PeopleMatter: Managers: How do I transfer a Team Member, and accept or deny an incoming transfer request? (video)

Overview

Managers and Administrators can submit, accept, deny, and cancel transfer requests, depending on administrative rights. 

• To request a transfer, an administrator must have full access to the location where the employee is being transferred from and an administrative role that allows them to transfer Team Member Records. To complete a transfer, an administrator must have access to the location where the employee is being transferred to.

• Financial Administrators and Primary Administrators have full access and permissions to all locations; therefore, they can complete the transfer quickly and easily and avoid the approval/denial process.

• Transfers may be accepted or denied between locations. The transfer process emulates what Managers need in order to perform transfers in a multi-location environment. This workflow is really helpful for Managers that do not have full access to both locations.

To take action on Transfer workflows:

All Transfer Workflows can be managed from the Transfers Dashboard, which can be accessed by:

• Click WorkSpaces.
• Under your organization's name, click Administrator.
• The Administrator WorkSpace or HOME tab will appear.  Click Transfers. 

A list of transfers appears on the left:

• You can search by the Team Member's Name or use the filters to narrow down the list.

To initiate a transfer request to another location:

• Click New Transfer.  
• For Step 1, click Select/Edit Team Member.
  • Select the Team Member from your list.  Click Select this Team Member.
  • Click Next.
• For Step 2, first click Select/Edit Unit for the location the employee is being transferred from.
  • Select the unit from your list. Click Select Unit.
• For Step 2, next click Select/Edit Unit for the location the employee is being transferred to.
  • Select the unit from your list. Click Select Unit.
  • Click Next. 
• For Step 3, enter Transfer Information:
  • Use the calendar icon to select the Date Available for Transfer.
  • Enter a Transfer Reason if needed. 
  • Click Transfer.
• Note: The request will now appear as Sent in the list. A notification and email is sent to the receiving location administrator. A link within this notification will take the administrator to the transfer information in their Manage Transfers List. The Team Member's Record is updated stating that a transfer request has been sent to the new location.

To complete a transfer request to another location:

If you have full administrative rights to both locations, you can complete the transfer request entirely.  The process will begin the same as listed above for Step 1 and Step 2.

• For Step 3, enter Transfer Information:
  • Use the calendar icon to select the Date Hired at New Unit.
  • Use the drop-down arrow to select a Status of Full-Time or Part-Time. 
  • Click Select/Edit Positions to select a position. 
  • Enter Employee ID if used by your organization based on your company's policy.
  • Click Next. 
• For Step 4, enter a Pay Rate. 
  • Click Transfer.
• Note: The request will now appear as Approved in the list. The Team Member's Record is updated stating that a transfer request has been sent to the new location.

To approve a transfer request:

The administrator at the receiving location must approve or decline the transfer. They will receive a notification concerning the transfer and a link within the notification will take them to the Manage Transfers List.

• Click on the incoming Transfer Request. 
• The Transfer Information will appear on the right.  
• Click Approve.

• For Step 3, enter Transfer Information:
  • • Use the calendar icon to select the Date Hired at New Unit.
    • Use the drop-down arrow to select a Status of Full-Time or Part-Time. 
    • Click Select/Edit Positions to select a position. 
    • Enter Employee ID if used by your organization based on your company's policy.
    • Click Next. 
• For Step 4, enter a Pay Rate. 
  • • Click Transfer.
• Note: The request will now appear as Approved in the list. The Team Member's Record is updated stating that a transfer request has been sent to the new location.

To decline a transfer request:

The administrator at the receiving location must approve or decline the transfer. They will receive a notification concerning the transfer and a link within the notification will take them to the Manage Transfers List.

• Click on the incoming Transfer Request. 
• The Transfer Information will appear on the right.  
• Click the arrow next to Decline and select With Comments or Without Comments.

• Note:  The request will now appear in the Denied filter, and a notification and email are sent to the administrator of the requesting location. 
   

To cancel a transfer request:

Any incoming transfer may be canceled by the originating administrator, or any other administrator with access to the requesting location. Once a transfer is cancelled, the following occurs:

• Click on the incoming Transfer Request. 
• The Transfer Information will appear on the right.  
• Click Cancel Transfer Request.
• Enter a Cancel Reason if applicable.  Click Cancel Transfer Request. 

• Note: The request will now appear as Cancelled in the list. A notification and email are sent to the administrator of the requesting location. Neither the Team Member's record nor schedule is impacted if the transfer is cancelled.

Video Guide