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Employment records: first day, last day and row changes

  • Updated

Introduction

This guide explains how to maintain employment rows in Sympa HR so that employment history, current assignments and People Chart data stay correct. It is intended for HR administrators, HR managers and system administrators who manage employment records.

What does First day of employment mean?

First day of employment marks the start of an employment, not the start of a row. Use it to show when the person first joined that employment relationship in Sympa HR.

If the person changes role, title, department or other details within the same employment, keep the same First day of employment on the new row.

What should I do when something changes within the same employment?

Add a new row for the change, for example when a person gets a new job title or moves to a new position within the same employment.

On the new row:

  • Keep the same First day of employment.
  • Leave Last day of employment empty if the employment is still ongoing.
  • Close the previous row with Valid until only.

Example: A person starts on 1 January 2024 as HR Assistant. On 1 June 2024, the title changes to HR Officer. Create a new row for the HR Officer role, keep First day of employment as 1 January 2024, leave Last day of employment empty, and set the previous row to end with Valid until.

When should Last day of employment be filled in?

Fill in Last day of employment only when the employment actually ends. This date should show the end of the employment relationship, not a change within the same employment.

Do not use Last day of employment to close a historical row if the person is still employed. In that case, use Valid until on the older row and keep the current row open.

What happens if a person is rehired later?

If a person leaves and is rehired later, the new employment is a new row with a new First day of employment.

Example: If someone ends employment on 31 March 2024 and is rehired on 1 September 2024, create a new row starting on 1 September 2024. Do not reuse the old First day of employment.

Quick rules to remember

  • First day of employment = start of the employment relationship.
  • New row for changes within the same employment.
  • Keep the same First day of employment for ongoing employment changes.
  • Leave Last day of employment empty unless the employment has ended.
  • Use a new First day of employment for rehires.
  • Use Valid until to close older rows when the person is still employed.

Additional information

If you are unsure how to record a specific employment change, follow your organisation's HR data policy before updating the record. If the issue continues after correcting the dates, contact your Sympa HR administrator or support team for further help.