Workforce Tracker manual

This page contains help information about the key feature areas of Workforce Tracker, and how to utilise the application to its best potential.

Thanks for choosing Workforce Tracker. Workforce Tracker (WFT) is a very simple, intuitive and easy to use application. However, a help manual has been developed to allow users to become more experienced with Workforce Tracker quicker.
This help manual will cover all the major aspects of Workforce Tracker, and follows the same step by step process a company would typically go through when using Workforce Tracker for the first time.

Signing In

You should now have successfully signed in to WFT.

Company

When signing up, and or editing your company account, these are the fields you may input for a company. Some of these fields are only present when signing up for an account, and others while editing your account.

Field Description
Name The name of your company.
Trading Address Address where your company trades / business address.
Business/Company Number Your company business or account numbers, such as an Australian Business Number (ABN), Australian Company Number (ACN), etc. Example value: ABN: 12345678 / ACN: 123456.
Email The email address you wish to use to login to WFT.
Pay week start day The day of which the pay week starts.
Next Payslip Date The date of which the next payslip is to be issued for employees.
Payslip duration The amount of weeks for which a payslip lasts/covers.
Next Summary Date The date of which the next payment summary is to be issued for employees.
Summary duration The amount of weeks for which a payment summary lasts/covers.
Grace period for Auto Approval Grace period represents how late an employee can attend their shift, before the shift needs to be manually reviewed. If the grace period is 5 minutes, for an employee rostered for a 9am start, they can attend their shift upto 9:05am, and still be automatically paid from 9am. If they attend at 9:06am, their shift will appear for review under the Shift Review tab, and you will be required to adjust the pay inputs.
Employees may view co-workers' shifts? By setting checking this field, an employee can log in to WFT using their account, and view when other employees are working on their shift week. This is useful if you want to make it easier for employees to find cover for their own shifts by themselves. If you want the employee to only see their own shifts, leave this field unchecked.

Employees

WFT is built around employee and payroll management, hence employees are a basic necessessity for the application.

Employees are also users with accounts in WFT. When you create a shift for an employee, they can view their shifts themselves by logging on to WFT with their own account credentials. In addition to this, your employees can view their payslips, payment summaries, statistics as well as message other users within the company.

They can also update their address, financial information, and other personal details.

Creating a new Employee

Creating a new employee is simple, and minimal inputs are required. Many fields are not necessary in WFT, as it has been geared around privacy. Only fields denoted with a * are mandatory.

While fields such as employee addresses can be ommitted, it may be law in your country/state that the employee's address appears on their payment summaries for example. If the employee address is supplied, this will appear on the payment summary, else the address on the payment summary will appear blank. You may always edit the employee's information (except their name and account email) at a later date.

If you have made a mistake, and need to change the name or account email for an employee, you will need to deactivate that employee, and create a new one (see the Fields/Description table directly below for more details).

Steps for creating a new employee:
- Navigate to the Employees tab
- Click on "New Employee"
- Enter in the fields for the employee
- Click "Create Employee"

Field Description
Name The employee's name.
Address (Optional) Employee's address, if specified, this will appear on their payslips and payment summaries.
PIN Used by the employee for logging on to their shifts through the delegate login system (more on that later).
Financial Institution/BSB/Account Number (Optional) Employee's financial information. Filling out these inputs will make the employees financial information appear on their payslips.
Super Annuation Fund/Account Number (Optional) Superannuation details of the employee. A typical format of this input is: SuperFund/Account Number, eg: MySuperFund/123456
Employment Category Employee's employment type, eg: Full-time, Part-time, etc
Employee Email Address and Password Your employee's email and a password. Be sure that the email is valid, and that it belongs to the employee. Your employee can later log on to Workforce Tracker, and view their shifts, payslips, payment summaries, send messages between users and more.
Default break allowance The employee's default break allowance on shifts.
Breaks are paid? By default, whether or not this employee is paid on their breaks.
Payment Loading Percentages If you require your employee to be paid a particular percent on top of their base rate for a certain day, edit the value for that day. Eg: If on Sunday's your employee is paid an extra 50% on top of their base pay, enter 50 under Sunday.
Taxation There are 2 options for calculating tax deductions for an employee. i) A Flat Tax rate - use this if the employee is to be taxed at a constant rate irrespective of how much they earn in a pay cycle. You can use the WFT calculator to help assist in deriving a rate (if applicable). ii) Australian Tax Office (ATO) Tax Table (for companies within Australia) - If the employee is to be taxed in accordance with the ATO Tax Tables, select the relelvant ATO Tax Table for this employee as per their Tax File Declaration form. If the employee also declared a HELP/SSL/TSL loan, select the relevant option, or leave it blank if not applicable.
Leave and Super Edit these fields in accordance with the amount of leave to add per hour worked, and superannuation contribution you wish to give your employee. Tip: Many of these values here can be calculated using WFT's calculator. If the employee does not earn annual/sick leave, leave the values set to 0.
Active? This field denotes whether the employee is currently active or not. This field can be used as a method of marking off terminated employees. If you wish to create payslips, summaries, etc for terminated/inactive employees, you will first need to re-activate them by viewing the Employees main page, clicking on View Inactive Employees, and then edit on the relevent employee.

Editing Employee Fields

It's sometimes important that you dont edit fields for an employee until that pay period is over.
For example, if you were to change the employee from an ATO Tax Table for tax calculations to a flat tax rate mid way through a pay period, the payslip data generated may not be accurate.

When a shift has been created using employee default values for things such as base hourly rates, loading rates, etc, should you later change the employee's base hourly rate, the shift will not be automatically updated with the new hourly rate. This is in the interest of data accuracy and to ensure that historical data in the application remains useful and accurate.

If you wanted future shifts to be updated with the new pay values, simply edit those shifts. If applicable, you may even make use of the Shift week duplication feature. Read on to the Shifts section for more details.

Shifts

By this stage, you should have created some employees. Now you are ready to assign your employee's some shifts.

Creating a New Shift

Note: A shift cannot span over 2 days, that is a shift must start and end on the same day. If you require your employee to work over 2 days, you will need to schedule 2 shifts.

Field Description
Employee The employee whom you wish to assign the shift to.
Rostered Start/End When the shift is scheduled to start and finish.
Base Pay The base hourly rate this employee is to be paid. Leaving this field blank will use the employee's value you specified on their account.
Loading Rate The percentage extra to pay this employee for the shift. Eg: If the shift falls on a public holiday, and you need to pay the employee 50% extra than normal, enter 50. If you leave this field blank, WFT will use the employee's value you specified on their profile for the day the shift is scheduled.
Break allowance The break allowance for this shift. Leaving this field blank will use the employee's value you specified on their account.

When creating a shift, the employees default values for tax proportions/ATO Tables (if applicable), super proportions, annual leave additions, etc are all used for that shift. These values can be later changed on a per shift basis by editing the shift later.

Shift Week

The Shift Week page displays all of the shifts for the current week that are assigned to your employees.
This default starting day for the shift week was specified when you created your account. If you wish to edit this default day, you may simply navigate to your "Profile", and alter the "What day does the pay period start?" field to your preference.

You may also click on the date picker to pick another shift week. For example, if you wished to view the shifts 1 month in the future, simply select the date you require, and click the "Refresh" button.

You may view a shift by clicking on the link within the Shift Week table. From this page, you may edit the shift, where you can alter the shift's fields, or additionally you may delete or review the shift.

Duplicating a Shift Week

On the Shift Week page, you may enter a number under the duplication Shift Week field. Upon clicking submit, the current Shift Week you are viewing will be duplicated for the next "number" of weeks forward. Any shifts which are already existing in this duplication period will be first deleted, and then overwritten by the new Shifts.

Reviewing a Shift/Shift Review

Once a shift has rostered shift has completed/was meant to start or an unscheduled shift has started, you are able to review the shift. The purposes of reviewing the shift is to ensure that you are paying the employee for the correct time period. For example, if they employee attended their shift 1 hour late, you may wish to edit when they are paid from.

Note: When you edit your company profile, you may specify a Shift Approval Grace Period. This is the amount of time to allow an employee to be late before their shift requires manual approval. For example, if your Shift Approval Grace Period is set to "5" minutes, if an employee is anywhere from 1-5 minutes late, you will not be required to review it. If the employee is 10 minutes late however, you will be required to review it, and it the shift will appear under the Shift Review tab.

You must fill out the "Approved by" input in order to dismiss the shift from your Outstanding Shifts to Review.

Any shifts that are outstanding will not contribute to an employee's pay/appear in the employee's payslips or payment summaries.

To review a shift:
- Click on the Shift Review tab
- You will now see a list of outstanding shifts (if any)
- Click on the review link for the shift you wish to review
- Adjust the inputs
- Enter your name in the Approved By input
- Click "Update Shift"

Field Description
Pay Start/End The period from which this employee is to be paid for their shift
Shift Status If an employee did not start/complete a shift, you may change the shift's status from Standard to a more accurate reason.

Shift Status Descriptions

Depending on the shift status, there may be changes to the employee's pay/leave balances.

Status Description
Standard Employee is to be paid as per the Pay Start/End field inputs, as normal.
Annual Leave Employee is paid as per the Pay Start/End inputs, and their annual leave balance is deducted (if applicable) based on the amount of hours they were paid for.
Sick Leave Employee is paid as per the Pay Start/End inputs, and their sick leave balance is deducted (if applicable) based on the amount of hours they were paid for.
Do not pay Employee is not paid for this shift at all. Pay Start/End inputs are ignored. Annual/Sick leave balances are not affected.

Shift Types

There are namely two (2) different types of shifts in WFT. That is scheduled and unscheduled. A scheduled shift is one which the company has actually assigned and created. An unscheduled shift is started when employee is not rostered to work on a particular day, and yet they still sign on for a shift. A typical example of this may be if an employee was called in emergency on one of their rostered days off for example, and no shift was assigned to them. In this case, the unscheduled shift will have to be reviewed, and will appear in the Shift Review tab.

Type Description
Scheduled A shift that the company has actually assigned and created.
Unscheduled When an employee is not rostered to work on a particular day, and yet they still sign on for a shift. A typical example of this may be if an employee was called in emergency on one of their rostered days off for example, and no shift was assigned to them. In this case, the shift will have to be reviewed, and will appear in the Shift Review tab.

Shift Login - Signing in to a Shift

WFT removes the need to manually get employees to sign in to shifts on paper. Instead, the system is all automated. Employees use WFT to log on to their shift, and sign out of their shifts.

Your company account already has a "company delegate" account which has been automatically created. This is a separate WFT account, used purely for signing into shifts. The login for the delegate is your company email address for WFT, with ".delegate" appended to the end of it. For example, if your email address for WFT was: "xyz@hotmail.com", your delegate login would be "xyz@hotmail.com.delegate".
By default, your password for the delegate is the same password you had when your created your company account.

If employee's were to login in to their shifts using the main company account, employees would have to opportunity to view other employee's information, edit their own pay information, etc, especially if they were to be left unattended while logging in to their shift. Similarly, if an employee was to log in to their shift using their own employee account, if they were running late for their shift for example, they could simply login to their shift from home to hide the fact that they were late.
This is the purpose behind having a delegate account. The delegate's only function is to allow employees to sign in and out of shifts. Simply leave the delegate logged in on a computer, and employees can be left unattended without the concern of them viewing or changing employee and company data.

When signing in to the delegate, it is recommended that you use a different browser compared to the browser you use for your main company account. This is so that you do not have to keep switching and logging in and out of your accounts.

Signing in and out of shifts

Changing your delegate password

Payslips

Payslips are automatically created based on the dates and timeframe specified in your company profile/the values you specified when you created your account.

You may view/edit these dates by managing your company profile, to do so, click on the "Profile" tab.

In order for payslips to be created automatically, all shifts within the payslip period are required to be approved. If you see an error notice upon navigating to the Payslips page, ensure that all Shifts have been reviewed under the Shift Review tab.

Creating a Payslip

Payslips are already automatically created for you. However, if you still require to create a manual payslip between two periods, you may.

Field Description
Employee The employee you wish to create the payslip for.
Start/End The period for which this payslip is for.

WFT will automatically use the employee's shifts within the specified payslip period to calculate the payslip values.
Later, if needed, you may still manually edit a payslip, and edit the exact values for the payslip yourself.

If an employee is entitled to annual/sick leave, WFT accrues the total leave balances for the employee based on their last payslip.
If you are migrating to WFT, and your employee already has leave allowances from before your utilisation of WFT, you may simply edit the payslip of the employee to reflect their actual leave balances. WFT will then accrue from this leave balance for the next payslip.

As WFT accrues values from the previous payslip, you may not have overlapping payslips. That is, you cannot have a payslip covering 1 January - 30 January, and then try and create another Payslip from 15 January - 15 February for example. These 2 payslips are overlapping. WFT will alert you to this happening. Overlapping payslips are not allowed as WFT accrues its values for things such as annual leave and sick leave based on the previous payslip. Thus, it is in the interest of data accuracy. If you require overlapping payslips for any reason, perhaps look at creating payment summaries instead.

If WFT is trying to automatically create a payslip, but there is a pre-existing payslip already existing, WFT will not create this automatic payslip.

Editing a Payslip

If a payslip is created, and a shift which is within the payslip period is edited (for example, less pay is given to the employee on that shift), the payslip will not automatically update. This is in the interest of data accuracy, and as the shift has already been approved.

If you do require the payslip to be updated, you may either follow the above "Editing a Payslip" steps, or delete the payslip, and then create a new payslip for the required period. When re-creating the payslip, WFT will automatically gather and calculate the required values based on your new shift values.

Payment Summaries

Payment Summaries are automatically created based on the dates and timeframe specified in your company profile/the values you specified when you created your account.

You may view/edit these dates by managing your company profile. To do so, click on the "Profile" tab.

Creating a Payment Summary

Payment Summaries are already automatically created for you. However, if you still require to create a manual payment summary between two periods, you may.

Field Description
Employee The employee you wish to create the payment summary for
Start/End The period for which this payment summary is for

WFT will automatically use the employees payslips within the specified payment summary period to calculate the payment summary values.
Later, if needed, you may still manually edit a payment summary, and edit the exact values for the payment summary yourself.

Editing a Payment Summary

If a payment summary is created, and a payslip which is within the payment summary period is edited (for example, less pay is given to the employee on that payslip), the payment summary will not automatically update. This is in the interest of data accuracy.

If you do require the payment summary to be updated, you may either follow the above "Editing a Payment Summary" steps, or delete the payment summary, and then create a new payment summary for the required period. When re-creating the summary, WFT will automatically gather and calculate the required values based on your new payslip values.

Additional Help and Support

If you have encountered a bug or an issue with WFT, please submit a bug report via this form.

If you require additional support, please send an email.

Thankyou for using Workforce Tracker. Your support and feedback is always welcome.