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What are Customer Defaults?
The defaults form allows users to establish standards for accruals, multiplier codes, required documents, shifts, worker comp codes and job descriptions that apply to the customer and will automatically flow into that customer’s orders. This can be a useful tool to limit the amount of choices a user may have when creating an order streamlining the process and removing the opportunity for errors on the order.
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 “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 deselecting the "Use Customer Specific Settings" check box seen above.
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 'Apply Multiplier Code' to Departments" check box, those defaults will flow into any/all departments that exist for that customer.
There are six different defaults that can be set. Below we will walk through each one.
This Article Covers:
Accruals Allow 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 'pencil' icon. All active accruals that have been created in your administration section of Enterprise will display in the table on the page.
When selecting accrual(s), select the check box 'selected' that matches the PTO rules/policies for the customer and select the 'save' icon when finished.
After selecting the 'save' icon only the selected accruals will display in the table.
For more information on Accural setup, check out How to Setup and Manage Accruals
Multiplier codes determine what markup flows into the order and can be a useful default to establish how much should be billed on an order based on the pay rate.
*Note* If this is the first time you are setting up multiplier codes for this customer, note that the system code of “None” displays with a priority of 1.
Users may edit or delete current multiplier code by highlighting the line for the multiplier code and double-clicking or by selecting the 'pencil' icon or 'x' icon respectively.
Select the '+' icon to open the multiplier code wizard, then from the drop-down select the matching code.
*Note* If you have not yet established multiplier codes in administration, the drop-down will be blank. Check out Creating Multiplier Codes for more information.
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 multiplier codes table.
*Note* Even though you had saved the new code in the previous step, the save icon within Enterprise is bold (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.
*Note* Users may always re-add the multiplier code of “None” by selecting it from the multiplier code drop-down. 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.
Required documents can be added as a default to create restrictions on orders for employees that are missing or have expired documents related to that required document.
To add a required document, click on the '+' icon in the required documents section.
This will open the “add required documents” wizard:
*Note* If you have not yet established required documents in administration, the corresponding available documents table will be blank.
Document Category: The 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 selected documents table.
Available Documents: On the left side select the document(s) that the customer requires.
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 selected table.
Selected Documents: 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:
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 shifts table of the customer defaults page.
*Note* Even though you had saved the new shift in the previous step, the 'save' icon within Enterprise will be bold (meaning there are changes that need to be saved or discarded). Once you select the save icon, the (system level shifts will be officially erased/overridden by the customer level shift. This is reflected in the table. Also note that on the refreshed page the 'save' icon is no longer bold.
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 '+' icon within the 'worker comp codes' section.
- This will open the worker comp code wizard:
- Select the desired code from the 'Worker Comp' drop-down:
- Set Priority
- This is 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. When you are ready select 'save'.
- Click Save
If/when worker comp code defaults are established, only those codes will be able to be selected on any/all future orders created for this customer’s orders and assignments.
Job descriptions can be a great tool to save staffing specialists time when a job description is consistent for the client within an order. Users may select a job title and enter detailed information in relation to that specific position, in return when the job title is selected within the order the information will pre-populate yet can still be modified on the order if necessary.
To add a job description simply select the '+' icon within the 'Job Descriptions' section. This will open the 'job description' wizard:
From the skill-code drop-down select the job title and enter specific job details within the 'Job Description' section as shown:
When the order is created and the job title is selected the following screen will populate. Select to utilize the default job title or enter a new description:
Users may enter information within the public job title and description if this position may be posted out to your job board:
If the public job title and public job description were entered in defaults, you will notice within the order under 'Web Options' the information is populated and posted to the job board:
For more information on Job Board, check out The Job Board.
Additional Job Order Defaults:
From the Customer Record > Details > Sales and Service record you can set additional defaults specific to Purchase Orders.
- PO Number: If you want to set up a PO that defaults on new orders you can enter one here. You can change the PO on individual orders if the default is not applicable. This information will flow into future orders.
- Supervisor: This field will not cascade as a default on future orders; it is most often used as a reference point. We recommend using the Contact Roles on the visifile if you have a supervisor that is most often the default for this customer.
- Cost Center: If this purchase order has a specific cost center it is tied to you can add that here. This information will flow into future orders.
- Sub Entity/Dept: This is an open text field if you have an internal name for a department that you would like to flow into the PO setup. This information will flow into future orders.
- Location: This field can be used to indicate the location of where to drop checks if that is what the customer will do. This can be used for other information you find useful to flow into future orders.
- Check drop: Indicates whether the customer will have a check drop. This information will flow into future orders.
- Customer Extra 1-3: any additional information. This information will flow into future orders.
Below is an image from the Order record to indicate where each field flows into. Navigate to the Order>PO Setup