WFM - Setting up User Defined Groups

Overview

A User Defined Group is a method of grouping locations for different criteria, providing enhanced reporting. For example regions, areas or geographical area.

This article describes the process of setting up User Defined Groups and how they can be used.
 

Setting Up a User Defined Group
 

• Go to HR > Administration > Global Settings

Fig.1 - Global Settings Link

• Select Edit User Defined Groups

Fig.2 - Edit User Defined Groups

• Select Create Group

Fig.3 - Create Group Link

• In the Description field, input the type of grouping being used, e.g. ‘Region’

• Enter how many groups are set up and the varying Levels within them in the Level drop-down menu, e.g. Region may be Level 1, Area Level 2 and County Level 3

• Save

Fig.4 - Defined Group Details

• Select View Types

Fig.5 - View Types Link
 

• Select Create Type in the top right corner

A pop-up will appear where Types can be created for that Group. For example, in a Region there might be Types created for South, North and West.

 

Fig.6 - Create Type Details

• In the ‘Edit Location’ page, select the appropriate type from the Group Location drop-down menu. For a region, a location in Brighton would be ‘South’ 

Please Note: The levels that are used when creating the User Defined Groups (seen in Fig.4) then show in the location screen with the highest number at the bottom. For example, if a group was created within Level 1, this would show at the bottom of the drop-down.

 

Fig.7 - Edit London

 
What are User Defined Groups used for?

There are various reports within the system that can be filtered using the User Defined Groups.
 

• To access these, go to Rotas > Reports > View Reports

These reports can be used to help monitor sales by area and how one Area/Region is performing against the other. The reports that can be filtered using User Defined Groups are:

• Labour Extract

• Sales per Labour Report

• Forecast Analysis Report Summary

• Hours Analysis Forecast vs. Standard

• Hours Analysis Actual vs. Standard

• Hours Analysis Actual vs. Forecast

• Optimisation by Division Report

• Forecast Analysis

• Daily Sales Analysis

• Monthly Wage Cost Analysis

• Weekly Overview Report

The User Defined Groups can also be a very helpful tool for area or regional managers as they can view figures/results for all of their restaurants in one report.