A full access user or a restricted access user (a manager with access to a group of employees or a location), can perform tasks related to their relevant payroll permissions on the WorkZone app straight from their smartphone.
WorkZone is available on iOS and Android - WorkZone - Getting Started
This article will assist with setting up a restricted user - Manage Users
Permissions
If the restricted access user has roster permissions, they will have the ability to undertake the following actions in WorkZone based on their permission type, as follows:
Manage Employee Rosters:
- view published roster shifts that have been accepted by the employee (if the employee is required to accept a shift as per the businesses rostering configuration);
- view bidding shifts;
- view unassigned shifts;
- view (read-only) approved leave requests;
- view, edit, delete and create existing employee unavailability.
View Employee Rosters only:
- view published roster shifts that have been accepted by the employee (if the employee is required to accept a shift as per the businesses rostering configuration);
- view bidding shifts;
- view unassigned shifts;
- view (read-only) approved leave requests;
- view (read-only) existing employee unavailability.
N.B. Regardless of whether the user has 'manage' or 'view only' permissions they will not have the ability to create, edit, publish, unpublish or delete roster shifts in WorkZone. These are only options via the web portal.
Roster Screen
When logged into the business record, the user will see the Roster icon at the bottom of the screen. Tap on this option to see a daily view of the roster sectioned into the following categories:
- assigned shifts;
- bidding shifts;
- unassigned shifts;
- unavailability; and/or
- approved leave.
Any full access user or restricted access user with 'View Shift Costs' permission will also have the 'Show shift costs' toggle option:
Within the assigned and unassigned shifts section the user will see the following details for each shift:
- employee’s name (for assigned shifts only);
- shift start/end times;
- shift duration;
- location;
- role; and/or
- icons indicating any shifts that contain a break, span midnight and warnings associated with the shift. These appear next to the locations under the shift times.
- status labels to indicate when an employee is missing (red), clocked in (green), on break (blue) or has not clocked off (orange);
Within the bidding shifts section the user will see the following details for each shift:
- shift start/end times;
- shift duration;
- location;
- role; and/or
- icons indicating any break/s, shift spanning midnight and warnings associated with the shift.
Within the unavailability section the user will see the following details for each shift:
- employee’s name;
- unavailable time frame - all day or a start/ end time; and/or
- recurring unavailability icon (if applicable).
Within the approved leave section the user will see the following details for each shift:
- employee’s name;
- leave date/s;
- leave type;
- start/finish time, shift duration & location (this is only applicable where the approved leave has been generated via a shift and a leave based work type used to indicate leave is being taken as opposed to hours worked);
- icons indicating any attachments or notes associated to the leave; and/or
- number of leave hours.
Shift Details Screen
The user can tap on an individual assigned or unassigned shift to reveal the details of the shift. The details will include:
- employee’ name;
- employee’s phone number (tapping on this number will allow you to call the employee);
- shift details (date, start/end/break times);
- location;
- work type;
- classification;
- qualifications;
- role; and/or
- notes:
The user can tap on an individual bidding shift to reveal the following details:
- the number of employees bidding for the shift;
- the names of any of the employees bidding for the shift that the user has access to*;
- the phone numbers of all the employees bidding for the shift;
- shift details (date, start/end/break times);
- location;
- work type;
- classification;
- qualifications;
- role; and/or
- notes:
*Note - if there are 5 employees bidding for a shift but the user only has access to 3 of these employees, the user will be able to see the icon to indicate how many employees are bidding for the shift, but they will only see the 'names' of the 3 employees they have access to.
Likewise, if there is a bidding shift where the user doesn't have access to any of the bidding employees they will see the message 'No available employees under your access':
The user can tap on an individual employee unavailability to reveal the following details:
- employee’s name;
- whether unavailability is ongoing or a one-off;
- day, start/end date if the unavailability is ongoing;
- all day toggle;
- from/to time if the unavailability is not all day; and/or
- reason.
The user can also delete the unavailability. This is only available for full access users and restricted users with 'manage employee rosters' permission:
Full access users and restricted users with 'manage employee rosters' permission are able to add an availability within the roster via WorkZone. See here for instructions on how to do that.
The user can tap on an individual approved leave record to reveal the following details:
- employee’s name;
- leave category;
- first day/last day of leave;
- number of hours required for the leave;
- available balance (via the 'Show details' toggle);
- start/finish time, location & work type (this is only applicable where the approved leave has been generated via a shift and a leave based work type used to indicate leave is being taken as opposed to hours worked);
- notes; and/or
- any attachments associated with the leave request:
How to Add, Edit or Delete Employee Unavailability
If the user has 'Manage Employee Rosters' permission they will have the ability to not only view employee unavailability but also add, edit and/or delete.
See here for instructions on how to manage employee unavailability via WorkZone.
How to Search for Shifts
You can search the daily shift view by tapping on the search icon in the top right corner of the screen:
From here the user will have the ability to filter the 'Search Roster' screen by Employee, Location or Role:
Another way to scroll through the roster is to tap on the date picker which is the drop down arrow to the right of the the date. Tapping this will produce a calendar view and from there you can select the required date:
Warnings
If there are any warnings associated with the shifts there will be a warning icon within the relevant shift entry that can be seen on the roster screen:
The details of the warning can be seen by tapping on the relevant shift entry:
Employee Phone Number
The employee's phone number can be found within the shift details screen. This is only applicable to assigned and bidding roster shifts (not unassigned shifts, unavailability or approved leave):
The user can tap on the employee's phone number field and this will prompt the user to call the employee directly from the app:
Note: The employee phone number that appears here will be the mobile number that is listed on the employee's details page. If there is no mobile number listed it will be the home phone or work phone (in that order)
Employees can download WorkZone for iOS by searching for ‘WorkZone’ from the App Store, or by following this link:
Employees can download WorkZone for Android from the Google Play Store by searching for ‘WorkZone’, or by
following this link:
If you have any questions or feedback, contact us via support@yourpayroll.com.au