When updating an employee’s details, it’s important to select the correct type of record based on the nature of the change.
Some changes require a new appointment history record, and some require a new career history record.
Use the guidance below to determine which record is appropriate for different scenarios.
Appointment History
Tracks the overall employment timeline.
Used to record when an employee joins, leaves, or rejoins the organisation.
Record an employee who works two jobs at the same time.
Career History
Records contractual changes during continuous employment.
Includes changes like promotions, working pattern updates, or internal moves.
Reflects changes that don’t break the employee’s service.
Examples
Below you have various scenarios that outline whether an appointment history or a career history record would be more suited.
Action | Scenario | |
New appointment | New appointment. | For brand new starters. |
Returner | New appointment. | Employee previously left and is now returning. Their historical records (absence, training, appraisals, etc.) are retained. |
Employee moving between payrolls | New appointment. | When an employee transfers between payrolls, end the current appointment and create a new one for the new payroll. |
Multiple employment contracts | New appointment | For employees holding multiple jobs within the company (e.g., a second or third job). |
New post (promotion) | New career record. | Change of post that does not affect payroll (e.g., payroll name or number remains the same). No changes to status, work pattern, location, or cost centre. |
Change to status, work pattern, location, or cost centre (no post change) | New career record. | A new career history record is required to document changes to the employee's contract. |
Change to job and pay | New Job & Pay wizard. | When both job and pay are updated. Includes changes to status, work pattern, location, or cost centre without payroll change. |
Change to pay only | Create a new pay history record. | For updates like discretionary pay awards or annual reviews, with no other changes to job, status, or location. |