Assignments

An assignment puts an onboarded worker on a rate from your program rules for a date range. Workers record time against assignments, and invoices are built from that time, so nothing bills until an assignment exists.

On this page

Who can do this

All staff roles can create, amend, extend and terminate assignments: Program Admin, Hiring Manager, Finance / AP, HR / Compliance and Executive.

Before you start

  • The worker must have finished onboarding. See Onboarding and offboarding.
  • Your program rules need at least one rate card. Add rate cards in Config or with Import. Until there is one, the page explains that an assignment needs a rate card before it can be priced.

Create an assignment

  1. Pick the worker

    Open Assignments. In Create assignment, choose a Worker. Only onboarded workers are listed.

  2. Pick a rate card

    Choose a Rate card. Each option shows the job code, site, amount and currency, with the supplier in brackets when the card names one. You don't type a rate. VendOrca takes the amount from your current program rules.

  3. Set the dates and org unit

    Set a Start date. Optionally set an End date, or leave it blank for an open-ended assignment. Optionally set an Org unit, for example eng-platform, or leave it blank for a workspace-wide assignment.

  4. Create it

    Select Create assignment. The page shows Assignment created. and the row appears under Recent assignments as version v1.

Versions and effective dates

Every change adds a new version of the assignment with the date it takes effect. Earlier versions are kept, and VendOrca prices past work with the version that applied at the time. Each rate stays as it was when it was set, so a later change to your program rules doesn't change the price of existing work.

Change an assignment

Open Assignments → Manage active assignments and expand the row. The summary line shows the worker, the date range and the current version. Only active assignments appear here.

Amend (re-price)

Use amend when the rate changes and the work continues.

  1. In Amend (re-price), pick a New rate card.
  2. Set Effective from, the date the new rate starts.
  3. Optionally set an End date. Leave it blank to make the assignment open-ended.
  4. Optionally set Approved-through. VendOrca then refuses this amend if its effective date is on or before that date. It applies to this amend only.
  5. Select Amend.

The page confirms the amendment and the version number goes up. Pricing already worked out under the earlier version doesn't change. If amend is refused, the banner names the reason, usually a rate card that isn't in your current program rules, or an effective date on or before the approved-through date.

Extend

Use extend to push the end date out without changing the rate.

  1. In Extend, set Effective from.
  2. Set the New end date. Both dates are required.
  3. Select Extend.

The page shows Assignment extended. and Recent assignments shows the new end date and a higher version. If the rate also changes, amend as a separate step.

Terminate

  1. In Terminate, set Effective from.
  2. Set the End date.
  3. Optionally add a Reason, for example Project complete.
  4. Select Terminate.

The page shows Assignment terminated. The row gets the Terminated badge in Recent assignments and leaves Manage active assignments. Recorded time, approved timesheets and invoices stay as they are.

Common questions

How do I remove an assignment?

Terminate it instead. The version history is kept.

How do I end someone's engagement completely?

Terminate the assignment, start offboarding on Onboarding, and deactivate their sign-in on Users if they have one. Each is a separate action.

How do I make an assignment open-ended?

Amend it and leave the End date blank. Extend always needs a new end date.

Next steps

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