Flow Hospitality Training Ltd is an online learning and development provider in the UK hospitality industry. A number of Fourth customers use the Flow platform for training their staff, and it is possible to integrate it with Fourth's HR & Payroll product. This allows customers to track and manage their employees' Flow training progress within Fourth.
Fourth/Flow integrations are carried out by Fourth's Data Team. Following a successful integration, the customer is required to apply certain settings against employees in HR & Payroll. This article provides guidance on doing this.
Edit Employee Payroll Start Date
A common issue encountered with Fourth/Flow integrations can happen when an employee changes role or is terminated and rehired. If their Payroll Start Date changes to reflect the start of their new role or their return to the company, their progress in Flow can be disrupted.
To prevent such issues occuring, the setting Edit Employee Payroll Start Date needs to be applied.
- In the HR module, go to Company Admin > Access Level Hierarchy
Fig.1 - Company Admin > Access Level Hierarchy
- Select the Company Hierarchy and then the appropriate Access Level
Fig.2 - Selecting an Access Level
- Select Edit against the HR Module
Fig.3 - Selecting Edit against HR Module
- Scroll down and tick the box against Edit Employee Payroll Start Date
Fig.4 - Edit Employee Payroll Start Date setting
- Scroll all the way down and select Save
Then, when viewing an employee's Employment Details, the Start Date field will display as Payroll Start Date, and Continuous Service Start Date will be available to select - see Fig.5 and Fig.6.
Fig.5 - Start Date field in an employee's Employment Details
Fig.6 - Continuous Service Start Date and Payroll Start Date fields in an employee's Employment Details
Amending the Payroll Start Date will update the main 'Start Date' field shown at the top of the page and will also have an impact on the employee's employment information (holiday allowance, etc).
The Continuous Service Start Date is used for reporting only.
Continuous Service Start Date
Continuous Service Start Date is a reporting function within Workforce Management. It is common for an employee's Continuous Service Start Date and Payroll Date to be the same. However, with terminations and rehires this date may be different from the Payroll start date.
When Continuous Service Start Date is applied, an employee can continue their learning journey in Flow, regardless of change of role, termination, rehire, and also means that there is just one LMS record capturing all history.
If this setting isn’t enabled or data has not been entered and maintained, it will cause issues with Flow - duplicate records will be created but cannot be merged.
This date can be reported on by using a Customised Report.
- Go to HR module > Reports > Customised Reports > Create Template
- Enter a Template Name and select Employee Details Report from the Report Type drop-down
- Then select Save
Fig.7 - Creating a new Report Template