Personnel Actions
A Personnel Action is a document that formally records an event in an employee's working life within your company: a promotion, a pay change, a department transfer, a written warning, a termination, and so on. Each action is numbered, dated, linked to the employee and to an action type you define yourself, and can be printed as an acknowledgment ready to sign.
What it is and what it's for
Many companies need a written trail of the decisions made about each employee: when their pay went up, when they changed position or department, when they received a warning, or when their employment ended. Personnel Actions lets you record every one of those events as its own document, instead of tracking it separately in a physical file or folder.
The event type (Promotion, Warning, Pay Change, Termination, etc.) isn't fixed by AdmCloud: you define it yourself in the Employee Action Types catalog, so you can match the list to your own company's terminology and processes.
How to use it
- Before recording your first Personnel Action, make sure you have at least one Employee Action Type created in its catalog (for example "Promotion" or "Warning").
- Open Personnel Actions and click New. AdmCloud fills in today's date and, if your company has subsidiaries enabled, preselects your default subsidiary.
- Pick the Employee and the Action Type (both are required). Optionally add a Reference, Notes describing the event, and attach supporting files (for example, a signed letter).
- Save the document. It gets numbered automatically and shows up in the list, where you can filter it by date, subsidiary, department, employee or action type.
- From the Details screen you can Edit the action (as long as it isn't voided), Duplicate it to quickly create a similar one, Print it with a format ready for signature, or Void/Delete it depending on your permissions.
Main capabilities
- A fully customizable Employee Action Types catalog for your company.
- A list with filters by date range, subsidiary, department, employee and action type, with column customization (show/hide Reference and Notes, among others).
- File attachments per document (for example, the signed letter or form).
- Quick duplication of an existing action to speed up recording similar events.
- A printing format with your company's, the employee's and the action type's data, with signature lines for the company and the employee; you can use the standard format or a custom template assigned in Default Document Printing Formats.
- Voiding the document without deleting it, keeping the history.
Key fields
| Field | What it's for |
|---|---|
| Number | Automatic, consecutive document numbering, based on your company's numbering configuration. |
| Date | The date the event happened or is being recorded. Defaults to today's date when creating the document. |
| Employee | The employee the action applies to. Required; can't be an inactive/voided employee. |
| Action Type | The kind of event recorded (Promotion, Pay Change, Warning, etc.), taken from your Employee Action Types catalog. Required. |
| Subsidiary | The subsidiary the document belongs to, if your company has them enabled. Can't be changed after the document is saved. |
| Department | An informational filter on the list, taken from the employee's assigned department (includes its sub-departments when filtering). |
| Reference | A short, free-form value for your own tracking (for example an internal case number). Hidden by default on the list. |
| Notes | Free text with the details or justification of the event. Hidden by default on the list. |
| Files | Supporting attachments, such as the letter signed by the employee. |
Validations when saving
- Employee is required.
- Action Type is required.
- The selected employee can't be inactive/voided in the system.
- You can't post transactions in a subsidiary marked as read-only.
- The Subsidiary can't be changed once the document is saved.
- A document that's already voided can't be edited, voided again, or deleted.
- If your company has Scripts or Custom Actions configured for this screen, they may add additional validations before saving.
Availability
- This feature requires the Enterprise edition with the Human Resources module active for your company.
- Viewing, creating, editing, voiding or deleting Personnel Actions requires the "Personnel Actions" permission on your user group, within the Human Resources module.
- The Subsidiary column and filter only show up when your company has subsidiaries enabled.
Tips and common mistakes
Set up your Action Types catalog before you start using the screen. Having them ready (Promotion, Transfer, Warning, Termination, etc.) makes day-to-day recording much faster and more consistent across different users.
Can't select an employee? Check that they aren't inactive/voided on their record; a Personnel Action can't be recorded against an inactive employee.
Need to fix something after voiding the document? A voided Personnel Action can't be edited; create a new one with the correct information instead.