Employee mobility tracks where an employee is located within your Company Structure over time. This is important because mobility history directly affects how costs are allocated in Financial Reporting, ensuring expenses are attributed to the correct entity, division, or cost center for each period.
As an admin, you can create, edit, and delete mobility records directly in the Optio portal.
How to find the Mobilities tab
- Log in to the Optio portal and select Employees in the left-hand menu.
- Click on the employee whose mobility you want to manage. This opens the employee detail view.
- Select the Mobilities tab.
The Mobilities tab displays a table with the following columns:
- Company Structure — the entity/department/cost-center etc. the employee belongs to during this period
- From — the start date of the mobility period (blank means initial or first entry)
- To — the end date of the mobility period (blank means the current or latest entry)
- Soc Sec Tax Rate Override — an optional override of the social security tax rate for this period, used for Social Security Provisions reporting
- Actions — delete the record
Adding a mobility record
- On the Mobilities tab, click Add Mobility at the bottom of the table.
- A new row is added with the From date set to today's date and the To field left open (shown as "–"), indicating this is the employee's current location. The To date of the previous record is automatically updated to the day before the new record's From date.
- Select a Company Structure by clicking the dropdown and searching for the correct entity.
- Adjust the From date if needed. The To date cannot be edited directly — it is automatically determined by the From date of the following record (see "Understanding From and To dates" below).
- Optionally, set a Soc Sec Tax Rate Override (see section below).
- Click Save at the top of the modal to confirm your changes, or Cancel to discard them.
Note: If you try to close the employee modal without saving, a warning dialog will ask you to confirm whether to discard your unsaved changes.
Editing a mobility record
You can edit the Company Structure, From date, and Soc Sec Tax Rate Override directly in the table — first clcik "Edit" and then simply click on the field you want to change.
- Company Structure: Click the field and search for a different entity.
- From date: Click the date field and select or type a new date. Changing a From date will automatically update the To date of the preceding record to the day before.
- Soc Sec Tax Rate Override: Click the dropdown and select or clear a rate.
The To date is not directly editable. It is always derived from the From date of the next mobility record (set to the day before). For the last record in the list, the To date remains open (shown as "–"), meaning the employee is currently at that location.
After making changes, click Save to confirm or Cancel to revert.
Deleting a mobility record
To delete a mobility record, click the delete icon (trash can) in the Actions column of the row you want to remove, then click Save to confirm.
Understanding From and To dates
Mobility records form a continuous, non-overlapping timeline. You only set the From date of each record — the system handles the rest:
- To dates are automatic — the To date of any record is always set to the day before the From date of the next record. You do not edit To dates directly.
- No overlapping periods — an employee can only belong to one Company Structure at a time.
- First record — the first mobility record has an empty From date (shown as "–"), meaning the employee was at that location from their start date.
- Current record — the most recent (last) record has an empty To date (shown as "–"), meaning the employee is still at that location.
Example: An employee who moved from the UK entity to Sweden, and then to Norway, would have three records:
| Company Structure | From | To |
|---|---|---|
| Optio UK | – | 10/04/2024 |
| Optio Sweden | 11/04/2024 | 11/03/2026 |
| Optio Norway | 12/03/2026 | – |
In this example, the admin only entered the From dates for Optio Sweden (11/04/2024) and Optio Norway (12/03/2026). The To dates for Optio UK and Optio Sweden were calculated automatically by the system.
Soc Sec Tax Rate Override
The Soc Sec Tax Rate Override is used in Financial Reporting — specifically for social security provisions. By default, the social security tax rate applied to an employee is determined by the Company Structure location they are linked to, such as an entity or cost center. In some cases, an employee should have a different rate than the one set on their Company Structure — for example, an expat who is on assignment abroad but remains subject to the social security rate of their home country.
To set an override, click Select rate (optional) in the Soc Sec Tax Rate Override column for the relevant mobility record and choose the applicable rate.
The override applies only to the specific mobility period and does not affect other records. If no override is set, the system uses the default rate from the Company Structure.
Exporting mobility data
You can export all employee mobility records to Excel directly from the Employees page.
- Navigate to the Employees page.
- Click the Download button in the top-right corner.
- Select Employees mobility from the dropdown.
This generates an Excel file containing the full mobility history for all employees, which can be useful for auditing or reconciliation purposes.
Good to know
- One Company Structure at a time — an employee can only belong to one Company Structure per period. Partial allocations across multiple entities are not currently supported.
- Financial Reporting — mobility records are automatically used by Financial Reporting to allocate costs to the correct entity for each period.
If you need help, contact your Client Services representative.