February 13th, 2025, Release Notes : HS| Labor Main 5.133: Client and Group-Level Job, Preference Control & Paycor Export Enhancements

Summary

Select the release feature from the table below to be taken directly to that section of the release note.

Release date for all features: February 13th, 2025

E2E- Ignore Client Jobs if Group Jobs are configured

• Enabled by default? - Yes for new customers. No for existing customers
• Set up by customer admin? - No
• Enable via support ticket? - Yes
• Affects configuration or data? - Yes
• Roles affected: - Managers

What's Changing?

A new hierarchy setting, "Prevent_Client_Job_Provision", has been introduced. When enabled, this setting precents the automatic provisioning of client-level jobs in cases where group-level jobs already exist. This includes blocking: 

• Timecard records
• Employee job assignments

Managers and users will receive messaging explaining why these jobs are rejected and guiding them on corrective actions. 

Additionally, the update includes:

• Automatic conversion of manually added client-level jobs into group-level jobs. 
• Enabling Client setting 187 - Modify Group Data, ensuring jobs added at the site level are reflected at the group level. 
• Notifications for managers with Store settings access when: 
  • Job  assignments cannot be completed due to the job not existing at the group level. 
  • Timecard records cannot be imported due to a missing job at the group level. 

Reason for the Change

This update ensures data consistency in HotSchedules by preventing the creation of client-level jobs when group-level jobs are already configured. It reduces the manual efforts required by support and database teams to merge client-level jobs into group-level jobs, improving efficiency and accuracy. 

Customers Affected

• New clients- Enabled by default. 
• Existing HotSchedules customers using group-level jobs - Can be enabled via a support ticket. 

Release Note Info/Steps

For existing customers, enable this feature by adding the "Prevent_Client_Job_Provision" setting at the company or group level. For new clients, this setting is enabled by default. 

Messaging & Notifications: 

• If a job does not exist at the group level when importing staff through Setting>Upload Staff> Choose File> Upload File, managers will receive an HS message notifying them to contact their administrator.
• If a job does not exist at the group level when importing timecards, managers will receive an HS message notifying them to contact their administrator.

Note: Currently, if multiple timecard imports fail, mangers will receive multiple HS messages. A future update will batch these error notifications for improved clarity.

Shift Notification- Add Preference Control

• Enabled by default? - Yes
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? -No
• Roles affected: - Everyone

What's Changing?

This feature allows you to customize your preferences for receiving notifications about Available Shifts. You can now choose to receive notifications via HS Message. This functionality is limited to web, you can expect to manage this through you mobile application in the near future. 

Reason for the Change

To have greater control over notification preferences within the web version. 

Customers Affected

All customers. 

Release Note Info/Steps

To customize your notification preferences for Available shifts, navigate to the Notification settings in the web application. You will find a new "Available Shifts" option with checkboxes to select your preferred notification method. By default, this setting is turned off. 

Paycor Export Enhancements- Adjust Column Structure and Consolidated Report Option

• Enabled by default? - Yes
• Set up by customer admin? - No
• Enable via support ticket? - Yes
• Affects configuration or data? - Yes
• Roles affected: - ASC Users

What's Changing?

To improve data organization and streamline report generation, we have updated the Paycor Export with a refined column structure and a new consolidation report option. 

The Paycor export now includes the following columns in this order: 

• CLIENT_NAME
• CLIENT_ID

Data ordering: 

• First by CLIENT_NAME
• Then by EmployeeNumber

The combined export includes both CLIENT_NAME and  CLIENT_ID with CLIENT_NAME as the first column. 

We've added the ability to ASC users to generate a single CSV file containing data from multiple store locations. 

Key Features: 

• A new "Combine reports into one .CSV File" checkbox is available in the UI.
• The user's last selection (true/false) is saved for future sessions. 

Reason for the Change

To allow users to generate consolidated reports and providing a more structured column format, the updates save time, reduce manual efforts, and minimize errors. 

Customers Affected

All ASC users with Time & Attendance who utilize the Paycor Export functionality. 

Release Note Info/Steps

To access the new features: 

• Navigate to the Paycor Export section in the application. 
• Use the "Combine reports into one .CSV File" checkbox to generate consolidated reports for multiple store locations.
• The export will now include CLIENT_NAME AND CLIENT_ID columns, with data ordered by CLIENT_NAME and EmployeeNumber.                                                           
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