Questions & Answers:
Q. How do I enter new employees into my S4labour?
A. Under the 'people' icon there is an option that says 'create new employee' we recommend being sat side by side with the employee as part of their induction day one and get them on the system with everything to hand. You simply complete and click next through the form until you get to the end and hit save. This will create an employee 'tile' enabling you to then upload everything else you need.
Q. What is the difference between contractor & employee?
A. A contractor is usually used for agency staff or people that invoice you. This employee type does not accrue holiday and is not subject to employer NI
Q. Why is my employee not appearing on my rota?
A. This could be simply becasue they are not due to start yet. However, some organisations have a setting called 'activate employee'. You can tell if this is the case as you will have a 'key' in the top right of the tile which says this employee is not activated. A level 5 user will be able to activate the employee pushing them onto your rota. A signed contract, right to work documentation and P45/ Starter checklist need to be uploaded within the employee record for them to appear into a level 5's 'activation list'. More about this setting can be found here
Q. What are the stars on the employee tile?
A. The stars display the most recent appraisal scores. This is updated within the employee tile under the 'summary' section by clicking on the thumb at the bottom of the page. More about digital staff files can be found here
Q. Why are some of the employee tiles green and some red?
A. The red around the employee tile means the employee has one or more things outstanding. These can be seen by the little icons in the top right of the employee record, by hovering over the little icons you can see what it represents. The only icon that does not affect the tile from turning green is the thumb which represents an appraisal is due.
Q. How do I see the employee contract?
A. If your organisation has mapped contracts into your S4labour you can digitally sign them through S4labour. Level 3 users and above are able to right-click on the employee record and click on the 'sign contract' button. You will then scroll down to the sign pads and just above the employee signature, you can see the statement that has a 'your contract' in green above. Clicking on this 'your contract' you will be taken to this employee's contract, all of the information from the employee record such as rate of pay, job title, and contracts terms pull through into the mapped fields of your organisation contract. You can download this, print/ email it if you like. As soon as it is signed by both parties (the employee and the line manager) and saved this record is then held on the employee's tile under 'documents' and the employee can see their own contract via the documents section of their profile within the app.
Q. What does the 'last in' mean on the employee tile?
A. This date refers to when they last logged into S4labour.com as an employee.
Q. How do I get the phone number to appear on the employee tile?
A. There are two phone number fields within the employee record 'phone number' & 'mobile number' the number held in the field of 'phone number' is what displays on the front of the tile.
Q. Can my assistant manager see my rate of pay?
A. This will depend on what user level access they have. Level 2 users can not see any employee rate of pay. More about Users here. If you want to know what user level your managers have please check with a level 5 user within your organisation as they have full control over users and levels.
Q. How do I update my employees Right To Work documentation?
A. Simply click on the employee tile and then click on the 'right to work' tab - Check out this video on digital staff files here. If you are not able to click into an employee tile this will be down to your user level access please speak to someone within your organisation about your user level access.
Q. How do my employees log into S4labour?
A. S4labour sends your employees an invitation to join to the email address you have entered (providing you have ticked the 'can login' question). More about logging in can be found in the Logging in FAQs
Q. How do I make an employee a leaver?
Q. Why can't I save the changes I am trying to make?
A. When a new organisation joins us often we upload staff records if they have incomplete fields such as NI numbers/ Emergency contact details we can force this through. However, because these are mandatory fields you will have errors appear when you make any adjustments to an employee's record to warn you this information is still missing. You can enter dummy information to enable you to save the changes you are trying to make however this is discouraged as you want to ensure your S4labour is your main data source.
Q. How do I update someone's rate of pay/give them an additional role?
Q. I've completed the rota how do I send it to my employees?
A. When your rota is ready to send you simply click on 'Flag forecast rota as complete' this then publishes the rota. More about this here
Q. What is the starter checklist?
A. The starter checklist is an online tax declaration form enabling the employee to state if they have another job or a student loan. Completing this online form and it is used by your Payroll department will ensure the employee has the best chance of getting on the right tax code. When the form is completed it and 'uploaded' you will be able to access this within the documents tab of the employee. We suggest you use this in addition to the P45 the employee has given you. To get back to the 'starter checklist' if you clicked to do this later when you first set them up, click on the employee tile then click save.
Q. Why does it say 'no rate of pay' of the employee tile?
A. This is because the employee hasn't started yet. As soon as the start date passes you will then see the rate of pay for that employee.
Q. Can my employee upload their own documents?
A. Only 'users' can upload documents.