WFM UK: Health Survey app: HR and Payroll Setup and Reporting

Overview

The Health Survey app provides a simple tool to help Fourth’s customers ensure that their shifts are staffed with healthy employees, reducing the risk of COVID-19 infection amongst their workforce and customers. Basic health information from employees is recorded and summarised to simple statuses, which helps managers to assess if they are safe to carry out their shifts or not.

Please note: The app is designed to be used alongside existing absence/sickness policies, which still need to be followed. 

Please visit Health Survey app - User Guide for guidance on using the app.

This article shows how to assign the required User Access to employees and how the health statuses are displayed in the HR & Payroll product.

User Access

A User Permission can be applied within the Rota module so that only selected users can view Employee Health status information.

To apply the Permission to a Template:

• Go to HR > Company Admin > Access Level Hierarchy
• Select Company Hierarchy and then the Hierarchy Level that the permission is to be added to
• In the 'Rotas Module' section, make a selection from the Access Level drop-down and then select Edit

Fig.1 - Selecting Access Level and Edit

• Tick the box against Employee Health Status

Fig.2 - Template User Permission: Employee Health Status

• Scroll down and Save

To apply the Permission to an individual's user access:

• Go to Rotas module > Users > Assign User Access
• Search for and select the required employee
• Select User Profile
• Tick the box against Employee Health Status and then Save

Fig.3 - Individual User Access: Assign User Access

Only users with this Permission will be able to view the Health Status data within the Rota module.

Employee Health Status

Once the settings/user access has been applied, a new icon will appear in the current open rota.

• In the Rotas module, go to Rotas > View Rotas
• Select the applicable rota

Within this page, a new Health Status link will display next to the day which can be selected to view the Employee Health Status data for the day.

Fig.4 - Rota Week View

• To view the Employee Health Status page, select Health Status

Fig.5 - Employee Health Status

The Employee Health Status page will display all employees within a Location.

All scheduled employees appear at the top of the page, grouped by job title. All non-scheduled employees will show at the bottom of the list, again, grouped by job title.

Employees on this page have their Health Statuses displayed, based on the answers they gave when completing the Health Survey - see Health Survey app - User Guide for further information.

Fig.6 - Employee Health Statuses

 Against all employees are several fields which will help managers to manage the resource within the Location. These include:

• Employee Name
• Employee Number
• Telephone Number
• Mobile Number
• Division
• Job Title
• Scheduled Shift Time 1
• Scheduled Shift time 2
• Employee Health Status

Users will only be able to view employees they have access to see within their User Permissions. The only exception to this is if the Permission that allows viewing of all employees within the rota is enabled.

Navigating the Employee Health Status page

• Employees can be filtered by Division by using the Division selection drop-down at the top of the page

Fig.7 - Employee Health Status Page division filter

• Move to the next, previous, or specific day of the current week by using the View Next Day, View Previous Day, or Day buttons

Fig.8 - Employee Health Status Page Next day links

• To ensure that the data is up to date, use the Refresh button in the top-right corner of the page.

Fig.9 - Employee Health Status Page refresh data

Employee Health Status

An employee's Health Status is updated following their completion of the Health Survey via the app. The combination of answers to the questions generates the Health Status, as shown below. There are also statuses for when the employee has either not completed the survey or has not given consent for health data to be collected.

	Employee has completed the survey and is in good health.  They are considered safe to work.
	Employee has completed the survey and has reported symptoms of Covid-19.  They are considered as not safe to work.
	Employee has not given consent for health data to be collected.  No information available.
	Employee has not completed the survey / Employee does not have a Fourth Account so cannot access the survey

Half Day Holidays

For businesses that utilise the Half Day Holiday functionality, an additional column will appear in the Employee Health Status page, which will be ticked if the employee has a half day holiday. The scheduled shift time will appear under the Shift Time 1 or Shift time 2 column.

Fig.10 - Employee Health Status Page with Half day Holiday