Manage residency-status choices
Keep the company’s own residency list aligned with payroll rules and employee records.
What this guide helps you do
Residency statuses are company-defined labels for details such as citizenship, permanent residence or work permits. They appear on employee records and can be used in Payroll Builder conditions, so use names that HR and payroll staff will recognise.
Open ADMINISTRATION, Settings, then find Residency Statuses. A new Singapore company starts with the Singapore list; a new company elsewhere starts with Citizen, Permanent Resident and Work Permit. HR can adapt the list to local requirements.
Understand the list
Each company has its own list. A status added in one company does not appear in another.
The visible name should read naturally on an employee record, for example “Permanent resident” or “Work permit holder”.
A company may keep up to 40 choices, and each name may be up to 60 characters.
You can rename a status without breaking the employee records or payroll rules that already use it. HRStuff keeps the status’s underlying identifier unchanged.
Add a residency status
Choose Edit on Residency Statuses
The existing names become editable and the add field becomes available.
Enter the new status
Use the term your HR and payroll teams actually use. HRStuff refuses a blank name or another choice with the same wording.
Save the list
The new choice becomes available on employee records and in residency-based Payroll Builder conditions. The addition is recorded in the Activity Log.
Correct or clarify a name
Choose Edit, change the visible name and Save. Renaming is the safe way to correct spelling or adopt clearer terminology because the stored internal value stays the same.
After saving, review one employee record and any payroll rule that uses the status. They should show the new wording without needing to be rebuilt.
Remove an unused choice
Read the usage shown beside the status
The Settings card tells you how many employee records and payroll rules still refer to it.
Move every use to the correct replacement
Update the employee records and Payroll Builder conditions first. One condition can include several residency statuses, so review every condition that includes the status you want to remove.
Choose Remove
HRStuff checks usage again at the moment of removal. If anything still depends on the status, nothing is deleted and the message tells you what remains.
Understand historical values
Removing a choice affects what can be selected from now on; it is not a tool for erasing a person’s history. HRStuff can still display an older stored value even if the choice no longer belongs in the current list.
Additions, renames and removals are recorded in the company Activity Log. The log helps explain when the available choices changed, but it does not decide the legal or payroll treatment of a status for you.