Step 1: Set Permissions
To protect sensitive compensation data, start by configuring the appropriate permission levels.
Accessing Permissions
Click the three dots on the top right hand menu.
Select Account Settings > Permissions.
Permission Levels
Super Admins: Full access to all platform data and settings.
Admins, Managers, Employees: Limited access based on your configuration.
Configure Access
Select a role (e.g., Employee or Manager).
Scroll to the Work tab.
Choose visibility for the fields using:
Hide
View
Edit
You can change the group permissions in bulk so that all fields in the group are the same.
Step 2: Store and Update Employee Role or Pay Information
Open the employee’s profile
Click on 'Update Info' in the Role or Compensation groups
Enter the new information and select the effective date
Hit 'Update existing' if the effective date remains the same, and click on 'Set as new' if the effective date has changed
View or Edit Past Changes
To check or adjust previous updates:
Click on 'View History'
Browse the timeline of updates
Select and edit any snapshot you've previously added
Step 3: Build a Workflow
Create a custom workflow for managing promotions and salary changes.
Getting Started
Navigate to Workflows > Templates.
Choose the Salary Adjustment template or create a new one.
Name your workflow (e.g., Salary Adjustment – May 2025).
Rename your workflow and choose an Anchor Date based on a field in Shapes. You can then create general tasks, or tasks related to emails, forms and signing documents.
Once configured:
Go to the Activity tab.
Select Run Workflow.
Choose the employee and workflow template, then click Run.
Step 4: Set Up Automations
Keep key stakeholders informed by setting up automatic notifications.
Go to People Directory > Automations.
Click New Automation.
Choose a trigger, such as when Salary Amount changes.
Set an action - for example, Send Email to Finance (can either be a person or team)
Now, whenever the specified field updates, the designated person will be notified automatically.
If you have any questions, please contact support@shapes.co - we're happy to help!