There may be occasions where an employee within your organisation has multiple roles or contracts.  Each role needs to be recorded separately in HR but against the same employee - a Secondary Record.  Each employee can have multiple Secondary records.

This guide will show you how to create a Secondary Record.

Contents

• To give an employee a secondary record
• To create the Job and Pay details for the secondary record
• Other details for the Secondary record

To give an employee a secondary record

• Go to the following area:
  • Latest (left-hand) menu: Personal > Personal Details
  • Pre 2025 (top) menu: Personal Data > Personal Information > Personal Details
• Locate the employee who is being given a Secondary record
• Next to the page header Personal Details there is a button (+Secondary record/in the older version it looks like a radio settings button) to add a Secondary record  
• This allows you to create a partial copy of a person’s record, to be able to attach separate Job and Pay records, Allowances, Payments etc for the second Job, or Jobs as the person can have more than one Secondary record
• Click on the button next to the page title

• Click Create Secondary Record

• The Personal Details for that employee will be presented and next to the employee's name now indicates you are working on the Secondary record

• A message bar in the title area states:  

Note:  The fields that are automatically copied from the Primary record to the Secondary record (and therefore read-only in the Secondary record such as Bank Details) can be configured using the is Bio in Persrec? setting in Tables and Fields.

• Click on the Employment details tab and enter any details specific to the Secondary record.  Once complete, click Update. 
   

To create the Job and Pay details for the secondary record

• Go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay
  • Pre 2025 (top) menu: Personal Data > Job, Pay & Reward information > Job and Pay
• The screen will reflect there are no Job and Pay details for the Secondary Record
• Click Insert New Record
• Pick the appropriate information relating to the secondary position for this employee and once complete click Update
• The employee name information will be updated and will reflect the newly selected job role

• When the Secondary Job has been assigned, a Manager will then be linked via the Job Hierarchy (with Jobs File enabled). The Manager will only be able to see Subordinate information related to Jobs they manage, so if the employee’s Primary or other Secondary Job(s) are outside the Manager’s remit they won’t
  be able to see the details
• The exception to this rule is Training Details, where a manager will be able to see a Subordinate’s full training record, regardless of which Job it relates to, but training linked to a Job outside their remit will be read only. 

Other details for the Secondary record

• Any other factors associated with the Secondary record can be added in the usual manner such as Allowances, Payments etc.
• Remember to check you are viewing the correct (Secondary) record when making any updates.
• To end a Secondary record means processing that particular record as a ‘Leaver’ even though the person may not actually be leaving the company as they still have a Primary record.  To end a Primary record you can make the secondary become the primary if the person is not fully leaving.  See the linked guides for more details