Editing a New Hire

The following details how to edit new hire information using the Edit New Hire action.

To edit new hire information:

1. In the Filters panel, you can filter the search results by client or by new hire information. To filter by client, enter a client ID number in the Client ID field or click the Client ID link to select a client ID number from a list. To filter by new hire information, enter a new hire's last name, first name, Social Security Number, or employee ID in the New Hire field.
2. Click Search. The Search Results panel displays the following information:

Field

Description
New Hire The employee's name.
SSN The employee's Social Security Number. The value shown may be masked or hidden depending on settings at the system or client level.
Employee ID The employee's ID number.
Employer Start Date The date the employee started with the employer.
Client Start Date The date the employee started with the client.
Personal Email The employee's personal email address.
Work Email The employee's email address with the client.
Action Edit: Enables you to edit new hire information.
3. In the Action column, click Edit. The Edit New Hire, Personal Information, Employment Details, Pay Details, and User panels display.
4. Editing new hire information without an employee record:

If the employee has not submitted their Employee Information form (the employee does not have an employee record in the system), you can edit the following fields:

Field

Description

Work Location

The location where the employee works. When selecting a new location, the New‑Hire Questions form opens. Required.

Social Security Number

The employee's Social Security number. Required.

First Name, Last Name, Middle Name

The employee's first and last name. Required.

The employee's middle name. Configure as required or optional on the Global New Hire Fields and New Hire Optional Fields forms.

Date of Birth

The employee's date of birth.

Personal Email, Work Email

The employee's personal and work email addresses. To send an email indicating that the workflow is launched, click Send "Workflow Launched" Email. The link is disabled if:

• The notification is not set up for the Employee recipient
• The notification is not enabled on the workflow
• The Personal Email and Work Email fields are blank

Employer Start Date, Client Start Date

You can edit the Employer Start Date and Client Start Date if the employee has not submitted the Employee Information form. Edits to these dates automatically update the workflow due date and the employee hire date on page two of Form I‑9. You cannot edit the Employer Start Date or the Client Start Date after the employee submits their Employee Information form.

Position

A unique code that briefly describes the position. For example, OPER for vehicle operator. Codes cannot contain spaces or special characters. Required.

Employment Type

A unique code that briefly describes the type of employment. For example, FT for full‑time. Codes cannot contain spaces or special characters.

Department

A unique code that briefly describes the department. For example, SLS for sales. Codes cannot contain spaces or special characters.

Work Group

A unique code that briefly describes the work group. For example, 1 for level‑one employees. Codes cannot contain spaces or special characters.

PTO Approver

The person who would approve the employee's PTO requests.

Pay Group

A unique code that briefly describes the pay group. For example, BW for biweekly. Codes cannot contain spaces or special characters.

Pay Method

The employee's method of pay (required).

Note: The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. You can use the Variable Salary option to accurately track the hours that salary-exempt employees actually work. For example, non-profit companies could use this option to track the work hours of their employees who are paid a standard salaried amount, so they can use these hours and their allocations for grant purposes.

Pay Rate

The rate the employee is paid based on the pay method.

Pay Rate Basis

Whether the employee is paid Hourly, Weekly, Bi‑Weekly, Semi‑Monthly, Monthly, or Yearly.

The User panel shows the new hire's User ID and Last changed on date indicating the date of the most recent change to the user account.

Editing new hire information with an employee record:

If the employee has submitted their Employee Information form (creating an employee record in the system), you can edit the following fields:

Field

Description

Social Security Number

The employee's Social Security number. Required.

First Name, Last Name, Middle Name

The employee's first and last name. Required.

The employee's middle name. Configure as required or optional on the Global New Hire Fields and New Hire Optional Fields forms.

Date of Birth

The employee's date of birth.

Personal Email, Work Email

The employee's personal and work email addresses. To send an email indicating that the workflow is launched, click Send "Workflow Launched" Email. The link is disabled if:

• The notification is not set up for the Employee recipient
• The notification is not enabled on the workflow
• The Personal Email and Work Email fields are blank

Employer Start Date, Client Start Date

You can edit the Employer Start Date and Client Start Date if the employee has not submitted the Employee Information form. Edits to these dates automatically update the workflow due date and the employee hire date on page two of Form I‑9. You cannot edit the Employer Start Date or the Client Start Date after the employee submits their Employee Information form.

The User panel shows the new hire's User ID and Last changed on date indicating the date of the most recent change to the user account.

5. Click Save.