Bulk changes

When many employees need the same change, use the Bulk changes menu on the Employees page instead of opening each record. This guide covers assigning shifts, moving employees between pay groups and units, and exporting the employee list.

The Bulk changes menu

Open Employees and click Bulk changes. You see:

• Scheduled increase: a raise for many employees (owners and payroll officers only). See Salary changes and scheduled increases.
• Assign shifts: give many employees the same shift from a date.
• Move employees: move many employees to another pay group, branch, department or cost center.

Owners, payroll officers and HR admins can assign shifts and move employees.

Choose who

Assign shifts and Move employees start with the same Who (active employees) choices:

• Now in pay group, Now in branch and Now in department: leave on Any, pick one, or pick No branch or No department.
• Only these employee numbers (optional): paste employee numbers from Excel, one per line or separated by commas or spaces. Leave it empty to include everyone matching the choices above.

Assign shifts

1. Click Bulk changes → Assign shifts.
2. Choose who.
3. Choose the Shift and the From date. The schedule running on that date ends the day before; a later schedule already on file stays.
4. Click Preview and check the list.
5. Click Assign to N employees. You see "Shift assigned to N employees from" the date.

If the page says "No shifts yet.", add one first in Company setup (see Shifts, breaks and timekeeping).

Move employees

1. Click Bulk changes → Move employees.
2. Choose who.
3. Under Move to, choose the new Pay group, Branch, Department or Cost center. Leave the others on Keep as is, or choose to remove the branch, department or cost center.
4. Click Preview. Nothing is saved until you click Move.
5. Click Move N employees.

The move takes effect at once:

• A new pay group changes which payroll the employees are in from the next computation. Recompute any draft payroll they are in.
• A new branch can change the minimum wage and holidays that apply to them.
• Every change is recorded in the activity log.

What can go wrong:

• "Choose where to move them (at least one 'Move to')." Pick at least one new value.
• "Nobody to move: all are already there." The employees chosen already have those values.
• Employee numbers you pasted that aren't among the active employees chosen are listed under "Not found among the active employees chosen".

Export the employee list

1. On the Employees page, choose Active, Inactive, Separated or All.
2. Click Export to Excel.

The file lists the employees shown, for reference:

• government and bank numbers show the last 4 digits only;
• pay is included only for owners and payroll officers, and confidential salaries stay hidden.

Good to know

• Changing one employee's shift is done on their page, under Schedule and leave.
• To change one employee's pay group or unit, edit the Assignment part of their 201 file.