Bulk Actions in Employees
You can perform a bulk action when you want to make changes to multiple records at once. In the Employee module on Every HR you can use bulk actions to sort annual pay progression, update paid for weeks, or update spot salaries.
To perform these tasks, you must first ensure that you have the correct permissions switched on within Every HR.
To edit these permissions, go to the Admin area, choose the User Administration page. From here, select either your individual user permissions or the user group you would like to amend and within the expandable ‘Permissions’ menu turn on any of the following bulk actions you would like the option to perform.
Please be aware prior to completing the bulk pay progression update you must ensure that all your pay ranges and scales have an 'order number' against them as this helps the bulk action tool understand if someone is on M3, then the next point is M4. For every pay range, each scale point should start with 1 and end with the final number i.e. 5 scales = 5 order numbers. They should not have a value of 0 set. Please contact Every Support if this is the case.
How do I perform an annual pay progression?
Step One
Go to the Bulk Actions page within the Employees module. On this page, you will see a table of the bulk actions which have been requested or completed previously. Below this you can click the green ‘Create Bulk Action’ button to create a new bulk action.
A window will appear with three bulk action options, choose ‘Create Bulk Pay Progression’.
Step Two
This will take you to the ‘Bulk Employee Changes’ page. The table on this page displays all your employees. The table can be filtered by surname, forename, start date, end date and status. On the ‘Job Bulk Changes’ tab above you can also filter the table by job role, job category, department, pay range, and whether the employee has a casual role.
Use the checkboxes on the right-hand side to select which employees you would like the bulk pay progression action to apply to and once you are happy with your selection, click the green ‘Create Bulk Pay Progression Action’ button below.
Step Three
You will then be prompted to enter a name for your bulk operation. This should simply be the name of the action you are performing and the year, i.e. ‘Annual Increase 2023-2024’.
You will also be asked to set an effective date, which is the date from which the bulk action will apply.
Lastly, you will be asked to choose the number of points you wish to increase your employee’s pay by. This represents the number of pay scales you wish employees to be increased by and is most commonly left at ‘1’.
When you are happy with the options you have entered, click the green ‘Apply Bulk Changes’ button below.
How do I bulk-update paid for weeks?
Step One
Go to the Bulk Actions page within the Employees module. On this page, you will see a table of the bulk actions which have been requested or completed previously. Below this you can click the green ‘Create Bulk Action’ button to create a new bulk action.
A window will appear with three bulk action options, choose ‘Create Bulk Paid For Weeks Amendment’.
Step Two
This will take you to the ‘Bulk Employee Changes’ page. The table on this page displays all your employees. The table can be filtered by surname, forename, start date, end date and status. On the ‘Job Bulk Changes’ tab above you can also filter the table by job role, job category, department, pay range, and whether the employee has a casual role.
Use the checkboxes on the right-hand side to select which employees you would like the paid for weeks amendment action to apply to and once you are happy with your selection, click the green ‘Create Bulk Paid For Amendment Action’ button below.
Step Three
You will then be prompted to enter a name for your bulk operation. This should simply be the name of the action you are performing and the year, i.e. ‘Paid For Weeks Amendment 2023’.
You will also be asked to set an effective date, which is the date from which the bulk action will apply.
Lastly, you will be asked to choose the new PFW value. This represents the new number of paid for weeks you wish to apply.
When you are happy with the options you have entered, click the green ‘Apply Bulk Changes’ button below.
How do I bulk-update spot salaries?
Step One
Go to the Bulk Actions page within the Employees module. On this page, you will see a table of the bulk actions which have been requested or completed previously. Below this you can click the green ‘Create Bulk Action’ button to create a new bulk action.
A window will appear with three bulk action options, choose ‘Create Bulk Spot Rate Salary Update’.
Step Two
This will take you to the ‘Bulk Employee Changes’ page. The table on this page displays all your employees. The table can be filtered by surname, forename, start date, end date and status. On the ‘Job Bulk Changes’ tab above you can also filter the table by job role, job category, department, pay range, and whether the employee has a casual role.
Use the checkboxes on the right-hand side to select which employees you would like the spot salary update action to apply to and once you are happy with your selection, click the green ‘Create Bulk Spot Rate Salary Action’ button below.
Step Three
You will then be prompted to enter a name for your bulk operation. This should simply be the name of the action you are performing and the year, i.e. ‘Spot Rate One-Off Increase 2022’.
You will also be asked to set an effective date, which is the date from which the bulk action will apply.
You will then be asked to choose from the following toggle options:
Once toggled from ‘No’ to ‘Yes’ you can choose whether the salary change is a ‘Fixed Increase’, a ‘Percentage Increase’, or to ‘Override Spot Values’. Overriding spot values will override the figures in the ‘Salary’, ‘FTE Salary’, ‘Hourly Rate’ and/or ‘Daily Rate’.
Once toggled from ‘No’ to ‘Yes’ you will be able to choose whether you would like to ‘Round’ (rounds it to the closest whole number), ‘Ceil’ (rounds up to the closest whole number), or ‘Floor’ (rounds down to the closest whole number).
Use this to choose the value that the FTE salary is divided by to calculate the hourly rate.
Use this to choose the value that the FTE salary is divided by to calculate the daily rate.
When you are happy with the options you have entered, click the green ‘Apply Bulk Changes’ button below.
How do I validate my bulk changes?
Regardless of the change, once you click to ‘Apply Bulk Action’, you will be taken to a validation page where any errors will have to be remedied before the bulk action can be applied. The page will detail the exact errors that need fixing. Errors must be remedied for the bulk action to pass the validation stage.
Once you have made any required changes, click the ‘Approve Bulk Action’ button. A blue banner should appear to inform you that the status has change to ‘Approved’.
When you return to the Bulk Actions page, the table will now display the status of your change. If the effective date for the change is in the future, the status will now show as ‘Approved’ but the progress will show as ‘Awaiting Execution’ until the date passes and the change can be actioned.
Once the effective date has passed (this will be instantaneous if the effective date is the same date that you created the bulk action) the status will show as ‘Completed’, and the progress will show that it is 100% complete.
Regardless of what Every page you are on, you will also receive a blue navigation window at the top-right of your screen to alert you that this process has been completed.