When a worker’s role changes in your organisation, it’s essential to manage compliance correctly to avoid any gaps. Here’s how role changes and compliance work in Zipline and how to ensure a smooth transition.
🔗 How Role Changes Are Sent to Zipline
Role changes are typically sent to Zipline automatically via your HRIS integration.
Timing varies: some HRIS systems send updates on the day of the role change; others send them in advance.
✅ Approach 1 (Recommended): Collect Compliance Before the Role Change (Create an Application)
To avoid compliance gaps, we recommend managing role changes through an Application in Zipline before the change happens.
Scenario 1 (Ideal):
Application initiated in Zipline before the role change.
Application is Approved in Zipline.
Role change is sent to Zipline (worker steps into the new role fully compliant).
Why this is best: Compliance is fully cleared before Day 1 in the new role.
⚠️ Alternative Approaches (Still Supported)
Scenario 2:
Application is initiated before the role change but remains In Progress when the role change is sent to Zipline.
Worker moves into the new role but may be temporarily non-compliant until requirements are completed.
When the role changes, any checks that are part of the application but are needed for ongoing compliance in the new role will be automatically moved to the profile. Any checks that had not yet been completed will be deferred; the progress made will be copied to the profile, with reminders being sent for workers to complete remaining steps where applicable.
Scenario 3:
Application is only initiated after the role change has already been processed in Zipline.
Worker is non-compliant from Day 1 until requirements are met.
We do not recommend this approach but recognise that in some cases it can happen.
In this scenario, the application will only contain checks that are not needed for ongoing compliance in the new role. Checks maintained as part of ongoing compliance will show in the "Already Managed Checks" section of the application.
➡️ Approach 2: No Application, Just Change the Role
You can allow the HRIS role change to happen without creating an application.
In this case, if any compliance is missing, the worker will be non-compliant from the first day of the new role.
Zipline will automatically send reminders to the worker to complete outstanding checks.
🔎 Example System Behaviour: Care Worker → Registered Nurse
As an example, if a Care Worker is invited to start compliance before they become a Registered Nurse, the following scenario could play out:
Application created in Zipline
Already Managed Checks such as a Visa Check are excluded from this application.
The worker is asked to complete application only checks, such as a Reference Check (note, this could be exempted if desired), and the compliance gap, based on the compliance matrix. In this case, they need to complete an Ahpra Check.
In this case, the worker did not start their Ahpra Check before the role change was sent to Zipline by the HRIS.
Therefore, the Ahpra Check was automatically deferred, where Zipline will continue to remind the worker to add their Ahpra Check via their profile.
Summary Table
Scenario | Compliance Status on Day 1 of Role Change | Recommended? |
Application Created & Approved Before Role Change | ✅ Fully Compliant | ⭐ Yes |
Application Created Before Role Change, But In Progress When Role Changes | ⚠️ Non-Compliant | No, but sometimes unavoidable |
Application Created After Role Change | ⚠️ Non-Compliant | No, but sometimes unavoidable |
No Application | ⚠️ Non-Compliant | In some scenarios |
By following these steps, you can maximise how smoothly role changes occur from both a compliance and experience perspective.