Global Settings

You can control a vast array of options for your organisation. These are managed under the System > Configuration > Global Settings.

General: Details

• Entity Name
  This is the name that we’ll include on various parts of the system and should be your legal or trading name.
• Business Week Starts
  For some reports and views, we need to know the start of the week.
• Business Country
  To provide national holidays and currency automatically
• Date and time formats
  These allow you to customise how dates and times should be displayed.

General: Data Controller

We use this information on the registration screens as part of your GDPR compliance statement. GRPR compliance is your responsibility but we are ready to be compliant as your data processor.

General: Services

• SMS
  SMS messages are used throughout the site for last minute notifications and urgent messages. You can disable this entire feature here but it will block everything from last minute reminders to evacuation lists.

General: Additional Employee Numbers

• Till Numbers/References
  These can be used for additional employee numbers, till numbers or any other reference you want to store against an employee. This reference is used for some Wage Sheet exports. You can use the label fields to call this anything you want.
• University Number
  These can be used for additional employee numbers or any other reference you want to store against an employee. You can use the label fields to call this anything you want. This is used for reference purposes only.

Payroll: Services

Each of these services add both employee reference fields, account codes, cost codes and more to the site to support the selected payroll service.

For additional information on each of the payroll services please speak to StaffSavvy Support.

Payroll: Export Formats

These additional export formats allow you to export Wage Sheets to different formats for use in other applications or to provide to third parties.

Descriptions on the export formats provide some information on the data they contain and how it will be presented.

For additional information on each of the payroll services please speak to StaffSavvy Support.

Payroll: Settings

• Require NI Number (UK ONLY)
  This option can require NI Number to be added (and optionally verified by a manager) for the employee’s wages to be to be included in Wage Sheets for payroll. When enabled, anyone without an NI number will not be included in wage sheet exports and their hours will be kept on record for when their NI number is provided.
• Require Employee References
  When enabled, staff without employee references for the payroll services you have enabled will not be included in wage sheets. Their hours will be kept back until all of their required references are provided.

Features

This page section allows for lots of different features to be turned on and off. The change will take place almost instantly and can be changed at any time.

Disabling a feature will not remove any data; it it will be retained until the feature is enabled again.

Configuration: Organisation

• Reporting Year Start
  This is used for several reports in the system including year end for holiday entitlement
• Default Time Format
  This is the format for all times shown in the system. Staff can override this on their own accounts too.

Employee Data: Additional Data

This information can be requested (or required with a Step List). This information allows staff to provide different email addresses or phone numbers for future uses.

• Additional Personal Email Address (for payslips and post-employment contact)
• Additional Personal Mobile Number (post-employment contact)

Employee Data: Private Data

This information can be requested (or required with a Step List). The data is encrypted and access to this data is more strictly limited.

• Home Address
• Term Time Address
• Next of Kin
• NI Number
• Bank Details
• Date of Birth
• UK Tax Code (UK ONLY)

Please note that additional standardised information is available under Staff Member Custom Fields and these elements above will eventually migrate there too.

Employee Data: Dates

These dates can be requested (or required by adding a Step List) from employees. You can stipulate the name of the date and who can edit the data.

This information is shown on employee details pages and is viewable in reports.

Employee Data: Employee Numbers

These are additional numbers that can be associated with an employee’s account. You can stipulate the name for the number and who can add or edit it.

• StaffSavvy ID
  This option allows you to display a staff member’s unique StaffSavvy number and customise it’s format to make it easier and more convenient to reference.
• Till Numbers/References
  These can be used for additional employee numbers, till numbers or any other reference number you want to store against an employee. This reference is used for some wagesheet exports. You can use the label fields to call this anything you want.
• University Number
  These can be used for additional employee numbers or any other reference number you want to store against an employee. You can use the label fields to call this anything you want. This is used for reference purposes only.

Configuration: Organisation

• Reporting Year Start
  This is used for several reports in the system including year end for holiday entitlement
• Default Time Format
  This is the format for all times shown in the system. Staff can override this on their own accounts too.

Configuration: Staff

• Allow staff to request an account
  When enabled, staff can request access to the site from the login page. Access must be granted before they have any access to the site at all.
• Request Account: Anti-SPAM Secret Code
  When an answer is provided here, staff requesting an account must provide the same text as entered. This forms a secret code or secret answer that prevents spam account requests or requests from users who do not have legitimate access rights.
  Accounts provided without an access code will not be created and the information will not be saved.

• Request Account: Prompt for Code
  This is the information the staff member will be asked for then requesting an account.

• Automatically Assign PIN Codes on Authorisation
  When staff are approved or invited, they will have a clock in screen PIN code generated for them and emailed out.
• Approve Profile Photos
  When enabled this requires that all profile photos are approved before they are displayed to other users. It’s not normally required but can be used when needed.
• Right to Work Document Notes
  This is displayed when a document must be provided in person to be checked. It can be overridden per venue but this should be used to set where (and when) staff can have their documents checked and uploaded.
• Holiday Requests Non-Entitlements
  This allows staff to enter a holiday request but ask for it not to use their holiday entitlement. They must choose an option from the list you provide here. Use the Add Option to add as many items to this list as needed.
• Auto Archiving Documents
  Auto archiving documents and continuous employment dates can be completed after weeks rather than months. You can now choose weeks rather than months for automatic document expiry so staff returning a few weeks after leaving will need to complete documents again.

Configuration: Holiday or Absences Default Actions

Default action on what to do with shifts when approving holiday. This option allows for specificity in how you create and manage holidays if you have certain parameters. It also allows you to specify how you want to deal with Pro-Rata. You will have the the following options available to customise: 

• Holiday Requests Non-Entitlements
• Holiday Prorata Rounding
• Fixed Entitlement Holiday: default action for staff member shifts
• Casual Holiday: default action for staff member shifts
• Holiday Rolling Limit

Configuration: Absences Default Actions

Default action on what actions are taken in the case of absences. This option allows for specificity in how you create and manage holidays if you have certain parameters. You can choose to customise the following options under Global Settings: 

• Default Action to Repost Shifts - This can be changed by the manager.
• Default Action for Staff Member Shifts - This can be changed by the manager.

Configuration: Suspended Staff

• What to do with their shifts?
  For suspended staff, you can instruct the system to change/cancel the staff member’s shifts.
• Do you want to fill their shifts?
  This allows the system to add extra shifts to replace the staff member who is not attending.
• Do this for X days into the future
  This allows you to automatically update their shifts for a rolling period of time into the future.

Configuration: Contracts

• Contract Requirement
  Allows you to set if staff must have a valid and signed contract (if one is assigned to them) to take shifts.
• Contract Limit Date Points
  Decides the dates the system uses to work out contracted hours limits. This can prevent issues if you have shifts starting at midnight on the first day of a new contract period and they clock in 5 minutes early. Either this shift will be included in the previous week or the next week.

Configuration: Shifts

• Regular Shift Creation
  Regular shifts are setup per day of the week and repeat every week. These shifts allow for any weekly shift patterns to be saved easily.Regular shifts can then be converted automatically to either sick pay or holiday pay. This setting states how far in advance the shifts should be created.
• Send SMS Update
  If SMS is enabled then this will send SMS messages when changes are made to shifts at short notice. You can use this setting to choose the time frame to send SMS instead of email.
• Force Shift Off Deadline
  This setting changes how far in advance of a shift is the forced shift off decision made and SMS sent. Read more about the Shift Off feature.
• Available Shifts Email
  This controls the frequency of Available Shift emails; defaults to once every 5 days unless staff show an interest in shifts.

Notes: This setting simply changes the maximum frequency that we’ll send new shift alerts to staff who have not shown interest in new shifts. If the staff member does view the available shifts then we’ll email them as soon as new shifts are next available. If they do not view the shifts, we’ll wait up to this number of days before we email them again about any new shifts. Staff can disable these alerts completely.

 Configuration: Cost Codes

This option displays up to two cost codes on the shift grid page and within time entries. It allows you to set specific costs per a whole day or on certain time entries and then use the wage report groupings to report on the shifts.This allows cross-charging of hours and well as reports on each type of event etc.

You can enable each code and provide a label for how it’s displayed.

Configuration: Time Entries / Clock Ins

• Late Excuse
  This is the reason/excuse that is selected automatically by the system when a staff member is late to a shift. The grace period between the start of the shift and being marked as late can be set per venue.
• No-Show Excuse
  This is the reason/excuse that is automatically selected by the system when a staff member does not show up for a shift.
• Allow Breaks
  This enables/disables the break options for the entire organisation
• Force Breaks
  When enabled, this will force unpaid breaks into shifts even if staff did not clock out for the shifts. This allows you to not have staff clock out for breaks but for the unpaid breaks to be automatically deducted from their shifts. There are several options available when forcing breaks;
  • Apply breaks based on the planned length of the shift. Unplanned time entries do not have breaks deducted.
  • Apply beaks based on the planned length of the shift. Unplanned time entries have breaks deducted based on the time worked.
  • Apply breaks on the time worked only regardless of the planned shift time.

Note: we strongly recommend that breaks are not automatically deducted. There are legal requirements to take breaks and HSE can impose fines if breaks are not taken (even if deemed optional). Automatically deducting breaks means you cannot accurately track if staff are taking breaks and can be making illegal deductions from their pay.

• Quick Breaks
  This feature allows breaks of fix times (eg 15mins, 20mins) to be added to a shift at the click of a button. You can enter the break options here in minutes. Separate each option with a comma. E.g:10,15,30Will offer quick breaks for 10 minutes, 15 minutes and 30 minutes.
• Require PIN Codes
  This option is not recommended. When enabled, it requires staff to enter a PIN code to clock in or out. This means there is extra admin for staff and managers.
• Merge Back-to-Back Shifts
  This setting will automatically merge back-to-back shifts for a staff member who is working the same role within the same venue. It allows breaks to be correctly calculated and keeps the timeline and reporting simpler.

• Time Entry Rounding & Rounding Method
  This option rounds all time entries to the set period. It’s not recommended as StaffSavvy is happy to handle minutes and seconds of shifts without a problem. As the figures are exported automatically to payroll services, there is no need to round hours for human use.You can also choose the rounding method; round to the nearest minute, round up or round down.
• Long Time Entry Warning
  This sets what should classify as an excessively long shift. If the shift is longer than this time then it will be flagged when creating wage sheets and in other locations.

Configuration: Clock In Screens

• Display Webcam
  The clock in screens can display a feed from the device’s webcam on the page. This helps to deter staff clocking in other staff members as it appears to be a CCTV feed. When enabled, you might still need to allow the browser to access the webcam; this is normally shown as a warning popup or an icon in the address bar.
• Record Webcam
  Note: this requires the webcam to be displayed. You cannot secretly record from the webcam. When enabled, this will take a photo using the webcam at the moment staff clock in and out on the system. These can be reviewed via the Unprocessed Wages page and the Wagesheets. Photos are only stored for a limited period; see the Date Retention tab in the Global Settings to see how long the photos will be stored for.
• Auto Clock Out After Shifts
  This option will forcibly clock out all staff from their shifts. It’s not recommended as the manager review process will catch all staff who have not clocked out and allows better control. By forcing a clock out, you also do not have a record of when the employee might have actually worked even if it is adjusted later.
• Auto Clock Out Unexpected Shifts
  This option is the same as the previous one but applies to staff who have clocked in with a PIN code and thus the system does not know when they should be working to. The option will simply clock out the member of staff after the set number of hours. This option is not recommended as the manager review process will catch these shifts and ask for expressed approval.
• Treat PIN Clock Ins
  This is an option to change what happens when an employee clocks in with just a PIN and no planned shift. By default, the shifts will be marked as unexpected and it will be flagged for approval within the daily shift review to be approved.The other option is that the site will expect everyone to clock in and out with a PIN code and accept the shift as a normal shift.
• Break Access
  Fixed break patterns are a set of shift lengths and the breaks each length of shift can take. You can configure the breaks within the break policies under HR Settings. The free breaks basically allows every employee to clock out for a break and take as long as they want. All unlimited breaks are unpaid.
• Remote Deauthorisation
  This setting allows you to block any deauthorisation attempts on the screens themselves. They must be deauthorised via the Manage Clock In Locations page.

Data Policies: Data Privacy Declarations

• Staff Declaration
  The information is displayed to users when they first provide data when creating or completing their StaffSavvy account. If this is blank, we will provide generic information for your users.
• Recruitment Applicants Declaration
  The information is displayed to users when they first provide data for their recruitment application. If this is blank, we will provide generic information for your users.

Data Policies: Auto Archive Staff

• Automatically Archive Inactive Staff
  This option will automatically mark staff to be archived when they have been inactive in the system for a set period of time. This will simply disable their access from the site and remove them from staff lists etc.A future version of StaffSavvy will also enable you to start a leaving checklist similar to the onboarding checklist.
• Archive After
  How many months a staff member must be inactive before being automatically archived.
• Apply to Levels
  You can choose which levels the automatic archive option applies to. This is to prevent senior managers who might not use StaffSavvy often from being removed repeatedly.
• Notify Us
  This is where you can enter the email addresses you would like to be notified when an account is archived (or when one of the following two email notifications are also sent). Separate each email address with a comma.
• Notify When Leaving Dates Set
  When this option is enabled, we’ll send an email notification to the email addresses in Notify Us whenever an account’s leaving date is set, changed or removed.
• Leaving Date Warning
  When this option is enabled, we’ll send an email notification to the email addresses in Notify Us one month before the account is due to be archived. Archived Staff Member Information can be Accessed by Line Manager
• Archived Staff Member Information Access by Line Manager
• When a staff member has been archived but their information has not been shredded, a line manager can still choose to gain temporary access to the account. This allows the line manager to view the information provided on their profile in case it is needed.
• Archived staff can be viewed via Staff > Staff Settings > Archived Staff. From here click on ‘Gain Temporary Access’. This will give you access to view the Staff Member’s profile for an additional month before automatically shredding the Archived Staff Member’s data.