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Assistance on Upload Sheet

Emily Scott

Hello,

I'm looking for some guidance re the upload sheets and set up of new employees.

We are acquiring a new hotel and on the upload sheet, it does not ask per job title the allocations for holiday leave accrual nor divisions it belongs to.

We want to have all employee data in place on the Fourth Solution one month in advance of providing ESS access (with the exception of some managers), until the following month.

  • Is this possible to do and that when we send the employee data to Fourth to upload, it will be known not to activate their accounts?

  • Are Fourth are able to make the users accounts live (i.e. switch on and user received an email to log in) a specific requested date or would we be required to manage internally.

Any guidance on the above would be greatly appreciated! 

Thanks,

Emily
Katie Nutter @... Ashleigh Kane

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Brenden Goodwin

Hi Emily,

Thank you for your post!

I can confirm that the HR data upload template is the correct one to use.

Within this template, you'll find a "Job Title Template" tab where you can input FTE and basic holiday allowances.

Additionally, in the Employee tab, you can enter individual holiday overrides if needed.

Regarding the ESS query, in the system's current functionality, this is something that would need to be managed internally.

I hope this helps!

Best regards,
Brenden Goodwin | Tier 1 WFM Support Specialist

Emily Scott

Hi Brenden, 

thanks for your reply on this. 

So for confirmation: 

  • Holidays on Job Titles - any length of service accrual requires to be added manually as only base entitlement is on the upload sheet. 
  • For the employee upload - from my understanding, once the record is created it will automatically trigger an email to the employee. How would we stop this happening manually and manage internally? Guidance on this would be appreciated as we don't want the employees having access to ESS straight away but want the records uploaded.

Thanks,

Emily 

Simon Montalvo

Hi Emily,

Regarding the length of service increments, please see the link below where you'll find a template named "5.05 Holiday Increments by Job Title-2023-1.xlsx". The data fields available to be loaded from this template are 'Years of Service' and 'Increment':

https://help.hotschedules.com/hc/en-us/articles/4412082302605-WFM-UK-Data-Updates-5-Holiday-Updates

In regards to delaying employee access to ESS until their start date, this process will need to be managed internally. Currently, there is no option to schedule a date for the Fourth Account to be created. To avoid access to ESS before the employee's start date, the 'Create Fourth Account' option should remain unchecked during employee onboarding. You can then create the Fourth Account manually via HR > Users > Fourth Account Management on the required date.

Best regards,
Simon Montalvo

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