Workforce Reports and Automation
This page covers what helps you set up Workforce and use what it records: the Get Started checklist and the sample, reports, workflows, the AI assistant, and moving settings between sites.
| Menu | Workforce > Workers > Get started; Reports; Workflows; Configuration > Recipes; Configuration > Import/Export |
| Permission | Manage workforce teams for Get Started; the permission of each data set for reports |
| Feature | Workforce, and Reports, Workflows, AI or Workforce API for each part |
What you see depends on your role. If the menu, a button or a setting on this page is missing, ask your administrator to give you the permission listed above or to turn on the feature. Only administrators can turn features on and change site settings.
Get started
Open Workforce > Workers and choose Get started. The page lists the steps of setting up Workforce in order: the team tree, workers, shift planning, time off, labor rules, the time clock and My Work. Each step shows what is there now, is marked Done once it is set up, and has a button to its page. A step whose feature is off says so, with a link to the features.
To try Workforce with sample data, run Workforce sample under Configuration > Recipes. It adds a region with a clinic and two teams, six workers, early and late shift templates, vacation and sick time, an example rule set, and a time clock with pay periods every two weeks. Link the sample workers to user accounts under Workforce > Workers to try My Work as them.
The sample's labor rules show how rule sets work. Check the rules and numbers that apply where your teams work before you use them.
Reports
With Reports on, the report builder has a Workforce data source. Each data set lists only the teams the reader manages, or all of them with Manage the whole workforce, and shows each row's worker and team by name.
| Data set | One row per | Needs |
|---|---|---|
| Workers | Worker: main team, employment, status, contracted hours, when hired and when they left | View workers |
| Schedule changes | Change to a published schedule: added, moved, reassigned, swapped or removed, for whom, how many hours before the shift, whether the worker asked, and why | Plan team schedules, with Shift Planning |
| Punches | Punch: when, what, from where, at the site or not, corrected or removed | Approve timesheets, with the Time Clock |
| Timesheet lines | Line of a timesheet: day, pay code, hours, where they came from, and the timesheet's period and status | Approve timesheets, with the Time Clock |
| Attendance exceptions | Exception: kind, day, minutes, points and status | Approve timesheets, with the Time Clock |
| Time-off requests | Request: dates, amount, status, when asked for and decided | Approve time off, with Time Off |
| Predictability pay | Entry: the change, the notice, the premium and its status | Approve predictability pay, with Labor Rules |
For example, a report of Timesheet lines grouped by team and pay code shows overtime hours by team for a pay period, and one of Schedule changes grouped by team, counting those the worker didn't ask for, shows how often each team's schedule changes after it is published.
Workflows
With Workflows on, workflows can start from Workforce events, in the Workforce group of the activities:
| Event | Starts when |
|---|---|
| Time Off Requested, Approved, Declined, Canceled | Time off is asked for, approved (by a manager, an allotment or the waitlist), declined, or canceled or withdrawn |
| Schedule Published | A team's schedule is published |
| Punched In, Punched Out | A worker clocks in or out |
| Attendance Exception Raised | A late start, missed punch, no-show or other exception is raised |
| Attendance Points Threshold Reached | A worker's points reach their policy's threshold |
| Timesheet Submitted, Timesheet Approved | A timesheet is submitted or approved |
| Shift Assigned, Shift Changed, Shift Removed | A shift is added to the published schedule for a worker; moved, given to someone else, swapped or its breaks changed; or taken off, however the change was made |
| Time Off Waitlist Promoted | A waitlisted time-off request gets a place because another was canceled |
| Open Shift Posted | A shift with nobody is offered to the team; when someone gets it, Shift Assigned follows |
Each event can be limited to some teams. The workflow's input has the worker and team, and the ids of what happened, so later activities can look it up. For example, an Attendance Exception Raised workflow can email a team's manager about each no-show.
The AI assistant
With AI on, these tools can be chosen for an AI profile, under Workforce. They run as the person chatting, with the same permissions and teams as in the admin:
| Tool | Ask it |
|---|---|
| Who is working | "Who's working at the front desk right now?" Lists who is on shift in the teams the person manages, and whether they are clocked in. |
| My schedule | "When am I working next week?" |
| My time-off balance | "How much vacation do I have?" |
| Request time off | "Book me Friday off as vacation." The request follows the same rules and approvals as one made in My Work. |
| Find cover | "Who can cover Sam's shift on Tuesday?" Lists colleagues in the same team who can take it, and why the others can't. It doesn't change the schedule. |
| Explain schedule problems | "What's wrong with next week's front desk schedule?" Lists the labor rule problems of the draft. |
Moving settings between sites
Under Configuration > Import/Export > Deployment Plans, add the Workforce settings step to export shift templates, time-off types, policies, allotments and blackout dates, and the time clock's pay periods, pay codes and policies, for the features that are on. Teams, activities and types are written by name, so they match the teams of the site you import into. Add the Workforce teams and workers step to bring the teams too.