Job Grades#

The Job Grade List#

At the top, a summary strip shows Job Grades (how many exist), Graded Today (of N) (active employees who hold a job grade), Not Graded Today and Job Grades Without a Role (job grades not linked to any role). Click Not Graded Today to open Employee Records filtered to the active employees who have no job grade.

Below it, the toolbar lets you search by code, name or role, and switch between Active only and Active and inactive. The job grades are then grouped into one section per linked role name, for example Accountant or Senior Team Leader, with the job grades in level order. The same title in several departments is one section, and its header counts them, for example 3 job grades · 7 departments. A job grade linked to several role names appears under each of them, and job grades not linked to any role go to a last section, No role. Each section has its own Add Job Grade button that pre-links the new job grade to that section's roles. Click a row to edit it. Each row shows:

The row actions are Set Roles (opens the roles dialog) and the trash icon, which deletes a job grade after a confirmation. A job grade that employees still hold cannot be deleted: the icon is disabled. Make the job grade Inactive instead.

Creating or Editing a Job Grade#

1. Open the dialog

   Click New Job Grade, or click a job grade's row to edit it.

2. Fill in the job grade
   Code*

   Letters, digits, dot, dash or underscore (40 characters at most). It cannot be changed after the first save.

   Name*

   The job grade as people will read it. Keep the leader title out of it.

   Title RankOptional

   The leader title that goes with the job grade, such as Senior TL, TL, Sub TL or Staff (80 characters at most). It appears after the name on the list and in job grade pickers, and as its own Title Rank field on the record of every employee who holds the job grade. Leave it empty for job grades without one.

   Level Order0 to 99

   Sorts job grades in lists; 1 comes first.

   The Roles section explains that the list groups job grades by linked role, in level order, and that roles are suggestions, never limits.

   RolesOptional

   The roles that normally use this job grade. The job grade is listed under each linked role name; with none linked it goes to No role. See Linking Job Grades to Roles.

   When you edit an existing job grade, an Active checkbox also appears; off means the job grade can no longer be given to employees.

3. Save

   Click Create Job Grade (or Save Job Grade when editing).

Setting an Employee's Job Grade#

An employee's job grade is set on their record: Employee Records → the employee → Employment tab → Job Grade (see Employee Records). Click Change Job Grade, choose the job grade and the Effective From date, and add a remark such as the reference number of a promotion. If job grades are linked to the employee's role, those are listed first under For this role; any other job grade is under Other job grades.

• An employee holds one job grade at a time, and the history is kept.
• Change Job Grade from a date ends the current job grade the day before. Entries never overlap.
• A change dated before a later entry is refused. Edit the history entry instead (the pencil on the entry), or remove it.
• Giving an employee the job grade they already hold is refused, and an entry's end date cannot be before its start date.

Linking Job Grades to Roles#

You can say which roles normally use a job grade. The link is optional and only a suggestion: it never restricts who can hold a job grade and never changes pay. A role with no job grades linked means any job grade, with no warnings.

1. From the job grade

   In the job grade form, use the optional Roles field, or click Set Roles on a row (same picker, then Save Roles). By default you pick by role name: one name links every role with that name across departments, shown as, for example, Engineer · 7 departments. Click Choose Individual Roles to pick single roles, each shown with its department (use Choose by Role Name to go back).

2. From the role

   Open Settings → Users & Access → Roles and click a role. The Job Grades section lists its job grades as chips (each opens this page searched for that job grade). Click Set Job Grades, choose from the flat multi-select list (in level order) and click Save Job Grades. The section is hidden without HRIS access and read-only without HRIS update permission. The Roles list also has an optional Grades column, hidden by default; turn it on in Column Visibility. See Roles.

The links are used in two places:

• In Change Job Grade the picker lists For this role (<role>) job grades first, then Other job grades. Choosing one outside the role's job grades shows a yellow warning, X is not one of the job grades of <role>. You can still save it. It never blocks saving.
• In Import Job Grades, a row whose job grade is not one of the employee's role job grades shows a warning in the review. The row is still imported.

Importing Job Grades#

To set many employees' job grades at once, click Import Job Grades. Download the template, fill one row per employee, and upload it.

Before anything is saved you see a preview with one result per row: New job grade (the employee had none), Job grade change, No change (already on that job grade) or Error. Review it, then confirm to commit. The preview also shows the job grade the employee holds on that date, so you can spot a wrong code before it lands. A row whose job grade is not one of the employee's role job grades shows a warning, but it is still imported.

Where Job Grades Are Used#

• Grade-based allowances. An allowance can pay a monthly rate per job grade instead of an amount per employee. See Pay a Title Allowance by Grade.
• Fringe benefit allowances. A fringe benefit is an allowance (category Fringe Benefit) priced by job grade, so the monthly rate of each job grade is set here, in the grade's rates, like any other grade-based allowance. See Set Up Fringe Benefit Tax.
• Employee list. Turn on the optional Job Grade column or use the Job Grade filter in Employee Records, which also has a No job grade option; the employee export carries a Job Grade column and follows the filter.

How It Connects#