When to Create a New Employee Profile vs. Update an Existing Profile in Roubler
Overview
In the case of your employees changing their employment conditions through promotions, transfers, Demotion and re-instatements, as an Administrator, you’ll often need to make changes to employee details in Roubler. In most cases, you should simply update the employee’s existing profile. However, in certain situations where employment conditions change mid-pay period, you must create a new profile to ensure payroll and timesheets remain accurate.
This article explains the difference between updating an existing profile and creating a new profile, and outlines when each approach should be used.
When to Update an Existing Employee Profile
Update the employee’s profile if:
The employee is promoted, demoted, transferred, or reinstated, but the change takes effect only after the current pay run is complete.
Employment details remain consistent for the entire pay period, and no split rates or conditions are required.
Important Notes:
Always wait until the pay run is finalized before updating employment details.
If you update an employee’s profile before payroll is processed, the details in the current pay run may be overwritten and become incorrect.
After payroll is finalized, you can safely update the following details:
Position
Location
Pay rate
Start date
Pay condition rule set
When to Create a New Employee Profile
Create a new employee profile if:
Employment conditions change during the course of a pay period (for example, the employee’s pay rate or position changes mid-month).
An employee must have different conditions for part of the pay period.
Example:
An employee is on a monthly payroll.
For the first 10 days they are on one pay rate.
For the remaining 20 days they are on a higher rate after a promotion.
In this case, you must create a new profile with the new pay rate.
Ensure that timesheets are linked to the correct profile for each period.
Once the pay run is completed, you can terminate the old profile to avoid confusion.
Risks of Making Changes Before Payroll Completion
If you update an employee’s details before payroll is finalized:
Payroll data for that pay run may be overwritten.
Hours, rates, and timesheets may not align correctly.
This could cause compliance issues and incorrect employee payments.
Checklist for Administrators
✅ Wait until payroll is finalized before making changes, unless mid-period changes are required.
✅ Use a new profile if conditions must differ within a single pay period.
✅ After the pay run, terminate the old/unnecessary profile.
✅ Double-check timesheets if changes were made late in the cycle to ensure they’re aligned with the correct profile.
Summary
Update existing profile → When the employee can complete the current pay run with their existing details.
Create a new profile → When the employee’s employment conditions change during the pay period and payroll requires two sets of details.
Always review timesheets when making changes to ensure payroll accuracy.
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