Service History

Owned by Victor Macko
Last updated: Nov 30, 2022
2 min read

Note: The ‘Service history’ addon is required for this area

As your organisation grows, there may be instances where a staff member’s employment/volunteer’s service history needs to be produced.

 

The service history which the system can produce includes;

  • Years of service

  • Groups the user has been associated with

  • Roles they have had

  • Positions they’ve been assigned

  • Skills & qualifications they’ve attained and/or held

Each of these areas can be edited to refine any gaps (ie. historical information which hadn’t been imported in the past), mistakes, etc.

The service history for a person can also be exported as a PDF document.

The modification history of changes is also available for review as required.

Reporting

Reports of years of service can also be produced for each year, including information such as;

  • Hours worked for the selected year

  • Admin hours for the selected year

  • Total hours for the year

  • Total years of service for each person

Settings

The minimum number of hours required for each year can be set in the ‘Settings’ area (at the top-right of the ‘Service history’ reports area).

Once the minimum-hours is set, the system will use this to automatically calculate the years which have been accrued.

 

Certain event-types can also be excluded in this area (eg. you might not want work meetings or training counted towards the minimum number of hours required for service years).

Cut-off periods can be setup to “lock out” previous calendar years or periods to prevent historical records from being edited - eg. you can opt to prevent editing to rostering or admin hours which are dated on or before 30/Dec/2020. Admin staff can still make changes if required, and you can also specify certain permission profiles (ie. ones you’ve setup for HR / Awards & recognition staff / etc to use) so people whom are assigned those permission profiles can also make changes.

The following options exist to setup the cut-off for records;

  • Cut-off period for additions/changes - by setting this, the system will use a “rolling” date - eg. prevent changes to records over 6 months old.

  • Cut-off date for additions/changes - this allows a specific date to be specified - eg. prevent changes to records on/before 30/Dec/2020
    If both a date and a “Cut-off period for additions/changes“ have been set, the later of the two will be used - eg. if 30/Dec/2005 is set, as well as “12 months” is specified, and today’s date is 1/Dec/2021, the effective “cut-off” date used will be 1/Dec/2020 (as 12 months before 1/Dec/2021 is sooner than 30/Dec/2005).
    If the cut-off date set is 1/Nov/2021, the period is “12 months”, and today’s date is 1/Dec/2021, then the effective cut-off date used will be 1/Nov/2021 (as the date is sooner than 12 months before 1/Dec/2021).

  • Cut-off date - permissions profile required for changes - this lets you specify any permission profiles which should allow changes to the rostering/admin hour records after-the-fact. I.e. Users whom have been setup with one of these permissions profiles will be able to make rostering changes prior to the cut-off date.