Recording a change in History
Record a promotion, transfer, new manager or pay change with the date it takes effect, including a date inside an earlier period.
Who can do thisHR Administrator
Job title, department, manager and salary are kept as dated history. Each change has an Effective from date, so HCM knows what was true on any day. The org chart, approval routing and the Flexshop line manager all read from this history.
Record a change
- Open the employee and click Edit. Scroll to Assignment history.
- Under Record a change, set Effective from. The form fills itself with the values in force on that date.
- Change only the fields that change: Job title, Department, Manager, or the salary fields.
- Choose a Change type: Promotion, Transfer, Manager change, Comp change or Other. Add a Note (optional).
- Click Record change.
Record change writes at once. It does not wait for the dialog's Save, and Cancel on the dialog does not undo it.
A date inside an earlier period
You can date a change before a change that is already planned, or inside a period that has ended. HCM splits that period at your date and carries your change forward into the later periods that still held the old value. It stops at the first later period that set that field to something else on purpose.
1/5Sofie has a planned promotion from 01/01/2027. From 1 November she moves to Line Thomsen's team. Click Effective from under Record a change.
- Sofie has a planned promotion from 01/01/2027. From 1 November she moves to Line Thomsen's team. Click Effective from under Record a change.
- Enter 01/11/2026. The form fills with the values in force on that date, and warns that 1 planned change starts after it.
- Change only the Manager: pick Line Thomsen. Set Change type to Manager change.
- Click Record change. It writes at once, without the dialog's Save.
- The period is split at 01/11/2026. The new manager also carries into the planned promotion, which keeps its own job title.
When planned changes exist after your date, the form says so: "1 planned change starts after this date. A field you change here carries into it, unless that change sets the field itself."
Two dates are still refused, with "A period already starts on that date, or it is before the employee started. To change an existing period, use Correct.":
- A date on which a period already starts. Use Correct on that period instead; see Correcting a history period.
- A date before the employee's employment start.
Salary and grade
- Salary amount, Currency (DKK, EUR, USD, GBP, SEK or NOK) and Pay period (annual, monthly or hourly) belong together.
- Pick a Salary grade to check the amount against its band. In band: "In band for G3 (38,000-48,000 DKK)." Out of band, you must add an Override reason. See Salary grades and the band check.
- Salary is visible to HR, the employee and the employee's manager of record, and masked for everyone else.
Why a change can be refused
- "That manager would create a reporting cycle." The person you picked reports, directly or indirectly, to this employee.
- "That manager is not an employee of this workspace." or "That department does not exist in this workspace."
- "Invalid salary - check the amount, currency (3-letter code), and pay period."
There is no preview of the resulting timeline before you record a change. Read the period cards afterwards, and correct a period if needed.