Actions Menu for Advanced Planning

The Actions menu helps you to plan employee changes more effectively with planning actions such as Promote, Transfer, and Terminate, available directly within the employee profile. These guided actions replace manual workarounds, helping users streamline planning, maintain data consistency, and ensure accurate tracking of workforce movements.

Note:

You must contact your Planful Account Manager to enable it.

Whether it’s tracking employee promotions, transfers, or terminations, this feature simplifies complex tasks and allows you to make swift adjustments to your workforce strategy.
The Actions Menu streamlines these actions and ensures that you can maintain accurate, up-to-date workforce data, making it easier to align with your business needs and optimize your planning process.

The Actions menu includes:

• Promote

• Transfer

• Terminate

Note

• The Actions menu is available only in the Edit Employee window; it does not appear when adding employees.

• Always select a scenario, except the Default scenario, as the Actions menu is not available in default scenarios.

Promote

The Promote action enables you to initiate promotions with precise control over start dates and compensation adjustments.

Note:

Start dates for promotions must fall between the Position start date + 1 and the scenario's end date.

How To Promote an Employee

To promote an employee, do the following:

1. Navigate to Maintenance > Workforce > Workforce Planning Setup. You will be on the Employees tab.

2. Select the Scenario and Budget Entity. The employee roster displays all the employees.

3. Search for the employee and click the Employee Number link from the employee roster to open the employee profile. The employee profile appears.

4. On Employee Profile, click the Actions Menu and select the Promote option.  The Promotion pop-up appears.

   Note:

   You can perform the Promote action only for employees classified under the Annualized Salary Class.

    

5. Enter the following details in the pop-up:

   1. Promotion date in the Date field.

   2. Updated Salary in the New Annual Salary field.

   3. New position in the New Position Description field.

      Note:

      You cannot select the current date. The calendar allows selection from the day after the Position Start Date, up to the scenario end date, regardless of the current date.
      

6. Click Proceed. An employee profile with the new position is created and you will see:

   1. The disabled Actions menu

   2. An updated Position Description

   3. An updated Annual Salary

   4. A Promotion label with the following values:

      1. Schedule: This shows the date selected for promotion.

      2. Previous Salary: This shows the previous salary.

      3. The Position field will now have the newly created position.
         
         
         

7. Click Save to confirm your changes.
   Note: You can see the Actions menu now enabled.

8. Click the Back button to go back to the employee roster and search for the same employee for whom you have applied the promotion action.

9. Open the employee profile and you can see the Promotion label but with the Update Promotion Details icon next to it.

   1. You can also go to the original profile by clicking on the Position field and selecting the old position. You will be directed to the original profile.
      

      Note:

      At this stage, along with the Actions menu, Save&New, and Save options will be disabled on this original employee profile and you cannot perform any other actions on this employee profile except editing the Promotion.

      Important:

      • You cannot revoke a promotion. However, you can delete positions or employees to revert the promotion.

      • You cannot change an annualized employee to an hourly employee after a promotion.

How to Edit the Promotion

To edit the promotion date, do the following:

1. Navigate to Maintenance > Workforce > Workforce Planning Setup. You will be on the Employees tab.

2. Select the Scenario and Budget Entity. The employee roster displays all the employees.

3. Search for the employee and click the Employee Number link from the employee roster to open the employee profile. The employee profile appears.
   Note: The Actions menu, Save&New, and Save options will be disabled.

4. Click on the Update Promotion Details icon to edit the promotion date. The Update Promotion Details pop-up appears.
   
   

5. Modify the promotion date and the New Annual Salary (if required) and click Update.
   
   You will be on the employee profile with the new position (which was created when the Promotion action was performed) and the Promotion Date and Annual Salary values are updated. Note that the Previous Salary value does not change.
   
   

6. Click Save to confirm your changes. The Actions menu is enabled.

7. Click the Back button to return to the roster and search for the original employee for whom you have applied the transfer date.

8. Click the Employee Number link to view the original (old) employee profile, which has:

   1. A Promotion label with the new or updated scheduled promotion date. An Update Promotion Details icon next to the scheduled date, allowing you to edit it.

      Note:

      At this stage, the Actions menu, Save & New, and Save options are disabled.
      You can also go to the original profile by clicking on the Position field and selecting the old position. You will be directed to the original profile.

Transfer

The Transfer action allows you to move employees to another entity. The Employee profiles on applying the Transfer action will have two fields:

• Transfer In Date: Marks the start date of an employee’s position within a new Home Budget Entity (HBE), beginning their tenure in the new HBE.

• Transfer Out Date: Indicates the end date of the employee’s position in their previous Home Budget Entity.

In workforce planning, these dates are critical for:

• Budget Allocation as the Transfer Out Date determines when the previous entity stops accounting for the employee in its budget and the Transfer In Date determines when the receiving entity starts accounting for the employee.

• Headcount Reporting as it reflects when the employee is removed from one team or location and added to another.

• Compensation Adjustments as the changes in pay, bonuses, or other compensation elements take effect from the Transfer In Date. Currently, only the Annual Salary is used for computing any advanced action impacts.

The system creates two employee profiles for each transfer:

• Transfer-Out: Reflects the employee’s departure, prorating annual salary and merit calculations up to the Transfer Out Date.

• Transfer-In: Logs the employee’s arrival at the new position, carrying forward relevant details while locking certain fields (e.g., Home Budget Entity). You cannot update the Home Budget Entity for a Transfer-In record.

  Notes:

  Salary adjustments and budget raises are automated, ensuring accurate updates in reports and payroll.

  • The Transfer Out Date can be modified later.

  • When an employee is transferred, and to delete a transferred employee, the Transfer-In profile must be deleted first, followed by the Transfer-Out profile.

  • Deleting a Transfer-In record or promoted position automatically clears the Position End date for the old employee profile. Additionally, the Transfer-Out employee profile resets to Unprocessed and you must reprocess it again.

How To Transfer an Employee

To Transfer an employee, do the following:

1. Navigate to Maintenance > Workforce > Workforce Planning Setup. You will be on the Employees tab.

2. Select the Scenario and Budget Entity. The employees roster displays all the employees added to that scenario.

3. Search for the employee and click the Employee Number link from the employee roster to open the employee profile. The employee profile appears.

4. Click the Actions Menu and select Transfer. The Transfer Out pop-up appears.

   Note:

   You cannot perform the Transfer Out action for employees holding multiple simultaneous positions. However, it is available for employees with a single position and multiple incremental (non-overlapping) positions.

    

5. Enter the Transfer Out date in the Date field. The Transfer-In Date will automatically display the next day of the Transfer Out date field and is non-editable.
   
   

6. Select the Home Budget Entity and click Proceed.  
   

   
   You will be on the employee profile where you will see:

   1. The disabled Actions menu.

   2. A Transfer-In label displaying the scheduled transfer-in date (the day after the selected transfer-out date).

   3. The disabled Home Budget Entity field.
      
      

7. Modify the employee number, if required.

8. Click Save to confirm your changes. A Transfer-In employee profile is created and the Actions menu is enabled.

9. Click on the Back button to navigate back to the roster and search for the original employee for whom you have applied the transfer date.

10. Click the Employee Number link to view the original (old) profile, which now has:

    1. A Transfer-Out label with the scheduled transfer-out date.

    2. An Update Transfer-Out Date icon next to the scheduled date, allowing you to edit it.
       Note: The Actions menu, Home Budget Entity field, Save & New, and Save options are disabled in the old profile and you cannot perform any other actions on this employee profile except editing the Transfer - Out date.

       Note:

       Salary adjustments and budget raises are automated, ensuring accurate updates in reports and payroll.

    For example, if a transfer occurs for an employee, where the position start date is 1/25/2025, with an annual salary increase from $12,000 to $18,000 as the Budget Raise is 50%.
    On 8/2/2025, the transfer occurs and the system calculates the budget raise and creates a transfer-in record with the Annual Salary set to $18,000, reflecting the 50% budget raise. The system prorates the salary for the old position up to 1/24/2025. From 8/2/2025, the new salary of $18,000 applies, with the 50% budget raise accurately reflected for 2025 and 2026.

How to Edit the Transfer Out Date

To edit the transfer date, do the following:

1. Navigate to Maintenance > Workforce > Workforce Planning Setup. You will be on the Employees tab.

2. Select the Scenario and Budget Entity. The employee roster displays all the employees.

3. Search for the employee and click the Employee Number link from the employee roster to open the employee profile. The employee profile appears.
   Note: The Actions menu, HomeBudget Entity field, Save&New, and Save options will be disabled.

4. Click the Update Transfer Out Date icon to edit the termination date. The Update Transfer Out Date pop-up appears.
   
   

5. Modify the termination date. The Transfer in Date value will automatically display the next day of the Transfer Out Date.
   
   

6. Click Update and you will be on the Transfer-In employee profile (created when the Transfer action was performed), and the profile is updated with the new Transfer in Date.  At this point, the Actions menu is disabled.

7. Click Save to confirm your changes and the Actions menu is enabled.

8. Click the Back button to return to the roster and search for the original employee for whom you have applied the transfer date.

9. Click the Employee Number link to view the original (old) profile, which now has:

   • A Transfer-Out label with the new or updated scheduled transfer-out date.

   • An Update Transfer-Out Date icon next to the scheduled date, allowing you to edit it.
     

     Note:

     The Actions menu, Home Budget Entity field, Save & New, and Save options are disabled.

Limitations

The Transfer Out action has specific conditions, restrictions, and system behaviors based on employee classification, position structure, and workflow processes.

• You cannot change the Home Budget Entity of the Transfer In profile via dropdown selection. The only way to modify the Home Budget Entity is by initiating a new transfer for the Transfer In employee.

• You cannot reverse transfer the employee to their original Home Budget Entity.
  For example: If an employee is transferred out from Home Budget Entity Product to Sales, they cannot be transferred back from Sales to Product. However, they can be transferred out to a new Home Budget Entity that is neither Product nor Sales.

• You cannot revoke a transfer.

Terminate

The Terminate option allows you to mark the end of an employee’s position without creating a new position. Using this option, you can track headcount reductions and financial impact caused by terminations in reports.

Notes:

• The Position End Date is automatically populated when a Termination Date is entered.

• Once the Terminate Date is entered, the employee's compensation report will reflect compensation only up until the end of that month. For the remaining months, the compensation will be recorded as null.
  For example, if the Termination Date is in January, the compensation will be null for all subsequent months.

How To Terminate an Employee

To Transfer an employee, do the following:

1. Navigate to Maintenance > Workforce > Workforce Planning Setup. You will be on the Employees tab.

2. Select the Scenario and Budget Entity. The employee roster displays all the employees.

3. Search for the employee and click the Employee Number link from the employee roster to open the employee profile. The employee profile appears.

4. Click the Actions Menu and select Terminate. The Termination Date pop-up appears.
   
   

5. Enter the termination date in the Date field.
   
   

6. Click Proceed.
   

Backfill Options (After Proceed)

The Backfill feature helps you to track and directly replace terminated employees seamlessly. This functionality enables organizations to identify which new hires are serving as replacements for departing employees.

At this stage, you will see the disabled Actions menu and two options:

After Saving (Either Option)

You will return to the original (terminated) employee profile where you will see:

• A Termination label with the Revert Termination and Update Termination Date options

• A Schedule value with the selected termination date (non-editable)

• The Actions menu, Save & New, and Save buttons will be disabled

If no backfill exists, you may:

• Click Create Backfill

• Use Revert Termination or Update Termination D
  

How to Edit or Update the Termination Date

You can update the termination date whether or not a backfill has been created.

To edit the termination date, do the following:

1. Navigate to Maintenance > Workforce > Workforce Planning Setup. You will be on the Employees tab.

2. Select the Scenario and Budget Entity. The Employees Roster displays all the employees added to that scenario.

3. Search for the employee and click the Employee Number link in the roster to open their employee profile.

4. Click the Update Termination Date icon. The Update Termination Date pop-up appears.
   
   

5. Modify the termination date and click Update. where you will see the Termination label displaying the updated termination date.
   

6. Click on the Back button to go back to the employee roster.

How to Delete the Termination Date

To revert the termination, do the following:

If a Backfill Exists:

1. Delete the associated backfill profile first.

   • A confirmation message will appear, informing you that the backfill is linked to the original employee profile.
     
     

2. Once the backfill is deleted, the Revert Termination icon will become available on the original profile.

3. Click Revert Termination, then Save to restore the employee.

If a Backfill Does not Exists:

To revert the termination, do the following:

1. Navigate to Maintenance > Workforce > Workforce Planning Setup. You will be on the Employees tab.

2. Select the Scenario and Budget Entity. The employee roster displays all the employees.

3. Search for the employee and click the Employee Number link in the roster to open their employee profile.

   1. You can also delete the termination date immediately once the Terminate action is completed.
      Note that the Actions menu, Save & New, and Save buttons remain disabled.

4. Click on the Revert Termination or the delete icon to edit the termination date.
   The Revert Termination pop-up appears.
   
   

5. Click Revert Termination and you will be on the employee profile.
   Note that you must create new positions if that employee has held multiple positions once the termination is reverted.
    

6. Click Save to confirm your changes. The Actions menu is now enabled.

   Notes:

   When copying or duplicating employees:

   • Copying or duplicating employees is permitted only if the termination date is set for the future.

   • Termination details remain exclusive to the original record and are not transferred to copied or duplicated records.

   • You cannot use the termination action for employees holding multiple simultaneous positions. However, it is available for employees with:

     • A single position

     • Multiple incremental (non-overlapping) positions

Managing Roster Updates, Actions, and Deletions

Roster Update Capabilities

You can perform mass updates and inline edits directly within the employee roster and card views for employees involved in advanced planning actions, including promotions (latest position), transfers (Transfer In), backfills, and normal employee profiles.

Roster Update Restrictions

Certain restrictions apply to roster updates:

• Mass updates and inline edits are supported for promotions (latest and active positions), transfers (Transfer-In), backfills, and normal employee profiles, but not for Termination actions, Transfer-Out records, or Promotion records from previous and inactive positions. Attempting these unsupported updates generates an exception report.

• Inline edits involving both Transfer Out and Transfer In profiles automatically revert changes made on Transfer Out records to their original values; updates are applied only to Transfer In records.

• Inline edits cannot be made to previous position records of employees who have been promoted. Attempted updates will generate an exception report.

• Employee profiles with Terminations, Transfer-Out records, or Promotion records from previous positions cannot have their Position Start Date, Position End Date, or Hire Date modified using:

  • Employee Roster (Admin & User Input views)

  • Employee Card View

  • Mass Update function

• The Actions menu is disabled if the employee's Position End Date is in the past. Click here to learn more.

• Any attempted updates at the roster level will not be saved, and an exception report will be generated. If an update attempt fails, the exception report includes:

  • Reason for Exception (e.g., Employees having advanced planning actions performed on them cannot be updated from roster or mass update.)

  • Employee Number

  • Employee Name

  • Position Description

  • Original Value

  • Attempted Value

For Example: If Jerry was promoted to Senior Engineer, any attempt to update their salary directly from the roster would trigger an exception report.


The report is as follows:

• Handling Multiple Actions on an Employee Profile

  • Actions on an employee profile are executed sequentially. For example, if an employee is promoted and later transferred, the Promotion label remains applied.

  • If the transferred position is deleted from the transferred employee profile, the Promotion label is restored to the original profile.

• Managing Incremental and Simultaneous Positions

  • The Actions menu is unavailable for employee profiles with multiple simultaneous positions.

  • The Termination action button is disabled if the employee's Position End Date is in the past.

Generic Limitations

• The addition of the attributes with the following names is not allowed. It prevents certain actions or causes failures:

  • Promotion

  • Previous Annual Salary

  • Termination

  • Transfer-In

  • Transfer-Out

• Custom compensation items must be mapped before performing the required action, as the Save button is disabled after performing the advanced actions.

• The Position dimension is mandatory in reports to ensure accurate data retrieval and analysis, as actions are performed at the position level and the attributes are also defined at the position level.

You can see all of the above actions performed on the Employees from the employee’s roster.

The Plaemployeen column within the Employee Roster provides clear visibility into workforce planning actions taken on employees.

Previously, it was difficult to identify an employee’s planning status at a glance. With this update, you can now easily see the current action associated with an employee, streamlining workforce management and supporting more informed decision-making.

What You’ll See in the Planned Action Column

The column will display one of the following planning actions (if applicable):

• Backfill

• Promotion

• Transfer Out

• Transfer In

• Termination

Employees who do not have any planning actions applied will show a blank value in this column.

Sorting and Export Support

The Planned Action column supports:

• Sorting directly within the Employee Roster for easier organization and review.
  
  

• Inclusion in exported roster reports using the Export to Excel option in the More menu, thus ensuring consistent visibility both within the application and offline.
  

Where Else You Can View Planned Action

The Planned Action status isn’t limited to just the Employee Roster—it’s now also available in:

Advanced Search

A new Planned Actions filter has been added to the Advanced Search window, allowing you to search and filter employees by their current planning status. You can select all or none, or choose specific planned actions.

Available options include:

• Select All: Includes all employees, regardless of planned actions.

• None: Filters for employees with no planned actions assigned.

• Backfill: Indicates a planned replacement for an existing vacancy.

• Promotion: Indicates a planned advancement to a higher-level position.

• Transfer Out: Indicates a planned move out of the current department or business unit.

• Transfer In: Indicates a planned move into a new department or business unit.

• Termination: Indicates a planned separation from the organization.

You can select one or multiple actions (e.g., Termination, Transfer In) to refine your search results.

This filter works seamlessly alongside all existing Advanced Search options. Click here to learn about Advanced Search.

Note:

The Actions menu must be enabled in your application for the Planned Actions filter to appear in Advanced Search. Contact your Planful Account Manager for assistance.