Employees - Navigating individual employee profiles

Management > Employees

All data relating to an individual employee is stored within their employee profile.

Employee profiles are created in one of three ways:

• Via bulk employee import - bringing in data from previous systems - the employee does nothing
• Via individual invite - the employee will update relevant data
• Via bulk invite - the employee will update relevant data

At the bottom of each section, you can click Edit to make changes.

At the very bottom of the employee profiles screen, you will see whether the employee profiles are successfully synchronising with payroll (if relevant).

Employee profile sections

The sections and fields within employee profiles are largely self-explanatory. We have provided an explanation below for clarity around some specific fields and sections.

• Personal information
  
  • PIN: You will not be able to edit this - this is their clocking number for clocking in and out
  • Reference: You will not be able to edit this - this is the payroll reference number
  • Photo identification: If they have added a photo of themselves or a photo ID during the onboarding process it will appear here. This can be used for licences and certifications such as responsible service of alcohol.
  • External identifiers: These values will be automatically populated and are the unique identifiers for integrated systems.
  • Gender: We now have an additional option, "Other," which is accepted and validated within our pay engine. Selecting "Other" in Roubler will enable a free-text field for employees to specify their gender. When "Other" is selected in Roubler, it will be processed in the pay engine as follows:
    • Simplepay SG: No Change
    • Simplepay ZA: No Change
    • Talenox: Unspecified
    • Keypay AU: Unspecified
    • Keypay NZ: Unspecified
    • Keypay UK: No Change
    • MYOB: X
• Address information
  
  • Depending on which payroll system you are using, this will cross-reference with Google Maps in the background, so it is important that the suburb etc is spelled correctly.
• Right to work information
  
  • If citizen/resident is selected, no additional information will be required.
  • Otherwise, right to work information will be mandatory.
  • It is possible to report on visas that are expiring.
• Bank accounts
  • Employees can be paid into multiple bank accounts by following the instructions here.
• Finance and payroll
  
  • Leave rule: Customers in Australia should disregard this field. This is determined by the EBA/Award.
  • Primary pay type: Customers in Australia should disregard this field. This is determined by the EBA/Award.
  • Pay run template: Customers in Australia should disregard this field. This is determined by the EBA/Award.
  • Remuneration type:
    • Toggle to Pay classification to select the specific Award or agreement. Additional options will appear in regards to levels. By using this option, you will ensure that when Awards/agreements change, you will not have to update people's pay rates individually.
    • Toggle to Salary/hourly rate to manually enter the pay rate.
  • Pay rate: This is updated automatically for awards and agreements. It is also displayed in the roster, if you are using our business intelligence functionality.
  • Anniversary date: This is used if the employee is on an Award or agreement that has a pay increase built in based on their anniversary date.
  • Tax declaration: This replaces the need to fill out paper tax declaration forms.
  • Payroll history: All of an employee's pay slips will be displayed here.
• Additional information
  • Any user-defined fields will appear here. To understand and set up user-defined fields please see this support document. 
• Documents and notes
  • For information about this section please see this support document.
  • Managers can see this page - so it's important to not upload information here that they should not be privy to.
  • Any documents that were uploaded as part of the onboarding process will be visible under the Employee onboarding documents section.
• Medical/Emergency contact
• Settings
  • Display on roster/schedule: Use this to determine whether someone is visible when building a roster - also known as rosterable or unrosterable. For example, admin staff would be set to No. 
  • Display costing: Use this to determine whether an individual's costings will appear when creating a roster.
  • Maximum hours: This will display an alert on the roster if you try to roster an employee on for more than the defined maximum hours.
  • Override on-cost information: Use this if the employee needs to have on-cost information displayed on the roster.
    • Superannuation %
    • Payroll tax %
    • Workers compensation %
    • Other %
    • Annual leave % - This is prepopulated based on standard leave calculations and may need to be overridden if the employee has different leave entitlements i.e. an additional week's annual leave.
    • Sick leave % - This is prepopulated based on standard leave calculations and may need to be overridden if the employee has different leave entitlements i.e. an additional week's annual leave.
  • Maximum hours: This will display an alert on the roster if you try to roster an employee on for more than the defined maximum hours.
  • Terminate employee: For full details on this process please see this support document.
• Roster, time and attendance
  • You can add standard hours to an employee's profile here. For full details please see this support document.
• Leave and availability
  • Shows a balance of an employee's leave
  • Also shows leave requests and their status
• Requirements and qualifications
  
  • Follow the instructions here
• Reporting hierarchy
  • This is linked to location access below.
  • A person with "employee" permissions within a location will automatically report to the  person with "manager" permissions or above, for that location. If there an employee sits outside of the standard reporting hierarchy, they can be added as a direct report via the manager's employee profile.
• Location access
  • Here you can determine what permission group/level an employee has - for example, administrator or employee access.
  • This is tied to a specific location - you will need to define permission access per location.
  • This also affects reporting hierarchies.
• Notification settings
  • Use this screen to determine when the managers should receive notifications, and for what locations. By default, people with manager permission levels and above will receive all notifications for all locations relevant to them.
• Leave allowances
  • You would not typically need to edit this screen for an employee, unless they have different leave to other staff.
  • Apply the following leave allowance template: This list populates based on the pay run defaults.
  • Leave year should start on: This can be changed if the leave year shouldn't start on the employee's first day.
  • Other fields: These automatically populate based on the leave allowance template selected above.
• Pay run defaults
  • This affects how employees are paid.
  • Award/Employment agreement: Select the award/agreement as necessary.
  • Pay run template: Select the relevant template
  • Timesheets: 
  • Pay rate: 
• Pay rates
  • Pay rates
  • Leave pay rates (New Zealand)
• Pay run inclusions