WFM UK: UI Refresh HR: Setting Up Mystery Shopper Functionality

Overview

Mystery Shopper Functionality is for customers that pay an additional rate per hour for employees that pass their Mystery Shopper checks. It is set up in a similar way to Overtime, and the payment can be Authorised or Omitted when the Rota is submitted to Payroll at the end of the week. 

 
Setting up Mystery Shopper Functionality

Contracts

The Mystery Shopper overtime rate is set up in Contracts within the HR Module. 

This can be accessed by logging into the system with the Admin login.
 

• Select HR from the Module drop-down list 

Fig.1 – HR Module

• Select Contracts from the Company Admin drop-down menu

Fig.2 – Contracts in the Company Admin drop-down

• Select Create Contract

Fig.3 – Create Contract Link

• Enter a Contract Description and Code

• Change the Status to Active

• Select the Company from the drop-down menu

• Save

Fig.4 – Contract Details

Select the newly created Contract.
 

• Select Assign Job Titles

Fig.5 – Assign Job Titles

• Using the arrows in the center, move the required Job Titles to be applied to this contract from the Available section to the Assigned area

Please Note: If a new Job Title is created after the Contracts are set up, it will need to be assigned after creation.
 

Fig.6 – Assigning Job Titles

The Mystery Shopper Overtime payment then needs to be created.
 

• Select Overtime Settings

Fig.7 – Overtime Settings

• Select the Create Overtime link

Fig.8 – Create Overtime

• Enter a Description, select Contracted Hours from the Start Band drop-down menu

• Set the Contracted Hours as 0

• Choose Pay Rate + Amount from the Overtime Payment drop-down menu

• In the Overtime Bands section, enter the maximum amount of hours that the Overtime will apply to in the End Hours box

• Enter the amount per hour the Mystery Shopper will be paid in the Payment Amount box

Fig.9 – Create Overtime Setting

• Assign Job Titles to the Overtime created

• Save

Assigning Contracts

Within the Employee’s ‘Employment Details’ page, there is a field titled ‘Contract’. Contracts created and assigned to that Job Title will appear in the drop-down menu. 
 

• Select the correct Contract and Save

This will apply the Mystery Shopper Overtime rate to that employee. 


Rota Settings
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To set up the Mystery Shopper within the Rota Module:
 

• Go to Rotas > Administration > Global Settings > Edit

• Check the Overtime tick box 

• Change the Display Overtime As function to Mystery Shopper 

Rota Submission

When submitting the Rota to Payroll, there is an ‘Additional Payments’ screen that will allow the authorisation or omission the Mystery Shopper Calculation. 

The hours worked by the employees are shown here, along with their Mystery Shopper amount and the potential Mystery Shopper payment based upon the rate in the Contract, along with Authorise and Omit tick boxes. 
 

• If the employees are to receive their Mystery Shopper payment for that week, select Authorise

• If they are not to receive this payment, select Omit 

Fig.10 – Additional Payments

When Omitting the Mystery Shopper, the ‘Pay Amount’ will revert to zero and will not be paid.
 

Fig.11 – Authorise/Omit

To submit to Payroll, all of the employees on the page need to have their payment Authorised or Omitted. 
 

• Select Submit to Payroll when finished

 
Reporting
 

• Go to Rotas > Reports > Exports

• Run the Mystery Shopper Export report to extract the data for reporting purposes

Payroll

The Mystery Shopper payment will appear on the employee’s Payslip as an additional Payment Type with the Units, Rate and the Amount paid. 
 
When setting up Mystery Shopper Functionality or Overtime and the company is using our Payroll Bureau services, please make the company’s Payroll Specialist aware of the changes.