WFM UK: Rotas: Setting up User Defined Groups

Overview

A User-Defined Group is a method of grouping locations for different criteria, providing enhanced reporting. For example; Region, Area, and County.

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

Please note: There is a limit of 10 groups that can be created. 

Setting up a User Defined Group

• Go to HR > Administration > Global Settings

Fig.1 - Global Settings

• Select Edit User Defined Groups

Fig.2 - Edit User Defined Groups

• Select Create Group

Fig.3 - Create Group

• 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

• Select Save

Fig.4 - Define Group Details

• Against the required User Defined Group, select View Types 

Fig.5 - View Types

• Select Create Type from 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.

• After creating the Type, select Save

Fig.6 - Create Type Details

• In the 'Edit Location' page (Company Admin > Locations > select Location), select the appropriate type from the Group Location drop-down menu. For example, in 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) show in the Location screen with the lowest level 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 Location

 What are User Defined Groups used for?

There are various reports within the system that can be filtered using the User Defined Groups. The User Defined Groups are also sent through to Fourth Analytics to support additional reporting and filtering. 

• 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.