Release notes: 9 June 2022 | Roubler v9.0

What's new?

Employee onboarding

This release includes a new, improved employee onboarding feature. This provides a more customisable and streamlined experience for onboarding new employees.

This feature will be rolled out to all new Roubler customers as part of the implementation process.

Existing customers can transition onto the new employee onboarding feature. We can help with this process and will provide full details in the near future.

Key improvements for administrators:

• Multiple onboarding workflows can be created, rather than having one onboarding workflow for the entire business.
• A more intuitive visual interface makes it easier to create employee onboarding workflows.
• Workflows are more customisable, with the flexibility to re-order steps.
• Onboarding workflows can be used for different positions and locations.
  • Administrators can create different workflows for specific position/s, location/s, or a combination of position/s and location/s.
  • A default employee onboarding workflow will always exist as a fallback for employees who do not match other specifically defined onboarding workflow/s.
• Workflows can be activated or deactivated.
• There are two options for sending out onboarding invitations to new employees:
  • Allow Roubler to automatically select the onboarding workflow to use (based on predefined positions/locations)
  • Manually select any workflow (active or inactive) to use (manual selection is an admin feature only).
• You can now mandate that new employees supply certain qualifications relevant to their position/location to reduce follow-up effort and ensure they are ready for their first shift. Previously, this feature could only be applied company-wide.
• Qualifications entered as part of onboarding synchronise more smoothly with shift requirements.
• The process for bulk inviting employees via a CSV import has been simplified - the Invite Employees Importer has been updated to import employee invites as part of the new process.

Key improvements for hiring managers:

• Inviting employees and managing their onboarding process (including keeping track of where they are at, and re-inviting them to the onboarding process if required) is now done from the Employees screen, rather than a separate screen within Roubler.
• New filters on the Employees screen enable you to optionally focus on employees that are within the onboarding process.
• The new onboarding process puts more of the onus on the employee to supply their own details, rather than managers having to follow up and ask for more information.

Key improvements for employees:

• A more modern and intuitive visual interface.
• The employee onboarding experience is more mobile-friendly, enabling new team members to onboard themselves from any device.
• Employees can now choose whether to create a new account as part of their onboarding process, or to use an existing Roubler account. This is particularly useful for employees who have worked for another company that uses Roubler, as they don't need to re-enter data from scratch.
• Employees can now choose their own passwords, rather than having to begin with a system-generated password. This helps streamline the onboarding process.
• The new onboarding process can be completed in any order, though all mandatory phases must still be completed obviously.
• Employees can begin the the onboarding process (and even sign out or Roubler), and when they come back all of the data they have entered will still be there, ready for them to pick up where they left off.

Updated support documents relating to this feature can be found here:

• How to define basic onboarding settings
• How to create onboarding workflows
• How to invite new employees to onboarding
• How to invite multiple new employees to onboarding
• How to complete onboarding (for employees)
• How to keep track of employee onboarding status

Demand-based rostering major enhancements

Version 9.0 introduces a number of major enhancements to demand-based rostering. 

There are now three types of demand rostering, all of which are available to all customers, not just customers on our beta program:

• Demand-based rostering - sales forecast
• Demand-based rostering - sales forecast increments
• Demand-based rostering - number of event attendees

Major improvements are as follows:

• It is now possible to create rosters based on specific incremental increases in the value of forecast sales. For example:
  • When I have $100+ of forecast sales, add one more waiter
  • When I have $250+ of forecast sales, add one more waiter
  • When I have $400+ of forecast sales, add one more waiter
• The minimum and maximum length of the shifts can be defined for this type of demand rostering.
• Rosters will be optimised for the lowest possible number and duration of shifts to meet required demand, minimising cost.
• There is an optional "Shift start offset" function which adds shifts ahead of the actual increase in forecast demand, as opposed to exactly aligned with the increase in forecast demand. This ensures employees have already started work and are ready to meet increased demand. For example, the "Shift start offset" can be set to -15, to have employees start 15 minutes before the forecast demand increase.

Enhancements to the rules engine

We have made several enhancements to the rules engine.

These enhancements will better support overnight timesheets where time worked 'the next morning' should count towards daily and weekly limits for the previous day, by allowing the payroll engine to use the start of the timesheet or group of timesheets when calculating daily and weekly limits.

We have also added the ability to group timesheets as an action, to allow a specific grouping to be re-used for subsequent conditions and actions.

• Limit matches:
  • New options have been added to allow users to limit timesheets based on the start of the timesheet or group in daily or weekly limits.
  • Read the support document here 
• Pay items:
  • New options have been added to allow users to create pay items for daily or weekly payments based on the start of the timesheet or group.
  • Read the support document here 
• Minimum length:
  • Now supports grouped timesheets, and ensures that the group as a whole meets the minimum length requirement. The last timesheet in each group is updated if the total length of the group is less than required.
  • Read the support document here

Importers for company setup

We have added three new importers for key company setup master data.

• Expense types
• Pay run templates
• Clock in questions

What's changed?

• The old Management > Hire > Status screen is no longer part of Roubler for new companies completing their implementation with us. The functionality in this page is now found under Management > Employees.

• Managers with the appropriate permissions can now delete employees. This can be done from the employee profile under the Settings section. 

  • To delete an Invited or Onboarding employee, users must have the permission to edit employee profiles

  • To delete an Active or Terminated employee, users must have admin permission.

• Success/confirmation messages will now be displayed when updating and deleting Expense Types, Leave Types, Pay Types, Work Types and their associated templates.
• The report for expired licences has been updated and given a minor facelift, and separated into its own report (Reports -> Employee -> Expired Requirements & Qualifications
• The report for expired visas has been updated and given a minor facelift, and separated into its own report (Reports -> Employee -> Expired Visas
• We have made some improvements to the UI of employee profiles, to create more consistency across the various screens. 
  • The titles at the top of each screen have been updated to match the label on the left hand side
  • Add buttons are more descriptive in the employee profile, and their meaning is clearer
  • Text will now appear when hovering over any toggle to provide context on what the toggle does, for example "Toggle onboarding notification for [location]" or "Toggle all notifications for All locations"
  • On the settings screen we have added a cancel button to the update password form.
  • On the notification settings screen we have fixed a typo that was appearing when employee has no settings
  • On the employee requirements screen, the "State of issue" field has been renamed to "Issuer" to reflect that the issuer may not be region/state-specific.
  • The word "Role" has been replaced throughout with the words "Permission Group", helping reduce any confusion around the idea of roles/positions.

What's fixed?

• Super funds:
  • Fixed an issue that was occurring when the user searched for super funds multiple times
  • Improved behaviour when searching for new super funds with an existing super fund, including an spinner indicator when the system is performing a search
  • Fixed syncing self-managed super fund details to KeyPay for some employees if they already have regulated super fund details.
  • Fixed the fund name carrying over when switching from an self-managed super fund.
  • Fixed displaying the wrong super fund fields after changing whether it's an self-managed super fund and then cancelling the change.
• Specifying mobile clocking for specific positions in the company settings now requires specifying at least one position
• Fixed an issue where the wrong time was populated when associating timesheet with a shift 
• Fixed an issue trying to retrieve leave balances for an employee when the leave type is deleted
• Fixed issue where adding multiple sales demand templates could cause the roster screen to freeze.
• The system now removes seconds from break times when copying shifts/generating timesheets from clock events