How to enter future data changes as an HR Manager

Objective

It is a common occurrence that upcoming changes to personnel data like bank account information, address data or position changes are known ahead of time. In Hubdrive it is possible to enter those changes immediately as a future change that will automatically update the digital personnel file at the specified effective date. This feature is available to HR Managers within the Digital Personnel File.

Prerequisites

  • Digital Personnel File has already been created
  • You are HR Manager

Click Through

  • Start in HR HUB
  • Click on Employees
  • Open the desired employee's file
  • Open the tab in which you want to modify data (e.g. "HR Details")
  • Click the button Set Future Changes within the data segment you would like to make changes to (e.g. Bank Data)
  • A new side panel will open on the right side of your screen. Within this side panel:
    • Specify an Effective Date
    • Enter your data changes
    • Confirm "I understand that all empty fields will be emptied" using the switch button
    • Click Submit
  • Save & Close

Hint

  • You can close the side panel at any time using the close button at the top of the panel. The changes in the fields will not be saved this way but discarded.
  • The changes will become effective immediately at the beginning of the calendar day specified in the Effective Date Field
  • When future changes are applied, all fields in the segment will be overwritten with the exact content of the changed field. An empty field in the future change will overwrite as empty.
  • Changes to the digital personnel file made between the creation of the future change and its execution will be overwritten by the future change.
  • You can have multiple pending future changes for the same employee and data segment at the same time. They will be processed by time of creation.

Recommendations

  • Attention: If, as a Future Change, you assign a new supervisor in the data segment "Professional Information", the new Supervisor needs to have a system user assigned or the data change for the whole segment will cancel.

Result

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HR