Overview

An overview of the process flow on JoinedUp describing the actions done around shifts from being planned to being payrolled.

The standard process on JoinedUp follows the shift from the moment it’s been posted all the way to being calculated and exported out for payroll. The main actionable screens are under Plan, Attendance, and Finance. Your Client is already added and you can check their details in the Clients tab. You already have your workers registered and you can find them in your Workers tab. The rates for every job are preset in Shift Templates in Plan.

The first step of the process is Planning. This will involve creating the shifts and assigning workers to them. If your Client would like to use JoinedUp as well, they could Post the shifts onto JoinedUp for you to allocate to your workers or if not, you can create the shifts and assign the workers yourself. Once a worker gets allocated to a shift and the booking is published, JoinedUp sends the worker notifications about their upcoming shifts. They will also be notified if their shift gets rebooked or cancelled.

The next order of business is tracking time and attendance for the shifts booked. This means adding the actual start and stop times to the shifts that have been worked and cancelling the ones that have not. This will provide JoinedUp with information about each shift’s duration required to calculate it for payroll. When cancelling the shift, you will be asked to select from one of the reasons (e.g., No-show, Sickness etc.) which is also saved against the cancelled workers profile to help you track this data for worker management.

In this step, JoinedUp combines the rates for each job preset in the Shift Templates along with the shift durations added through Attendance to automatically calculate each shift for payroll. It is also at this stage that breaks, overtimes, and guarantees get applied to the shifts and their calculations. And, at this stage you can add Expenses or Adjustment to shifts where needed. All the payroll calculations are done for you and your only job is to check that they are correct for each shift and then sign off on the shift by submitting it. After you’ve submitted the shift, it will come through to your Client to approve it. This two-step process has been designed to allow both sides to have input when closing the payroll.

Once the approvals are complete, the transactional data about each shift can be exported to your other back-office systems.