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How to Manage Employment Types

Step-by-step guide to set up and manage employment types for accurate payroll classification

What This Feature Does

Employment Types help you classify and organize your workforce into different categories such as Full-Time, Part-Time, Casual, Contractor, and other employment classifications specific to your organization. This ensures accurate payroll processing, compliance with labor regulations, and proper reporting.

Initial Setup

First-Time Configuration

  1. Navigate to "Pay Rates" in the left sidebar under the "Project Management" section
  2. Click on the "Employment Types" tab (fourth tab from the left)
  3. You'll see the employment types management interface with:
    • A list area showing all employment types
    • An "Add Employment Type" button to create new classifications
    • A loading indicator while data is fetched
  4. Click "Add Employment Type" to create your first classification
  5. Alternatively, if you have Assignar integration enabled, employment types will automatically sync from Assignar Operations

Required Information

Before setting up employment types, consider:

  • Standard employment classifications in your region (Full-Time, Part-Time, Casual, etc.)
  • Contract types used in your organization (Permanent, Fixed-Term, Contractor)
  • Any industry-specific classifications
  • Assignar integration status (for automatic sync)

Day-to-Day Usage

Accessing the Employment Types Interface

  1. Go to "Pay Rates" in the left sidebar (under "Project Management")
  2. Click on the "Employment Types" tab
  3. The interface displays:
    • Add Employment Type button: Create new classifications (may be disabled in demo mode)
    • Employment types list: Shows all configured types
    • Loading indicator: Appears while fetching data

How to Create Employment Types Manually

  1. On the Employment Types tab, click "Add Employment Type" button
  2. Enter the employment type details:
    • Employment Type Name: Clear, descriptive name (e.g., "Full-Time Permanent", "Casual", "Contractor")
  3. Click "Create" to create the employment type
  4. The new type will appear in the list and be available for worker assignment

How to Import from Assignar

If you have Assignar integration enabled:

  1. Employment types automatically sync from Assignar Operations
  2. No manual import button needed - synchronization is automatic
  3. Employment types created in Assignar appear automatically in Assignar Pay
  4. Updates to employment types in Assignar sync to Assignar Pay
  5. This ensures consistency across both systems

How to Edit Employment Types

  1. Find the employment type in the list
  2. Click the three-dot menu on the right side of the row and select "Edit"
  3. Update the employment type name
  4. Click "Update"

Note: Employment types imported from Assignar cannot be edited. The three-dot menu for Assignar-sourced types only shows the "Delete" option. To change an Assignar-imported employment type, update it in Assignar Operations and it will sync automatically.

How to Delete Employment Types

  1. Locate the employment type you want to remove
  2. Click the three-dot menu on the right side of the row and select "Delete"
  3. Confirm the deletion in the popup dialog
  4. Note: You cannot delete employment types that are currently assigned to workers

Common Tasks

Assigning Employment Types to Workers

  1. Navigate to the "Workers" tab in Pay Rates
  2. Create a new worker or edit an existing worker
  3. In the worker form, select the appropriate "Employment Type" from the dropdown
  4. Save the worker details
  5. The employment type will now be associated with that worker for payroll processing

Managing Multiple Employment Classifications

For organizations with diverse workforce types:

  1. Create clear naming conventions:
    • "FT-Permanent" for Full-Time Permanent
    • "PT-Casual" for Part-Time Casual
    • "Contractor-Fixed" for Fixed-Term Contractors
  2. Keep the list organized and up-to-date
  3. Remove obsolete employment types that are no longer used

Bulk Operations

  1. To delete multiple employment types at once:
    • Select the checkboxes next to each employment type
    • Click the "Delete" button that appears
    • Confirm the bulk deletion
  2. This is useful when cleaning up unused classifications

Integration with Assignar

Setting Up Assignar Integration

  1. Navigate to "Settings" → "Integrations"
  2. Connect your Assignar account
  3. Once connected, employment types from Assignar will be available for import
  4. Any changes made in Assignar will sync to Assignar Pay

Automatic Synchronization

  • When Assignar integration is active, employment types stay in sync
  • New employment types created in Assignar appear automatically
  • Updates to employment type names sync across both systems
  • This eliminates duplicate data entry and ensures consistency

Using Employment Types in Payroll

Pay Rate Assignment

  • Employment types are a key criterion in Tree Template matching
  • The tree template uses employment type as the first branch to determine which classification rate applies
  • Different employment types may have different entitlements (overtime, penalties, allowances)
  • Minimum Engagement Rules can be filtered by employment type (e.g., 4-hour minimum for Casual only)

Timesheet Processing

  • Employment type determines which tree template branch is matched when processing timesheets
  • Casual employees might have different loading rates or minimum engagement hours than permanent staff
  • Contractor timesheets may exclude certain entitlements or rule group evaluations

Compliance and Reporting

  • Employment types help ensure compliance with labor laws
  • Generate reports by employment type to analyze workforce composition
  • Track hours and costs across different employment classifications
  • Support Fair Work Act compliance for Australian businesses

Troubleshooting

If employment types aren't showing up

  • Check that you have created at least one employment type
  • Look for a loading indicator which shows data is being fetched
  • If using Assignar integration, verify the connection is active in Settings → Integrations
  • Refresh the page to ensure the latest data is loaded
  • Check browser console for any error messages

If you can't add an employment type

  • Check if the "Add Employment Type" button is disabled (may indicate demo/read-only access)
  • In demo mode, contact your sales team to enable full access
  • Verify you have the necessary permissions to create employment types
  • Ensure you're filling in all required fields
  • Try a different browser if the issue persists

If you can't delete an employment type

  • Employment types assigned to active workers cannot be deleted
  • First, reassign those workers to a different employment type via the Workers tab
  • Then try deleting the employment type again
  • Alternatively, keep unused types for historical record purposes
  • In demo mode, delete operations may be disabled

If Assignar sync isn't working

  • Verify your Assignar integration is properly configured in Settings → Integrations
  • Check that you have the necessary permissions in both Assignar and Assignar Pay
  • Employment types sync automatically - no manual sync button needed
  • Contact your account administrator to ensure the integration is active
  • Allow time for initial sync to complete (may take a few minutes)

If the list shows a loading spinner indefinitely

  • Refresh the page to restart the data fetch
  • Check your internet connection
  • Clear browser cache and cookies
  • Try accessing from a different browser
  • Contact support if the issue persists

Best Practices

Organization and Structure

  • Create a clear hierarchy of employment types that matches your organizational structure
  • Use consistent naming conventions across all employment types
  • Document any special conditions or entitlements associated with each type
  • Regularly review and update employment type classifications

Compliance and Standards

  • Align employment types with local labor laws and regulations
  • Ensure classifications match award or enterprise agreement requirements
  • Keep employment types current with any legislative changes
  • Maintain proper records for audit and compliance purposes

Integration with Business Processes

  • Use employment types as a foundation for pay rate structures
  • Link employment types to appropriate entitlements and allowances
  • Include employment type information in workforce planning
  • Leverage employment types for accurate financial forecasting

Tips for Construction Teams

  • Create employment types for different trades and skill levels
  • Distinguish between direct employees and labor hire workers
  • Set up classifications for apprentices at different stages
  • Use employment types to track casual vs. permanent workforce mix
  • Link employment types to specific award classifications

What's Next

After setting up employment types, you may want to: