WFM UK: HR: Setting up User Defined Groups

Overview

User Defined Groups can be used to group Locations by different criteria (such as 'Area' and 'Region') so that they can be reported on to compare sales and general performance. This can be useful for Area or Regional Managers as they can view figures/results for all of their restaurants/bars in one report.

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

• Select Edit User Defined Groups

Fig.2 - Edit User Defined Groups

• Make sure User Defined Groups to be used is ticked

Any existing User Defined Groups will be listed.

• Select Create Group

Fig.3 - 'Create Group'

• In the Description field, input the type of grouping being used, e.g. ‘Area Manager'
• 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

The newly created User Defined Group will then appear in the list on the left side of the screen.

• Against the new 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.

• Enter a Description for the Type and select Save

Fig.6 - Create Type Details

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

Setting a Group Location

User Defined Groups can then be set against Locations.

• Use the side menu and go to HR > Company Admin > Locations
• Select a Location
• Scroll down to the 'Group Location' section, where each User Defined Group is listed
• and make a selection from each drop-down as required - see Fig.7

Select

In the Edit Location page, 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

Reporting

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

• 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

If these reports are not visible/available, please check the user's Rota permissions, as explained in this article.