Placement Admin

This document will provide you with the details on how to make changes to existing placements. All changes made are recorded as Placement Admins. Users should always check if placement 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. Placement admins are listed newest first.

Prerequisites

a) Users will need to have the correct permissions to delete placement admin records.

b) User making changes must be the authoriser of the placement (unless you have placement 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 placement.

Changing Placement End Date

Below is a list of instructions for extending / finishing placements based on the current status of the placement i.e. whether it has started or not, whether there are existing placement admins or not.

You will notice that we do not recommend using the update dates / update rates / update shifts links on the placement page. This is for advanced users once you understand the principles below.

NOTE: Timesheets do not affect extending placements other than the case when the placement has not yet started and you can edit the dates without creating a placement admin (see below). However in this case timesheets really should not exist yet. When extending a placement that has started you should go into the timesheets tab and create any missing timesheets for the new period. When shortening a placement that has started you should go into the timesheets tab and remove any surplus timesheets.

Extending a placement - has not started AND has no existing placement admins

• Open the placement
• 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 placement - has started AND has no existing placement admins

• Open the placement
• Open Placement Admin tab
• Click New to create a placement admin
• Extension start date will auto complete to the date after the current end date (in this case 1^st February)
• Input your new end date (31^st March)
• Choose you placement admin type / reason if necessary
• Click Save

Extending a placement - has started AND has existing placement admins

• Open the placement
• Both start date and end date will be un-editable on this page
• Open Placement Admin tab and click New
• Extension start date will auto complete to the date after the current end date (in this case 1^st February)
• Input your new end date (31^st March)
• Choose you placement admin type / reason if necessary
• Click Save

Finishing placement early - has started AND has no existing placement admins

• Open the placement
• Open Placement Admin tab
• Click New to open placement admin template
• Extension start date will auto complete to the date after the current end date (in this case 1^st February)
• Change the extension start date to the date your placement first started (in this case 1^st January – add time if needed)
• Input the new end date
• Choose you placement admin type / reason if necessary
• Click Save

Finishing placement early - has not started AND has no existing placement admins

• Open the placement
• 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 placement early - has started AND has existing placement admins

• Open the placement
• 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 Placement Admin tab
• Delete all placement admins that exist after the new desired end date (in this case delete placement admin 21^st January to 31^st January)
• The new desired end date should now fall within the start and end date of the top placement admin. Edit that placement admin changing the end date to the new desired end date
• Change your placement admin type / reason if necessary
• Click Save

NOTE: If there are only 2 placement 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 placement admins

Changing Placement Start Date

If timesheets exist and the placement start date needs changing then the user must delete existing timesheets. If timesheets have been completed please contact admin user / support.

Change placement start date - has not started AND no existing placement admins

• Open the placement
• 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 placement start date - has started AND no existing placement admins

• Open the placement
• 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 placement - has started AND has existing placement admins

• Open the placement
• Both start date and end date will be un-editable on this page
• Open Placement Admin tab
• Open newest placement admin record 21^st – 31^st January
• Delete this placement admin (note details of rate/date changes if this history needs to be re-inputted against the placement)
• If more than 2 placement admins show you will need to repeat
• Once all placement admins have been removed click on Placement tab
• The start date will now be editable on this page
• Change the start date
• Click Save
• Duplicate any placement admins that have been deleted which need to show against the record

Changing Rates against Placement

If timesheets exist and the placement 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 placement has started and rates are being changed half way through their placement 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 placement rate - has started, no existing placement admins, timesheets do exist AND rate changes at start of new week

• Open the placement
• 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 Placement Admin tab
• Click New
• Enter the extension start date as the start date of the new rate
• Enter the end date as the original placement end date OR enter a new date if you are extending the placement at the same time
• Change your placement 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, placement - has started, no existing placement admins, timesheets do exist AND rate changes middle of the week

• Open the placement
• 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 Placement Admin tab
• Click New
• Enter the extension start date as the start date of the new rate
• Enter the end date as the original placement end date OR enter a new date if you are extending the placement at the same time
• Change your placement 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, placement - has started AND existing placement admins, timesheets do exist AND rate changes at start of new week

• Open the placement
• 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 Placement Admin
• Open last placement admin 21^st – 31^st January – delete this placement admin (note details of rate/date changes if this history needs to be re-inputted against the placement)
• Open placement admin 11^th – 20^th January and enter the end date as the last date of the old rate (in this case 15^th January)
• Save this placement admin
• Click New
• Enter the extension start date as the start date of the new rate
• Enter the end date as the original placement end date OR enter a new date if you are extending the placement at the same time
• Change your placement 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, placement - has started AND existing placement admins, timesheets do exist AND rate changes middle of the week

• Open the placement
• 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 Placement Admin
• Open last placement admin 21^st – 31^st January – delete this placement admin (note details of rate/date changes if this history needs to be re-inputted against the placement)
• Open placement admin 11^th – 20^th January and enter the end date as the last date of the old rate (in this case 15^th January)
• Save this placement admin
• Click New
• Enter the extension start date as the start date of the new rate
• Enter the end date as the original placement end date OR enter a new date if you are extending the placement at the same time
• Change your placement 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