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Set up Employment Hero Work (mobile app)

Josh Williamson
Updated

Set up Employment Hero Work (Mobile App)

Introduction

Employment Hero Work (EH Work) is a user-friendly time and attendance super-app that integrates with Employment Hero's payroll platform. It offers employees, among many other features, a straightforward way to record their work hours, allowing them to clock in and out easily using an application on their mobile device. This streamlines time tracking, enhances workforce management, and contributes to accurate payroll processing. With EH Work businesses can efficiently track employee attendance, promote accountability, and optimise operational efficiency.

 

It has its own help centre with a collection of articles. This is where to direct your employees on how to learn how to use the app. 

How to Prepare/Dependencies

Tip

  • If you utilise an HRIS alongside payroll, you will encounter the message Employees can clock in/out using EH Work. Disregard this directive and continue using WorkZone for clocking in and out. 
  • By default, the integrated timesheets option will be turned on however there are additional settings below you may consider. If you disable this service, employees will not be able to submit timesheets for hours worked.

 

Timesheet Enabling Services

  • Require start/end times when entering timesheets - If you do not select this option, employees can input the total hours worked per day instead of specifying the exact start and end times. However, if there are pay conditions or awards in place, it's recommended to mandate using start and end times.
  • Require a work type when entering timesheets - If there are no work types configured within the business, this setting will be deactivated.
  • Require a location when entering timesheets - This setting requires users to choose a location.
  • Include all timesheet notes in the pay run - Any notes entered by both employees and admin users (assuming they are configured as visible) will be displayed in the earnings section of the pay run. If the 'Show line notes' option in the payslip settings is enabled, the notes from the timesheet will also be visible on the employee's pay slip.
  • Notify employees when their timesheets are rejected - This action will trigger an email notification to the employee when a manager declines their timesheet.
  • Managers can create timesheets for all employees that are not enabled for timesheets
  • Enable employees to select higher classifications - Only relevant where Awards/Employment Agreements are in use. If your business employs an award system and the associated employment agreements involve rankings, employees have the capability to generate timesheets and opt for a classification or employment agreement that surpasses their designated classification. Opting out of this setting will result in employees being unable to choose a higher classification. 
    • Please keep the following points in mind:
      • Default is for this setting to be deactivated.
      • Even with this setting turned off, managers can still choose higher classifications when generating timesheets for employees.
      • If this setting is turned off but the sub-setting 'Allow employees to select a higher classification when clocking in' (a part of the 'Employees can clock in/out using EH Work setting) is enabled in the employee portal, employees can still select higher classifications while clocking in using EH Work.
  • Automatically approve a timesheet that is identical to the rostered shift - Enabling this setting will allow the system to automatically grant approval to a timesheet that precisely aligns with a scheduled shift.
  • Enable employees to include both paid and unpaid breaks in their timesheet - Only relevant to timesheets with start/end times. 

Instructions

Configuring Requirements

  1. Log on to your Employment Hero Payroll platform.
  2. Navigate to Business > Payroll Settings > Business Management > Employee Portal Settings > Settings.
  3. Tick each option according to the permissions you would like to grant your employees:

Options to Tick to Grant Permissions

  • Employees can edit their personal details

Tip

The Bank Accounts section in the employee's profile of the EH Work app is not editable.

  • Employees can edit their own bank account details

Tip

The Super Funds section in the employee's profile of the EH Work app is not editable.

  • Employees can edit their own super fund details
  • Employees can apply for leave
  • Employees can apply for expense reimbursement
  • Employees can add and update their own qualifications
  • Employees can complete the employee satisfaction survey
  • Employees can set their own unavailability
  • Employees can view approved leave

Tip

  • This setting permits employees to access approved leave information of their peers through the ESS portal, and concurrently enables managers to review approved leave within the employee leave calendar.
  • HRIS users should refrain from granting access to modify personal details, super funds, and satisfaction surveys, as these adjustments could result in payroll updates. In cases where both systems are utilised, it's essential for HR to remain the authoritative source to maintain consistency.
  • Employees can:
    • Not access timesheets - Employees will have no access to view timesheets.
    • View their own timesheets - Employees can view all their timesheets but cannot edit them.
    • Only edit their own timesheets - Employees can view all their timesheets, however, can only edit timesheets they created via their employee portal and/or EH Work. They cannot edit timesheets created via the kiosk, Clock Me In or the clock in/out functionality within EH Work.
    • Only edit timesheets created via the kiosk - Employees can view all their timesheets however can only edit timesheets generated from the Kiosk or Clock Me In. They will not be able to create timesheets via the employee portal or EH Work. 
    • Create and edit all timesheets - Employees will be able to create and edit all their timesheets, whether generated from the employee portal, EH Work, kiosk and/or Clock Me In.
  • Show Pay Days in Employee Calendar
  • Employees can clock in/out using EH Work.

Tip

  • For an employee to be able to clock in/out through EH Work, they must be granted permission to use timesheets. This configuration is set up in the employee profile
  • If the clock in/out functionality is activated an additional list of settings will appear.
    • Capture employee photo when clocking in/out - As a part of the clock in/out procedure, employees will be prompted to capture a photograph when commencing or concluding work, including breaks. The clock in/out process cannot be finalised unless the required photo has been taken by the employee.
    • Allow employees to select a higher classification when clocking in - This choice applies solely in cases where a business utilises Employment Agreements. In such instances, employees can exercise the option to choose a higher classification when clocking in for a shift on days when they are assigned higher responsibilities.
    • Allow employees to apply rostered start/finish times when clocking in/out - This configuration pertains to providing employees with the choice to employ their scheduled start and stop times as their clock in and out times, as opposed to the actual times they physically clocked in.
    • Send employee reminder notifications - Enabling this option triggers the transmission of a push notification to an employee if they have not completed the clock-out process 'x' minutes after their scheduled end time.
  • Send employees a notification when their personal, bank account, or superannuation details are updated - When activated, an email notification with a link to the portal is sent to the employee for them to log in and view the changes.

 

Granting Employee Access

  1. Log on to your Employment Hero Payroll platform.
  2. Navigate to Business > Payroll Settings > Business Management > Employee Portal Settings > Access.
  3. Select the employees to enable. 
  4. Click Grant Access. 

Tip

This is also how you would revoke access for an employee.

 

Next steps:

You can install EH Work to your Android or Apple device from the Google Play or Apple App stores. Learn how to use the app on the Help Centre.

 

 

 

 

Go back to Time and Attendance.

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