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The defaults form allows users to establish standards for accruals, multiplier codes, required documents, shifts, and worker comp codes that apply to the customer and automatically flow into that customer’s orders.
Users can always determine what section of the defaults form they are viewing as the title (such as (4.) Shifts) will be bolded and displayed again in the main section of the page.
Any/all defaults that display on a new customer record prior to any changes being made to this form are system defaults (these "system" level defaults are established by your company). You can always distinguish whether or not a default is a system level default by referencing the (8.) “Default Set By” column in the default form.
If you have added customer level defaults, and decide later that you would like to return the defaults to the original system level settings, you may do so by de-selecting the (6.) "Use Customer Specific Settings" check box.
Additionally, defaults that are established at the customer record you are currently viewing may be setup to automatically populate into child customer records (i.e. departments and sub-departments). So for example, if you create defaults at the primary customer record, and select the (7.) "Apply Shifts to Departments" check box, those defaults will flow into any/all departments that exist for that customer.
1. Accruals: Allows users to establish how and at what rate employees will accumulate paid time off. Accruals setup within the customer record will automatically be available to attach on to orders/assignments for said customer.
To add an accrual, simply select the (1-1.) pencil icon. All active accruals that have been created in your administration section of Enterprise will display in the table on the page.
Select the accrual(s) that matches the PTO rules/policies for the customer and select save when finished. After selecting the save icon (1-3.), only the (1-2.) selected accruals will display in the (1-4.) table.
2. Multiplier Codes: If this is the first time you are setting up multiplier codes for this customer, note that the system code of (2-1.) “None” displays with a priority of 1.
a. Editing Multiplier Codes: Users may edit current multiplier code by highlighting the line for the multiplier code and double-clicking or by selecting the pencil icon.
b. Deleting Multiplier Codes: To delete a multiplier code, highlight it then click the x button in the multiplier codes area.
c. Adding Multiplier Codes:
Select the + icon to open the multiplier code window, then from the dropdown select the matching code.
*Note: If you have not yet established multiplier codes in administration, the dropdown will be blank.
Priority: A numeric value which will determine the placement of this code in the order and assignment details page multiplier drop down list. Priority 1 is thus the order multiplier default for the customer. Users may add as many as codes as necessary to a customer record, however, no two codes can share the same priority value.
The priority is automatically assigned as the next available number, following a standard numerical order. In our example, it makes sense that the new multiplier code would be given a priority of 2 (since a system code of 1 already exists).
Click save in the lower right to close the form or "New" to add another multiplier code. Any/all saved codes will immediately display in the (2-3.) multiplier codes table.
Note that even though you had saved the new code in the previous step, the (2-2.) save icon within Enterprise is bolded (meaning there are changes that need to be saved or discarded). Once you select the save icon, the system level multiplier code will be officially erased/overridden by the customer level code. This is reflected in the (2-5.) table. Also note, that the (2-4.) save icon is no longer bolded.
*Note: Users may always re-add the multiplier code of “None” by selecting it from the multiplier code dropdown. In fact, this is a standard TempWorks “best practice” if it is common for you to have pay rates/bill rates fluctuate outside of a standard markup.
3. Required Documents: To add a required document, click on the + icon in the required documents section. This will open the “add required documents” form:
*Note: If you have not yet established required documents in administration, the corresponding (3-2.) available documents table will be blank.
3-1. Document Category: The (3-1.) document category drop down menu allows the user to distinguish what type of documents are required by the customer. The category that is selected will determine the documents that display in the (3-4.) selected documents table.
3-2. Available Documents: On the left side select the document(s) that the customer requires.
3-3. Add to List: Select the ⇒ icon, to make an available document required. Users may also hold down the ctrl key or shift key on their keyboard to select multiple records at once. The added document(s) will immediately display in the (3-4.) selected table.
3-4. Selected Documents: Documents that are required by the customer. Documents that display here will:
- Automatically populate into the required documents form within the order record for all new orders for this customer.
- Automatically warn users of employees that are missing a required document when adding that employee as a candidate or when attempting to assign them to the order.
Once you’ve selected documents, click on the save button at the bottom to attach the documents to the record.
To remove selected required documents, simply highlight the document(s) you would like to delete and select the X icon:
4. Shifts: The customer specific start times, end times, break times, and days employees are scheduled to work. Shifts that display here will automatically populate into the parallel shift fields within the “job information” section of the “details” page for all new orders for this customer.
To add a shift, simply select the + icon to open the “shifts” wizard:
- Shift: (Required) A free text field (10 character limit) used to name/briefly describe the shift.
- Start Time: (Required) When the shift begins—when the employee is expected to arrive.
- End Time: (Required) When the shift ends—when the employee can expect to be done with work.
- Break Minutes: The length of time a customer has allotted for employee breaks in minutes.
- Days Worked: The days of the week the employee is expected to report to work at the customer.
- Notes: Notes strictly related to the shift that may be helpful to save. For example: “Crucial that employees are on time! They have a strict shift rollover schedule--3rd shift staff CANNOT punch out until 1st shift staff punches in!” Any notes entered display for reference only and do not appear elsewhere. They do not flow into orders, assignments, etc.
Click save in the lower right to close the form or "New" to add another shift. Any/all saved codes will immediately display in the (4.) shifts table of the customer defaults page.
Note that even though you had saved the new shift in the previous step, the (4-1.) save icon within Enterprise is bolded (meaning there are changes that need to be saved or discarded). Once you select the save icon, the (4-2.) system level shifts will be officially erased/overridden by the customer level shift. This is reflected in the (4-4.) table. Also note that on the refreshed page the (4-3.) save icon is no longer bolded.
5. Worker Comp Codes: The worker compensation code(s) associated with the orders/jobs you will be filling at the customer.
*Note: If you have not yet established worker comp codes in administration, the worker comp dropdown will be blank.
To add a default worker comp code, click on the + button within the worker comp codes section. This will open the worker comp code form:
Select the code from the (5-1.) worker comp dropdown, input a (5-2.) priority, and select save. If/when worker comp code defaults are established, only those codes will be selectable on any/all future orders created for this customer’s orders and assignments.
5-1. Worker Comp Dropdown:
5-2. Priority: A numeric value which will determine the placement of this code in the order and assignment details worker comp code drop down list. Priority 1 is thus the order worker comp default for the Customer. Users may add as many as codes as necessary to a Customer record, however, no two codes can share the same priority value:
5-3. Edit Selected Worker Comp: Highlight a transaction line and select the pencil icon to edit saved worker comp codes (or simply double click a transaction line to open the worker comp code form).
5-4. Add Worker Comp: Selecting the + icon will open a new/blank worker comp code form.
5-5. Delete Worker Comp: Highlight the transaction line you wish to delete and select the x icon to remove the code.