People and Payroll: How do I manage employee records?

Juniper People and Payroll

Overview

This article explains how to find, view, and update a staff record in the People area of the Employer Portal.

Find an employee

  1. Select People in the left-hand menu.
  2. Type a name, employee code, or National Insurance (NI) number into the search bar.
  3. Or select the filter menu, top right of the list. It reads No filter until you set one. Choose or build a view.

You can save a filter as a named view to reuse later. Select + next to Views to build one.

Read the employee list

The columns are: 

  • Employee
  • Payroll
  • Status
  • NI number
  • NI category
  • Tax code
  • Age
  • Started
  • Roles & cohorts
  • Portal Status

Select a column heading to sort by it.

Open an employee's record

Select an employee's name in the list to open their record. Select the pencil icon in the top corner of a section to edit it. A record is split into these sections:

  • Personal: title, name, gender, marital status, date of birth, age, start date, continuous service date, TUPE date, aggregated service date, retirement date, and leave date
  • Contact: sign-in (home) email, work email, and home address
  • Tax & NI: tax code, Week 1 / Month 1 flag, NI category and number, director status, region, and student loan plan
  • Roles: job title, FTE (full-time equivalent), base salary, spine point, department, and pension scheme for each role held
  • Pensions: scheme name, employee and employer contribution rates, employee and employer references, and worker group
  • Bank: pay method, name on account, bank name, sort code, and account number
  • Holiday: the holiday scheme this employee is on
  • Emergency contacts
  • Probation: probation period, end date, pass or fail, and free-text notes
  • Right to work: right-to-work check record
  • Equal-opportunity monitoring: ethnicity, sexual orientation, disability status, and dependants, all voluntary and staff-declared
  • Qualifications: what this employee is qualified in, and expiry dates
  • Safeguarding checks: pre-appointment checks recorded against this person, such as Enhanced DBS, barred list, and identity
  • Reporting line
  • Cohorts: which cohorts (staff groupings) this employee belongs to
  • Regular pay items: ongoing additions or deductions, for example a recurring allowance or a union subscription, shown with this period's value
  • This period's ad-hoc items: one-off additions or deductions raised for the current period only
  • Mileage and expenses: mileage claimed this tax year, by vehicle type
  • Absences: sickness and leave schemes this employee is on, past occurrences, and their Bradford Factor score
  • Benefits: a company car, company van, or medical insurance recorded against this employee
  • Documents: this employee's own payslips and letters
  • Notes: free-text notes on the record
  • Audit: who created the record and when, and when it was last updated

Reorder or hide an employee record's panels

  1. Open an employee's record.
  2. Select the gear icon, top right.
  3. Drag a panel by its handle on the left to move it up or down the record.
  4. Turn a panel off to hide it, or on to show it again. Personal details always stays first and can't be hidden.
  5. Select Save.

Panels tagged Payroll or HR only affect that tab's view of the record.

Add a new starter

Unlike other changes, a new starter isn't added from an existing employee's row. That's because you're creating the record, not editing one. Raise it as a form from the Forms catalogue instead:

  1. Select People in the left-hand menu.
  2. Select the Action button, top right, then select New starter, under Starters and leavers.
  3. Choose which payroll it's for, and fill in the form.
  4. Select Submit.

 Where the Onboarding & Recruitment module is turned on, it also has Onboard employee and Active onboardings. 

Raise a quick form for one employee

  1. Find the employee in the People list.
  2. Select the ••• icon at the end of their row.
  3. Choose the form you need.

The shortcut list is grouped the same way as the main Forms catalogue. The groups are Absence, Allowances, Deductions, Holiday, Parental leave, Pay and expenses, Probation, Sickness, and Starters and leavers. For what's in each group, see People and Payroll: How do I raise and track forms?.

Act on several employees at once

  1. Select People in the left-hand menu.
  2. Select the list icon, top left of the table, to turn on selection.
  3. Check the employees you want.
  4. Use the Actions panel that appears: Send invites, Send a form, Add to cohort, or Create documents.

Updated