March 13th 2025, Release Note: WFM UK | HR UK: Line Manager Notifications Batch CSV Upload, Lieu Hours Accrual Export

Summary

Release date: March 13th 2025

Line Manager Notifications Batch CSV Upload

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

What's Changing?

The HR module has been updated to allow the upload of a CSV file to batch update the Line Managers Notification fields in employee records.

Reason for the Change

Fourth is currently working on a larger initiative to expand the amount of data that can be imported by a user, with the Line Manager Notifications being one of them.

Customers Affected

All customers using the HR module who make use of the Line Manager Notifications functionality.

Release Note Info/Steps

To complete a Line Manager Notifications batch upload:

• From the side menu, go to HR > Administration > Data Imports
• Use the Upload Type drop-down and select Line Manager Notifications
• Then select Download CSV Template and open the template in Microsoft Excel

Fig.1 - Line Manager Notifications Batch CSV Upload

• The template will look like this, with the following column headers:

Fig.2 - Line Manager Notifications Upload Template

1. Employee Number - the employee number of the employee

2. (Absences)Employee Number of First Manager To Be Notified - the employee number of the first manager to be notified for absences

3. (Absences) Employee Number of Second Manager To Be Notified - the employee number of the second manager to be notified for absences

4. (Absences) Confirm Notification (Yes/No) - Yes or No, to confirm if notification is sent to the line manager

5. (Holidays) Employee Number of First Manager To Be Notified- the employee number of the first manager to be notified for holidays

6. (Holidays) Employee Number of Second Manager To Be Notified - the employee number of the second manager to be notified for holidays

7. (Holidays) Confirm Notification (Yes/No) - Yes or No, to confirm if notification is sent to the line manager

8. (Expenses) Employee Number of First Manager To Be Notified - the employee number of the first manager to be notified for expenses

9. (Expenses) Employee Number of Second Manager To Be Notified - the employee number of the second manager to be notified for expenses

10. (Expenses) Confirm Notification (Yes/No) - Yes or No, to confirm if notification is sent to the line manager

• Complete the upload template with the required information, noting that a second manager is not required and can be left blank, whereas the upload requires a first manager

Fig.3 - Completed, example, Line Manager Notifications Template

• Save the template, ensuring it remains as a CSV file type
• Return to HR > Employees > Employee Batch Update and select New Batch Upload From CSV 
• Load in the template saved earlier, and select an If Validation Errors Occur option:
  • Cancel Upload - Even if just one error, the entire file will not upload and be cancelled
  • Continue with Upload - All successful records in the template will load into the system and update the ME Pay Rate, whilst all unsuccessful ones will not
• Select Upload

Fig.4 - Template loaded, ready to upload

Once the upload has been processed, a table will be displayed within the same page, detailing the status of each change in the upload.

Fig.5 - File Upload Record Status

• If a row was successful, then it will state 'Record Processed Successfully' under 'Status' 
• If a row was unsuccessful, then it will state 'Record Validated with Errors' under 'Status'
• For any records that errored, then the reason will be presented under 'Error Description'
• Corrections should be made to the erroneous data, and the upload reattempting, noting that if Continue With Upload option was selected, then successful records will process and update the pay rate in an employee's multiple employment, and if recompleting the upload, the successful records should be excluded. If Cancel Upload was selected, then they will not process, and even successful records should be included in the re-completed upload

When an upload has been done, and the results table presented, there are filtering options in the column headers on certain employees, used to filter out successful or unsuccessful records as well as filters on each error description:

Fig.6 - Results Table Filtering

Once the upload has been completed, then this will update the fields in this location:

• HR Module > Employees > Employee List > Select Employee > Employee Access > Line Manager Notification

Fig.7 - Line Manager Notification Page (Employee Record)

Lieu Hours Accrual Export

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

What's Changing?

The HR module has been updated with a new export called the Lieu Hours Accrual Export.

Reason for the Change

A new export available to customers to assist in managing their employees' Lieu Hours accrual.

Customers Affected

All customers using the HR module, Rota module, and using Lieu Hours functionality.

Release Note Info/Steps

To find the new export, go to:

• HR Module > Reports > Exports > Select 'Lieu Hours Accrual Export'
• Select a Location to report on, or select All to return information for all Locations
• Select a Division to report on, or select All to return information for all Divisions
• Enter a Date Range, from and to, to return information based on the time period required

Fig.8 - Lieu Hours Accrual Export (HR Module)

When the export has run it will look like this:

Fig.9 - Lieu Hours Accrual Export (Exported to Excel)

The fields returned in the export are as follows:

• EmployeeNumber - The employee's employee number
• Employee Full Name - The employee's full name
• Employee Location - The Location that the employee is employed at
• Location Code - The code of the Location that the employee is employed at
• Employee Division - The Division that the employee is employed in
• Division Code - The code of the Division that the employee is employed in
• Employee Job Title - The employee's Job Title
• EmploymentType - The employee's employment types (Full Time, Part Time, Flexible or Casual)
• Date Lieu Created - The date that the Lieu Hours record was created
• How Was Lieu Created - Information on where and how the Lieu Hours record was created
  • HR = Lieu Hours record created manually
  • Rota = Lieu Hours record was created as part of Rota submission
• Lieu Hours Accrued - Number of Lieu Hours accrued in that Lieu Record
• Lieu Expiry Date - The expiry date of the Lieu Hours in that Lieu Record
• LIEU Expired? - Confirmation of if the Lieu Hours have expired or not
• Lieu Hours Accrual Cost - Cost to the business of these Lieu Hours
• Lieu Hours Taken - Number of Lieu Hours taken against this Lieu Record
• Lieu Hours Remaining - Number of Lieu Hours remaining against this Lieu Record
• Total available lieu hours based on search dates - This will only appear against the last row for an employee, which will detail the total number of Lieu Hours across all Lieu Records for that employee (1 Lieu Record per row)
• Notes - Notes written by users