We’re excited to introduce the following updates and new features designed to streamline workflows and improve usability. Each update aims to enhance user experience and reduce manual tasks.

 

Key Features

Standard/Work Hours Requirement for Casual Employment Type

Overview: For NZ users, when creating an employee or sending an invite with the casual employment type, standard work hours were previously required. This setting is now made optional, allowing more flexibility for casual employees.

Key Benefits:

• Enhanced Flexibility: You can now choose to make work hours optional for casual employees, reducing unnecessary input during onboarding.
• Compliance Control: Employers remain responsible for ensuring casual employees are correctly scheduled where needed.
• Company Setting Toggle: A new setting has been added to “Company Settings” under the "Roster" tab to opt into this feature.

User Experience Improvements

Legacy Onboarding Documents in Employee Profiles

Overview: Legacy onboarding documents will now appear directly in the employee profile when using the modern onboarding process. This eliminates the need to search elsewhere for previous documents.

Key Benefits:

• Seamless Access: Easily view legacy onboarding documents in the employee’s profile, reducing confusion.
• Improved Document Management: Documents from both legacy and modern onboarding are centralized in one location for quick access.

 

Allow Restricted Admins to Reset MFA

Overview: Admins can now reset an employee’s Multi-Factor Authentication (MFA) directly, making it easier to assist employees who have lost access. This is restricted to admins with sufficient permissions.

Key Benefits:

• Lower Support Burden: Admins no longer need to submit support tickets for MFA resets.
• Data Security: Admins are restricted from resetting MFA for employees with access to locations they do not oversee, ensuring data integrity.

 

Allow Logged-In Users to Reset Their Own MFA

Overview: Users can now reset their own Multi-Factor Authentication (MFA) without admin intervention, provided they can successfully authenticate themselves using their password.

Key Benefits:

• Self-Service Security: Users can reset MFA settings when switching devices, reducing the need for admin support.
• Improved User Control: As long as the user can log in with their password, they can reset their MFA and regain access to their account.

 

Rehire/Reinstate Terminated Employees

Overview: A new feature allows admins to rehire or reinstate terminated employees, simplifying the process and ensuring compliance with company policies.

Key Benefits:

• Rehire/Reinstate Options: Choose between rehiring or reinstating an employee, each with specific options for payroll profile reactivation.
• Customizable Settings: Admins can set a "Reinstatement Window" to define how long after termination employees can be reinstated.

More info here.

 

Leave Balance Display

Overview: This feature provides better visibility of employee leave balances within the system, improving payroll accuracy and employee satisfaction.

Key Benefits:

• Clarity for Managers and Employees: Both managers and employees can now easily view leave balances, ensuring transparency regarding available leave.
• Accurate Reporting: Helps in preventing payroll errors related to miscalculated leave by offering real-time updates on leave balances.

 

Ability to Bulk Approve Recurring Leaves

Overview: This new feature allows managers to efficiently approve or decline recurring leave requests in bulk, streamlining the leave approval process.

Key Benefits:

• Improved Efficiency: Managers can now approve or decline multiple recurring leave requests with a single action, reducing administrative overhead.
• Selection Flexibility: The system automatically selects all entries that are part of a recurring leave, and managers can approve or decline them in bulk.
• Leave Availability Management: The new feature applies to both the main Leave page and the Leave & Availability tab within the employee profile, providing flexibility across different areas of the system.

More Information: You can now access this feature in the Leave & Availability tab in employee profiles, making leave management more seamless.

 

Auto-Cost on Publish

Overview: This new feature enables automatic recosting of rosters when the "Publish" button is clicked, ensuring all shift costs are accurate and up to date.

Key Benefits:

• Automatic Recosting: Upon publishing a roster, all shifts are automatically recosted without manual intervention, which ensures that roster costs reflect any changes made.
• Non-blocking Process: The recosting process runs in the background, allowing managers to continue other tasks without being interrupted.
• Error Notifications: Any issues during the recosting process will be presented to the user in a non-blocking notification.
• Improved Reporting Accuracy: By auto-costing at the point of publishing, reports generated from the roster will now provide more accurate financial insights.

More Information: This feature is now available in the web app, ensuring that any changes to shifts are automatically costed, improving accuracy in reporting and budgeting.

 

Custom Email for Shift Availability

Overview: This feature enables the bulk sending of availability emails to ensure employees receive relevant shift details based on their availability and location access.

Key Features:

• Shift-specific Emails: Emails are sent only to employees who meet the shift requirements, such as availability and location access, ensuring targeted communication.
• No Login Required: Employees can view and accept shifts through a Roubler page without needing to log in.
• Custom Notes: A notes field is available when accepting shifts, allowing employees to specify additional details like rates or expenses.
• Reflect in Roster: Accepted shifts are reflected in the Rosters interface, where managers can confirm the booking.
• General Improvements: The location name and shift times are now combined in a single column for clearer presentation. Shift request actions (Accept/Decline) are displayed in the new side-panel component.
  

Simplifying Onboarding Invites (Standalone Onboarding Mode)

Overview: We have simplified the onboarding process by removing unnecessary fields for users of Standalone Onboarding Mode. This will streamline the process of inviting new employees and improve the overall user experience.

Key Changes:

• Advanced Settings Section: Fields such as Agreement, Pay Condition, and Pay Run Template have been moved to a new "Advanced Settings" section to reduce clutter.
• Optional Fields: "Reporting To" is now optional, with a default set to "None."
• Email/Username Field: The "Email Address" field has been renamed to "User ID." A new tooltip has been added to clarify that this will be the employee’s login credential.
• Send Invite to: A new toggle allows the "Send Invite to" field to be auto-populated based on the "User ID" field.

More Information: These changes aim to enhance efficiency and reduce confusion during the onboarding process.

 

Enhancements to Payroll Integration: Timesheet Submissions

Overview: We have implemented updates to prevent duplicate timesheet submissions and enhance the timesheet submission process, ensuring smoother integration with payroll systems.

Key Updates:

• Timesheet Status Tracking: When timesheets are submitted to payroll, their status is now immediately set to "Submitting." This prevents multiple submissions of the same timesheet.
• Error Handling: If the payroll system returns a failure message or the API does not return within 60 minutes, the timesheet will revert to its original "Committed" status. A new "Cancel" button allows manual rollback.
• Batch Submissions: Timesheets are now submitted in batches of 100 employees. If an error occurs, only the problematic timesheet will fail, rather than the entire batch.
• Improved Timesheet Identification: Timesheets are now sent using the unchangeable employee ID to avoid issues when employee references are updated.

More Information: These updates are applied across all Roubler Pay systems to ensure reliable payroll processing and to reduce errors and duplicate submissions.

 

MYOB Heap Analytics Configuration

Overview: We have introduced a MYOB-specific consent process for data tracking using Heap. This allows MYOB users to make informed decisions about their data privacy.

Key Updates:

• User Consent: MYOB users will see a consent message allowing them to accept or decline the tracking of anonymous data. This data does not include personal information or banking details.
• Privacy Links: Users can access region-specific privacy policies:
  • Australia: [MYOB Group Privacy Policy for Australia]
  • New Zealand: [MYOB Group Privacy Policy for New Zealand]
• Consent Tracking: When consent is given, the analytics_accepted field is set to true. If declined, it is set to false.

 

Enhancements

Able to Proceed Without Filling Required Fields on Requirements Page

Overview: An issue was identified where users were able to proceed past the "Requirements" page during onboarding without filling in the required fields if the "require signature" option was disabled.

Issue:

• Affected Area: Requirements page during employee onboarding.
• Problem: Users could bypass mandatory fields when the "require signature" option was turned off.

Fix Implemented:

• Now, even when the "require signature" is turned off, users will be unable to move to the next page without filling in all required fields.

Improved Billing Reason Clarity

Overview: To provide greater transparency and reduce the need for support inquiries, we have refined the descriptions in the “reason” section of user details reports. These updates aim to make billing reasons more specific and relevant for different actions.

Issue:

• Affected Area: User details report under the "reason" section.
• Problem: The wording in the "reason" field was too vague, grouping unrelated actions like updating availability and personal details under "roster/timesheet."

Update:

• Billing reasons have been clarified and separated for different types of user actions. For instance:
  • Availability updates are now clearly categorized under availability, not "roster/timesheet."
  • Personal detail changes are separated and no longer grouped with roster/timesheet actions.
  • New onboarding actions are clearly identified in the billing reasons.

Additional Information:

• This change was requested by customers seeking clearer billing data to streamline internal accounting processes.

 

Further Information and Feedback

We continuously strive to improve your experience with Roubler. If you have any feedback or suggestions for future updates, feel free to reach out to our support team. You can also stay up to date with future enhancements by following the Roubler portal.

For any specific queries regarding this release or if you need additional support, please don’t hesitate to contact us.