4 ways to streamline rostering with roster warnings

This is a photo of a woman sitting behind a computer at a desk. There is a whiteboard on the wall behind her, she is wearing glasses and is using her mouse to view something on her computer.

Fatigue management, overtime, visa legislations, award requirements...these are just some of the reasons that KeyPay users have listed when requesting that 'roster warnings' be implemented. Well, it's my pleasure to announce that the wait is over - roster warnings are now available! If you're an accountant, bookkeeper or payroll bureau who helps clients to create rosters, you can relax in the knowledge that their staff will be rostered correctly based on employees' respective working requirements, without the hassle of having to manually assess each shift.

Increase accuracy and efficiency

In the past, KeyPay users with approved access were not able to define roster rules, and restricted users (such as managers) were not warned if rosters did not meet certain conditions. The previous process to review rosters was manual, time consuming and complex - particularly if there were multiple locations, with separate managers required to create rosters for each. It's important for every business to meet legislative requirements - though we could all do without the tedious amount of time that it takes to manually assess this. Thanks to roster warnings, compliance will now be even easier (and faster).

Account for multiple conditions at once

The best part? KeyPay understands that every business has different requirements, so we've accounted for this within the rule settings. This now means that users who have been granted full access can create and edit rules, which will be displayed as roster warnings when managers start to create rosters. For example, hours can be restricted by qualifications, overtime can be tracked by hours worked, users can set minimum breaks between shifts and can also flag if certain pay categories are used. Each of these parameters can then be filtered according to locations and/or employment types. For ease of visibility, the warnings will show in the 'Day', 'Week' and 'Fortnight' filters, as well as within the shift details panel.

The arrow shows the roster warning that pops up (as also indicated in the right hand corner of each shift tile as a warning icon), to alert the user that a shift is breaching a roster rule - as defined by users at admin level.

How to make it work for you and your clients

1. Restricting hours by qualification

As an example, employees who are student visa holders are often restricted by the number of hours they can work each week. Managers and payroll providers need to keep track of these hours, so as not to break the conditions of clients' employees' visas. This is where restricting by qualification comes in. As long as the student visa holder has a valid qualification assigned, the roster warning will be flagged if their hours exceed the designated amount.

2. Determining overtime by hours worked

For clients who need to track and limit overtime, there is a setting just for them! The determine overtime by hours worked rule allows employees to be isolated by employment type (UK excluded) and/or location and set a cap on the number of hours rostered. The added bonus? Shifts assigned to a leave work type will also be included in the total number of hours rostered.

3. Minimum breaks between shifts

Just imagine - you're managing payroll for a distribution company that employs both office staff and drivers. The departments are under different locations in KeyPay, but all of the employees use the same roster. It's a requirement for the drivers to have a set number of hours between each shift - whereas the office staff should not be impacted by this rule. The minimum break between shifts rule will allow users to exclude the office location and focus on keeping their drivers safe and well-rested, with sufficient break times given.

4. Pay category warnings

Last but not least, full access users will be able to create roster warning rules that include one or more pay categories. Similar to the warning that will flag overtime when certain hours are exceeded, the pay categories rule will assist with ensuring business requirements are met. Managers (even those without access to cost visibility) will be warned if shift costs associated with the specified pay category/s are used.

Enjoy peace of mind in knowing that your clients' business and legislative requirements are being met, whilst also giving their managers (and yourself!) some much-needed time back in their days. Rostering has never been easier, thanks to the introduction of roster warnings! This feature will be available from 22 December 2021.

For more information on how this feature will streamline your business processes, take a look at our support articles: AU | NZ | UK | SG | MY

Disclaimer: The information in this article is current as at 6 June 2022, and has been prepared by Webscale Pty Ltd (ABN 70-154-693-955) in Australia, Singapore and Malaysia / KEYPAY LTD in the United Kingdom (company number 11417566) / KEYPAY LIMITED PARTNERSHIP in New Zealand (NZBN 9429048779524) and its related bodies corporate (KeyPay). The views expressed in this article are general information only, are provided in good faith to assist employers and their employees, and should not be relied on as professional advice. The Information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. KeyPay does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising either directly or indirectly as a result of reliance on, use of or inability to use any information provided in this article. You should undertake your own research and to seek professional advice before making any decisions or relying on the information in this article.

Bec Allen

Support at KeyPay

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