Job

Last updated: 2026-03-29

Jobs and Roles

This module allows you to manage the specific roles (job titles) within your company and assign those jobs to your employees. It connects human resources to payroll by tracking an employee's salary, work hours, reporting manager, and the accounting ledgers where their pay is recorded.

When Do I Use This?

  • When you hire a new employee and need to define their position, salary, and start date.
  • When an employee is promoted, changes departments, or gets a new supervisor.
  • When you are setting up standard job roles (like "Warehouse Clerk" or "Nurse") for your organization.
  • When the accounting department needs to map an employee's payroll to specific financial accounts.

How To Use

Creating a Standard Job Role (Reference)

Before you assign a job to an employee, you should define the standard roles available in your company.

  1. Go to the Job References section in the HR module.
  2. Click + New.
  3. Enter the job Name (e.g., "Senior Accountant") and a brief Description.
  4. Set the default Standard Hour expected for this role.
  5. Click Save.

Assigning a Job to an Employee

  1. Navigate to the Jobs screen.
  2. Click + New to create a new job assignment.
  3. Select the Employee and link them to a Reference (Job Title).
  4. Select who the employee Reports To and their Department.
  5. Fill in their employment details, such as Salary, Start Date, and whether they are Fulltime.
  6. Assign the correct Account Expense and Account Payable for payroll tracking (Ask your accountant if you are unsure).
  7. Click Save.

Field Descriptions

Job Assignment Fields

Field Name Description
Employee The specific staff member this job profile belongs to.
Reference The official job title or role (e.g., "Receptionist").
Department The team or division the employee works in.
Reports To The supervisor or manager overseeing this employee.
Standard Hour The standard number of working hours expected for this employee.
Salary The employee's monthly base pay. The system uses this to automatically calculate their daily pay rate for payroll.
Fulltime Check this box if the employee works full-time hours.
Overtime Check this box if the employee is eligible to earn overtime pay.
Start Date The first day the employee begins this specific role.
End Date The last day of this role (leave blank unless they are on a fixed-term contract or are leaving the company).
Site The physical branch or office location where the employee works.
Account Expense The financial account where the company records this employee's wage expenses (used by Accounting).
Account Payable The liability account used to hold unpaid wages until the employee is paid (used by Accounting).
Note Any internal comments or special conditions about this job assignment.

Job Reference (Standard Role) Fields

Field Name Description
Name The title of the standard role (e.g., "IT Support Specialist").
Standard Hour The company-wide default hours expected for this role.
Description A brief summary of the duties and responsibilities for this role.
Active Check this to make the role available for assigning. Uncheck it if the company no longer hires for this position.
Tip: The system automatically calculates the employee's Day Rate behind the scenes based on the Salary you enter. Make sure the Salary entered reflects a standard monthly amount so payroll calculations remain accurate!
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