Career and job changes

Use this workflow when an employee’s position or primary department must change. The final result needs the correct employee, before-and-after values, effective date, reason, approval state, and updated profile history.

Primary owner: HR or a manager allowed to start an employee event.

Contributors: the approver and the owners of access, approvals, KPI, or payroll configuration affected by the change.

Why not edit the employee profile directly?

Position and Primary department require an effective date and auditable history. Use Start HR Event instead of overwriting the field or merely adding the employee to an organisation group.

Choose the event that describes the decision

Need	Event type
Move to a higher-level position	Promotion
Move to a lower-level position	Demotion
Change the position without calling it a promotion or demotion	Job title change
Change the primary department	Transfer

Promotion and Demotion filter positions by level relative to the current position. Use Job title change for a lateral change instead of selecting the wrong event type.

States to follow

State	Meaning	Next action
Draft	The event has not moved to its next decision point	Complete or review it
Pending approval	An assigned approver must decide	Track it under approvals
Approved - awaiting effective date	Approved, but not yet due to apply	Wait for the effective date
Applied	The event has changed the employee record	Verify the profile and downstream hand-offs
Cancelled	The event will not apply	Create a new event if the business change is still required

1. Select the employee and event type

Open HR → Employees.

1. Find the employee by name or employee code.
2. Open the row Actions menu.
3. Choose Start HR Event.
4. Choose Promotion, Demotion, Job title change, or Transfer.

You may also start from the employee profile or lifecycle area. In every case, confirm the name and employee code at the top of the dialog before entering data.

If an event type is disabled, read the explanation next to it. Do not move the employee through an unrelated state just to enable the choice.

2. Enter the change

Promotion, demotion, or title change

1. Review Current position. Rifena takes it from the current profile.
2. Select New position.
3. Choose the Effective date.
4. Select a Reason category, where applicable, and enter a clear Change reason.
5. Enter the Decision number if the organisation uses one.
6. Choose Continue.

Transfer

1. Review Current department.
2. Select New department. It must be active and different from the current one.
3. Choose the Effective date.
4. Select a reason category or enter a specific change reason.
5. Enter the decision number if used, then choose Continue.

The effective date controls application

Approval does not change the employee early. A future event remains Approved - awaiting effective date until that date arrives.

3. Review Confirm

At Confirm, reconcile every line:

• event Type;
• Effective date;
• old and new Position or Department;
• Reason category, Change reason, and Decision # where used.

Choose Back to correct an error. When every value is correct, choose Create event.

Result to confirm: Rifena shows Event created successfully. Choose View lifecycle timeline or open the profile timeline and confirm the event and its current state.

Check before submitting again

If the connection fails after creation, inspect the employee timeline first. Create the event again only after confirming the first one does not exist.

4. Approver decision

The person assigned to the current step opens HR → Approvals.

1. Confirm the employee.
2. Reconcile the event type, effective date, before-and-after values, reason, and decision number.
3. Choose Approve when correct.
4. Otherwise choose Reject and state exactly what must change.
5. Confirm the request leaves the current pending list.

Depending on organisation configuration, an event may require approval or apply directly. The lifecycle timeline is the source for the actual result; a closed dialog alone is not proof.

5. Verify after the effective date

When the event shows Applied:

1. Open the employee profile and confirm the Position or Primary department.
2. Confirm event type, effective date, and state on the timeline.
3. For a transfer, open the destination group and review membership, manager, and work access.
4. Review separately any area that may be affected:
   • roles and data access;
   • approval owner or step;
   • active KPI assignments;
   • payroll template or current payroll run.

The event changes only the profile data it owns. It does not promise that every role, workflow, KPI, or payroll setting changes automatically. Hand each area to its accountable owner.

If the change is wrong

Still pending

Use the timeline to identify the state and current approver. Do not create an opposite event while the original has no final result.

Already applied

Do not overwrite the profile to erase history. Create a new corrective event with the appropriate effective date and reason, or use the organisation’s controlled historical-correction process.

Complete when

• Correct employee and event type
• Before-and-after values shown by name, not an internal identifier
• Effective date and reason verified
• Final state confirmed on the lifecycle timeline
• Profile correct after the effective date
• Access, approvals, KPI, and payroll impacts handed to their owners

Related guides

• HR event reference
• Manage by organisation group
• Offboard and rehire
• Roles, data access, and approvals
• KPI and performance bonus
• Support for profile or organisation problems