This document will provide you with the details on how to make changes to existing Hires where Hire Admin is in use.
All changes made are recorded as Hire Admins. Users should always check if hire admins or timesheets already exist before attempting to make changes. If the vacancy has existing timesheets that have been completed and vacancy details need amending that will affect those timesheets please contact your admin user / support. If the vacancy has not started there should not be any placement admins. Hire admins are listed newest first.
Prerequisites
Users will need to have the correct permissions to delete hire admin records.
User making changes must be the authoriser of the hire (unless you have hire authoriser functionality turned off – call for more details).
If you are not the authoriser please either get the original authoriser to make the changes or first get them to un-authorise the hire.
Changing Hire End Date
Below is a list of instructions for extending / finishing hires based on the current status of the hire i.e. whether it has started or not, whether there are existing hire admins or not.
You will notice that we do not recommend using the update dates / update rates / update shifts links on the hire page. This is for advanced users once you understand the principles below.
📌 NOTE Timesheets do not affect extending hires other than the case when the hire has not yet started and you can edit the dates without creating a hire admin (see below). However in this case timesheets really should not exist yet. When extending a hire that has started you should go into the timesheets tab and create any missing timesheets for the new period. When shortening a hire that has started you should go into the timesheets tab and remove any surplus timesheets.
Extending a hire - has not started AND has no existing hire admins
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January |
Hire extended until 31st March |
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Open the hire
Both start date and end date will be editable on this page
If dates are not editable check if timesheets have been created (delete created timesheets and recreate once dates have been changed. You may want to write down any hours first so they can be re-entered)
Change the end date and click Save
Extending a hire - has started AND has no existing hire admins
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January |
Hire extended until 31st March |
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Open the hire
Open Hire Admin tab
Click New to create a hire admin
Extension start date will auto complete to the date after the current end date (in this case 1st February)
Input your new end date (31st March)
Choose you hire admin type / reason if necessary
Click Save
Extending a hire - has started AND has existing hire admins
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January |
Hire extended until 31st March |
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Existing Hire Admins (newest first): |
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From - 21st January | To - 31st January |
From - 1st January | To - 20th January |
Open the Hire
Both start date and end date will be un-editable on this page
Open Hire Admin tab and click New
Extension start date will auto complete to the date after the current end date (in this case 1st February)
Input your new end date (31st March)
Choose you hire admin type / reason if necessary
Click Save
Finishing hire early - has started AND has no existing hire admins
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January |
Hire end date now: 20th January |
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Open the hire
Open Hire Admin tab
Click New to open hire admin template
Extension start date will auto complete to the date after the current end date (in this case 1st February)
Change the extension start date to the date your hire first started (in this case 1st January – add time if needed)
Input the new end date
Choose you hire admin type / reason if necessary
Click Save
Finishing hire early - has not started AND has no existing hire admins
Hire Scenario: |
|
Start Date – 1st January | End Date – 31st January |
Hire end date now: 20th January |
|
Open the hire
Both start date and end date will be editable on this page
If dates are not editable check if timesheets have been created (delete created timesheets and recreate once dates have been changed. You may want to write down any hours first so they can be re-entered)
Change the end date
Click Save
Finishing hire early - has started AND has existing hire admins
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January |
Hire end date now: 15th January |
|
Existing Hire Admins (newest first): |
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From - 21st January | To - 31st January |
From - 1st January | To - 20th January |
Open the hire
Both start date and end date will be un-editable on this page
Check if any timesheets exist after the new desired end date. If they do delete them
Open Hire Admin tab
Delete all hire admins that exist after the new desired end date (in this case delete hire admin 21st January to 31st January)
The new desired end date should now fall within the start and end date of the top hire admin. Edit that hire admin changing the end date to the new desired end date
Change your hire admin type / reason if necessary
Click Save
📌NOTE If there are only two hire admins then when you delete the penultimate entry it will automatically remove the first entry. If that happens change the end date as if there are no hire admins
Changing Hire Start Date
If timesheets exist and the hire start date needs changing then the user must delete existing timesheets. If timesheets have been completed please contact admin user / support.
Change hire start date - has not started AND no existing hire admins
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January (also applies if end date is empty) |
Change start date to earlier or later date |
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Open the hire
Both start date and end date will be editable on this page
If dates are not editable check if timesheets have been created (delete created timesheets and recreate once dates have been changed. You may want to write down any hours first so they can be re-entered)
Change the start date (and end date if necessary)
Click Save
Change hire start date - has started AND no existing hire admins
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January (also applies if end date is empty) |
Change start date to earlier or later date |
|
Open the hire
The start date will be editable on this page
If the date is not editable check if timesheets have been created (delete created timesheets and recreate once dates have been changed. You may want to write down any hours first so they can be re-entered)
Change the start date (and end date if necessary)
Click Save
Change when hire - has started AND has existing hire admins
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January |
Change start date to earlier or later date |
|
Existing Hire Admins (newest first): |
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From - 21st January | To - 31st January |
From - 1st January | To - 20th January |
Open the hire
Both start date and end date will be un-editable on this page
Open Hire Admin tab
Open newest hire admin record 21st – 31st January
Delete this hire admin (note details of rate/date changes if this history needs to be re-inputted against the hire)
If more than 2 hire admins show you will need to repeat
Once all hire admins have been removed click on Hire tab
The start date will now be editable on this page
Change the start date
Click Save
Duplicate any hire admins that have been deleted which need to show against the record
Changing Rates against Hire
If timesheets exist and the hire rates need changing then the user may need to delete affected timesheets. If those timesheets have been completed/authorised please contact admin user / support.
If the hire has started and rates are being changed half way through their hire then only delete timesheets created after that date and then re-create them. They will then display the new rate. If a rate is changed mid-week then a user will need to delete and re-create timesheets after that date but also create an additional timesheet for that week to be able to complete the days with the new rates.
For all the following examples we’ve assumed timesheets do exist. If they don’t, then just ignore those instructions.
Change hire rate - has started, no existing hire admins, timesheets do exist AND rate changes at start of new week
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January |
Current Rate: £10.00 |
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Rate to be Changed to: £15.00 on 14th January |
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Open the hire
Click on Timesheets
Delete all timesheets that exist after the date of the rate change (You may want to write down any hours first so they can be re-entered)
Click on Hire Admin tab
Click New
Enter the extension start date as the start date of the new rate
Enter the end date as the original hire end date OR enter a new date if you are extending the hire at the same time
Change your hire admin type / reason if necessary
Scroll down to the rates and either delete / recreate any existing rates in the rates section OR simply modify the existing values.
Once the new rates are added
Click Save
Create missing timesheets with new rate
Change rate, hire - has started, no existing hire admins, timesheets do exist AND rate changes middle of the week
Hire Scenario: |
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Start Date – 1st January | End Date – 31st January |
Current Rate: £10.00 |
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Rate to be Changed to: £15.00 on 16th January |
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Open the hire
Click on Timesheets
Delete all timesheets that exist after the date of the rate change (leave the timesheet that covers the date where the change occurs. You may want to write down any hours first so they can be re-entered)
Click on Hire Admin tab
Click New
Enter the extension start date as the start date of the new rate
Enter the end date as the original hire end date OR enter a new date if you are extending the hire at the same time
Change your hire admin type / reason if necessary
Scroll down to the rates and either delete / recreate any existing rates in the rates section OR simply modify the existing values.
Once the new rates are added
Click Save
Create missing timesheets with the new rates
Open the original timesheet that covers the date where the rate changes, just above the save button is a statement Click here to create another timesheet for this week
Click on this to create a timesheet to cover the latter part of the week with the new rate i.e. some hours will be entered in the original timesheet and some in the duplicate timesheet
Change rate, hire - has started AND existing hire admins, timesheets do exist AND rate changes at start of new week
Hire Scenario: |
|
Start Date – 1st January | End Date – 31st January |
Current Rate: £10.00 |
|
Rate to be Changed to: £15.00 on 16th January |
|
Existing Hire Admins (newest first): |
|
From - 21st January | To - 31st January |
From – 11th January | To – 20th January |
From - 1st January | To - 10th January |
Open the hire
Click on Timesheets
Delete all timesheets that exist after the date of the rate change (You may want to write down any hours first so they can be re-entered)
Click on Hire Admin
Open last hire admin 21st – 31st January – delete this hire admin (note details of rate/date changes if this history needs to be re-inputted against the hire)
Open hire admin 11th – 20th January and enter the end date as the last date of the old rate (in this case 15th January)
Save this hire admin
Click New
Enter the extension start date as the start date of the new rate
Enter the end date as the original hire end date OR enter a new date if you are extending the hire at the same time
Change your hire admin type / reason if necessary
Scroll down to the rates and either delete / recreate any existing rates in the rates section OR simply modify the existing values.
Once the new rates are added
Click Save
Create missing timesheets with the new rates
Change rate, hire - has started AND existing hire admins, timesheets do exist AND rate changes middle of the week
Hire Scenario: |
|
Start Date – 1st January | End Date – 31st January |
Current Rate: £10.00 |
|
Rate to be Changed to: £15.00 on 16th January |
|
Existing Placement Admins (newest first): |
|
From - 21st January | To - 31st January |
From – 11th January | To – 20th January |
From - 1st January | To - 10th January |
Open the hire
Click on Timesheets
Delete all timesheets that exist after the date of the rate change (leave the timesheet that covers the date where the change occurs. You may want to write down any hours first so they can be re-entered)
Click on Hire Admin
Open last hire admin 21st – 31st January – delete this hire admin (note details of rate/date changes if this history needs to be re-inputted against the hire)
Open hire admin 11th – 20th January and enter the end date as the last date of the old rate (in this case 15th January)
Save this hire admin
Click New
Enter the extension start date as the start date of the new rate
Enter the end date as the original hire end date OR enter a new date if you are extending the hire at the same time
Change your hire admin type / reason if necessary
Scroll down to the rates and either delete / recreate any existing rates in the rates section OR simply modify the existing values.
Once the new rates are added
Click Save
Create missing timesheets with the new rates
Open the original timesheet that covers the date where the rate changes, just above the save button is a statement Click here to create another timesheet for this week
Click on this to create a timesheet to cover the latter part of the week with the new rate i.e. some hours will be entered in the original timesheet and some in the duplicate timesheet