payroll:
- You may backdate the pay-rate to begin on the required date if payroll is open. (Backdating to affect payroll requires payroll to be open.)

When profiles are created, a related Career Path record is generated from profile information.
Career paths are central for promotion packs and for tracking progression over time; ensuring baseline career path records exist for existing employees enables accurate historical "from–to" changes.

If a scheduled change did not apply on the expected date:
- Confirm the career path entry has the correct start date and that it is set as a future-effective change.
- Confirm the change was entered in the Career Path (not only in profile fields).
- Allow for the system’s daily processing (runs at 6:00 AM) to apply scheduled updates.
If a pay-rate must be included in an already-processed payroll:
- Prepare a backdated pay-rate change with the correct start date and ensure payroll is open so the backdate can be applied.

This article explains how to manage and update employee contract details, career paths, and length-of-service changes using the Career Path feature and related document workflows.