Your role in Employ

As HR Manager, you have broad access to worker records and to Positions, Contracts, Credentials, Background Checks, Performance, Leave, Terminations and Training. You manage worker records day-to-day, keep the Compliance Activity Dashboard clear, and issue Letters as needed. You cannot modify system configuration (creating new Positions structures is shared with Company Admin, but Contract templates, Department/Site structure and user permissions sit with your Company Administrator).

What you can and can’t do

• Full access: Positions, Contracts, Credentials, Background Checks, Performance, Terminations, Training, Tasks, Files, Notes, Time and Attendance, Onboarding
• No access: Letters (company-level configuration - note: you can still be assigned to action items relating to letters depending on company setup), Workflows configuration, Hire activity, system/company configuration, user permission management
• If a Contract template or company-level setting needs to change, raise it with your Company Administrator rather than working around it for an individual worker

Managing a worker record - step by step

• Open the worker’s profile from the Workers list, or create a new one
• Assign the correct Position - this determines Compliance Rules, contract type, and training/work rights requirements automatically
• Confirm the worker’s reporting Manager, Department and Site are correct
• Check contact details carefully - mobile and email drive account activation and 2FA
• Generate or assign the Contract via the Contract Builder, linked to the Position
• Review Payroll information once the worker has completed their self-service profile

Working the Compliance Activity Dashboard

HR > Compliance Activity gives you a live view of outstanding items across your workforce. Make reviewing it part of your regular routine rather than waiting for an alert to become urgent.

Issuing Letters

• Use Letters for formal communications - policy updates, performance notices, employment variations
• Check the Compliance Activity Dashboard’s Letters category to see which are still Unread
• Follow up directly with a worker if a letter remains unread for longer than expected — the system flags it, but doesn’t chase it for you

Processing a termination

• Confirm the termination date and reason are recorded accurately
• Check for any outstanding compliance items (training, credentials, documents) that should be closed out or noted before the record is finalised
• Terminated workers appear in the Compliance Activity Dashboard’s Key Dates category for administrative tracking

Common issues and how to resolve them

• Worker can’t see a Credential or Training requirement they expect — check the Position assigned to them; requirements are inherited from there
• Contract stuck at Waiting for Signature — follow up with the worker directly rather than waiting for it to self-resolve
• Worker’s details look wrong in Pay or Bill — check the Employ worker profile first, since those systems read from this record
• Team Manager reports they can’t see a worker who should be theirs — check that worker’s Department/Site and manager assignment

Quick reference: what’s in scope for you