WFM UK: UI Refresh HR: 'Flow Learning' Integration Configuration, Payroll Start Dates

Overview

'Flow Learning' is an online LMS training platform used commonly in the hospitality industry, and can be integrated with Fourth. When integrated, employees' Flow Learning progress can be tracked and managed in the HR & Payroll system, but it can also be disrupted if an employee changes roles or is rehired, due to their payroll start date. This article shows how to amend payroll start dates accordingly.

Access Level

For a manager to be able to change an employee's payroll start date, their Access Level needs to have a certain permission.

• Use the side menu and go to HR > Company Admin > Access Level Hierarchy
• Select the Company Hierarchy and then the Access Level that the manager belongs to

Fig.1 - Selecting an Access Level

• Under 'HR Module' select Edit

Fig.2 - Selecting 'Edit' against 'HR Module'

• In the window that opens, select Employees, scroll down, and tick the box against Edit Employee Payroll Start Date
• Scroll all the way down and Save

Fig.3 - 'Edit Employee Payroll Start Date' setting 

Changing an Employee's Payroll Start Date

• Then, the manager can select the required employee and go to HR > Employee Info > Employment Details

Two fields will be displayed: Payroll Start Date and Continuous Service Start Date (instead of just a Start Date). 

Usually, employees' continuous service and payroll start dates are the same. However, if an employee is rehired or changes roles, these two dates can differ.

• Changing the Payroll Start Date will update the main 'Start Date' field shown at the top of the page and will have an impact on the employee's employment information (holiday allowance, etc)
• If an employee is rehired or has changed roles, their original start date can be entered in the Continuous Service Start Date field, which will allow them to continue their learning journey in Flow

Not changing the continuous start date can cause issues with Flow - duplicate records will be created, but cannot be merged.

Reporting on Continuous Service Start Date

• 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

Continuous Service Start Date will be available to select as a field in this report.

For guidance on customised reports, please see here.

Fig.4 - 'Continuous Service Start Date' field in custom report