Updating your pay rates is a three-step process: first bringing your Global Rates up to date, then clearing out any future timesheets that would otherwise keep the old rate, and finally applying the new rate across your existing hires. This article walks through each step in turn.
Step 1 - Updating Your Global Rates
Before updating any hire records, you'll first need to make sure your Global Rates are current, as these are what get applied when you update your hires later in this process. You can manage these within Admin > Salary Settings > Global Rates, where you can view all your existing rates. You can add new rates here too for future hires, but start by updating the current global rates your existing hires are linked to.
To update a rate, click into the relevant Global Rate and adjust the Rate, Charge and Vendor Mark-Up as needed. Repeat this for every Global Pay Rate that needs to change (or that you'll be using going forward) so the rate information is accurate before you move on.
Step 2 - Removing Future Timesheets
When a timesheet is created, its rate information is pulled from the hire at that point in time. That means updating the hire rate later won't change any timesheets that already exist - this is by design, so anything already sent to a candidate or submitted for approval stays untouched.
To make sure your hires pick up the new rate, you'll need to remove any future timesheets first. You can do this in bulk within View > Timesheets, filtering for the relevant date range or simply for those awaiting candidate authorisation - alternatively, if you've set up a Pay Rates dashboard, a Timesheets widget can take you straight to the relevant records.
Once filtered, select all and delete these timesheets so they can be recreated once the new rates are in place.
š¤ Tip If you only want the new rate to apply from a certain date, leave any timesheets before that date alone and only remove the ones after it. Once you've updated the pay rates, recreate the removed timesheets and they'll pick up the new rate automatically. Alternatively, you can manually update the rate on any individual timesheets you've already created, without deleting them.
Step 3 - Applying the Updated Rates
With the first two steps done, you're ready to update your hires. This can be done in batches of up to 10,000 hires at a time if needed, though we'd recommend filtering for active hires (or those that will be active in future) to keep each batch manageable.
š¤ Tip The best way for this would be via a hires widget that is grouped by the 'Linked Global Rate' - if you set this up it will allow you to click through each linked global rate and update then as needed.
Once you've selected the rate(s) to update, click Select All, then Bulk Action > Update Rates.
A new window will open showing a warning message about any selected hires that won't be affected by the change. Once you've acknowledged this, choose the first Global Rate from the dropdown to load the rest of the form.
The top section shows the global rate, its description and value, with two additional options:
Additional Field to Update / Description - ticking this will update both the rate description and the rate value.
Delete Unmatched Rate - only tick this if you're replacing the rate entirely, rather than just updating its value. Tick this if you've created a new global rate you want to link to the selected hires.
Below this, you'll find three tabs depending on how the rate is linked to your hires:
Vacancies associated with this Pay Rate - shows vacancies already linked to both the global rate and the hire.
š Note If the "Vacancies associated with this Pay Rate" tab is blank, it simply means you haven't used linked pay rates before - going forward, all pay rates will link automatically, so you'll find hires and vacancies linked to your selected rate here.
Vacancies associated with Other Pay Rates - shows roles using a different pay rate. Use this if the rate on the vacancy or hire is wrong, is changing, or if you've created a new rate type to replace an old one.
Vacancies associated with No Pay Rates - highlights hires with no rate linked, so you can review and update them.
A bulk update like this isn't instant, so there may be a short wait once you confirm - please don't close the window while the system works through the update.
Once a batch has finished updating, work through the remaining placements and apply the correct rate to each (it's essential to select the right rate here, as this can't be undone once applied) until all your hires are on the updated rates.
š¤ Tip It's worth getting comfortable with this process on a small batch first, since smaller batches are quicker to update and easier to double-check before moving on to the rest.