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Setting up your Employees

How to organise your team

Intro

Complete visibility,

complete control.

What makes this section important?

It's important your rates are established correctly. Then you'll always know  your true labour cost including WorkCover, Superannuation, penalties, overtimes and cash shifts.

 

To roster your team, you'll need to set up the Employees section first. You'll then add the rates, penalties and team details. 

How it works

Already using Xero? 

If you're integrated with Xero, you don't need to set up employees in Viability. You can simply import them from Xero.

Our onboarding team can help with your integration and streamline your staff set up. Get in touch.

Follow these 5 steps to start rostering

2.

Set up penalties or overtime

e.g. Saturday and Sunday casual rate increases

3.

Link penalties to classifications

Get accurate costs for every shift.

4.

Create positions (optional)

e.g. Head barista, kitchen hand, 

5.

Create employees

Enter personal details and add a classification.

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1.

Create classifications

e.g. Casual Adult Weekday rate - Hospitality Award 2022

1.

Create Classifications 

Classifications are the pay rates for your employees.

Viability attaches classifications to employees instead of having separate pay rates for each employee. It's likely some of your team will be on the same rate. When awards change, you only have to change classifications, rather than changing the pay rate for every individual member of your team.

Step 1

To set up classifications, go to the Employees page and select Classifications.

Step 2

Use the blue plus button (top right) to create a classification.

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Step 3

Create a new classification by filling in the details in the pop up.

Step 4

Classification tab: Find it on the left side.

Classifiations

Choose Award

E.g. Hospitality Industry (General) Award.

Choose financial year

E.g. 2022/2023

Enter classification name

E.g. Casual Adult L2 Hourly

Employment Type

Salary, full time, part time or casual?*

Choose level

Award levels e.g. L2, L5

Step 5

RATES tab: Find it in the middle. Only enter the rates needed for the particular employee

For Part time or Casual

Fill out only

 

  • Hourly rate (Monday to Friday)

  • Saturday rate

  • Sunday rate

  • Public holiday rate

If they employee is casual or the agreement doesn't include paid leave:

 

  • Select "Not entitled to leave".

To set a Cash rate (e.g. to pay trials)

Fill out only:

 

  • Weekday cash

  • Saturday cash

  • Sunday cash

Rates if your employee is paid on a salary basis

Fill out:

 

  • Yearly or

  • Weekly salary amount

Penalties

If a classification includes a penalty (other than weekend or public holidays), attach it here. 

E.g. Overtime after 8 or 10 hours or special early morning/late night rates.
 

You'll need to set new penalties in the Penalties tab - follow instructions below in step 2.

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*Viability Definition: Salary vs Full Time 

Salary:

  • The employee is paid a set salary per week or year .

  • They are NOT paid extra for reasonable hours outside of their contracted hours. 

  • They accrue sick and leave entitlements each week.

E.g. A chef is contracted for 38 hours per week and they receive the same pay check whether they work 45 hours sometimes or 35 hours sometimes. They are paid their normal salary. 

Full time:

  • The employee is paid per hour, on a calculated rate.

  • If they work more or less than their normal hours, they are paid more/less according to the hours they worked.

  • They still accrue leave and sick entitlements according to how much they work. 

E.g. You calculate their agreed annual salary of $70,000 into an hourly rate. 70,000/52 weeks/38 hours per week = $35.42 per hour. 

 

Leave:

Leave costs are automatically calculated into the shift cost for full time, part time and salaried employees.  

Don't forget to save before exiting the Classification editor!

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Penalties

1.

Penalty Rates 

Add penalties to your classifications to pay more for overtime or rate adjustments.

Establish penalty rates for overtime or special rate adjustments.

 

Remember, you've already established Saturday, Sunday and Public Holiday rates in the classification set up.

 

To add a new penalty rate, go to the Penalties screen and click the blue plus in the top right hand corner.

Rate adjustment

Applies when the rate rises at a certain time of day, regardless of how many hours the employee has worked.

Eg. A special rate may apply for the hours from 22:00 to 24:00

Enter the hourly rate as the additional cost per hour.

 

E.g. If the standard classification rate is $20/h and the overtime rate is $23/h, enter $3 as the hourly rate here.

Do not enter a day rate.

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Overtime

Applies when the employee has worked more than a certain number of hours in a day.

E.g. After the employee works 10 hours, an overtime rate may apply.

Enter the hourly rate as the additional cost per hour. Eg. If the classification rate is $20/h and the overtime rate is $23/h, enter $3 as the hourly rate in this.

Hours duration:

In the min hours field, enter the hours that the employee needs to work before the rate applies.

Eg. if the rate applies once the employee has worked 10 hours, enter 10.

 

In the max hours field, enter the greatest number of hours this rate can apply.

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Do not enter a day rate.

If I have 1 or more types of penalty rates?

If you have another penalty rate, make a new one.

Eg. Enter $6 as the hourly rate in this.

In the min hours select 14 and max hours 18 (determined by you)

Don't forget to save before exiting the Create Penalty screen.

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3. LINK PENALTIES TO CLASSIFICATIONS

Penalty rates can be linked to any classification

Once a penalty rate is established, you can link that penalty (for overtime or rate adjustments) to as many classifications as you'd like.

Step 1

Go to the Classifications screen and select the edit pencil icon (right) for the classification to which the penalty will apply.

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Step 2

Go to penalties tab.

Step 3

Select the penalty rates that should apply to this classification.

Select all that apply.

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Link

4. CREATE POSITIONS

Positions help you and your team see at a glance what's happening on shift.

When is POSITIONS optional?

When it's already clear what role each employee will take. Eg. if your kitchen team are employed in defined roles, you don't need to create positions. But if several commis chefs work as kitchen porters or dishwashers on rotation, it could be useful to differentiate on the roster.

When is POSITIONS obligatory?

  • To differentiate your team. Your roster will display these positions. Eg. if you have multiple baristas and need to differentiate specific positions on the roster to avoid confusion.

Barista A

Barista B

Barista C

  • If you have employees who are paid different rates for different roles, you can assign specific pay rates to an employee according to the position they're working on a shift.

Peter

chef

Kitchen hand

$29

$25

What's the difference between departments and positions?

DEPARTMENTS

Refer to the sections where your team work. Usually you will have 3-5 departments on site. Eg.

POSITIONS

Refer to the specific roles of the staff within their department. Eg. within FOH, you may have servers, supervisors, maître d, sommelier, etc.  

Kitchen

Coffee station

FOH

Barista

Waitress

Chef

Positions
Assign Employees

HOW IT WORKS

Classifications, penalties, positions, departments.

Step 1

Go to the Employee section and then go to the Positions tab.

Step 2

Add a new position with the plus button in the top right or edit existing positions with the pencil icons in the right hand column.

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Step 3

Create the position by simply entering the name and a short code. This code will be used in the roster and should be simple, usually one or two letters like the example above.

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5. Create EMPLOYEES with its classifications, rates and penalties.

Once you've set your classification and penalty rates, simply link them to your team.

Navigate to the Employees tab. If you've already set up your team's cards, you'll see them here. If you need to set them up, click the blue plus (top right) to add new employees. You will need only first name, last name and date of birth to create an employee's card.

Step 1

Go to the Employee section and then go to the Employees tab.

Step 1

To add your employees, click the blue plus (top right). You will need only first name, last name and date of birth to create an employee's card.

Step 3

To create an employee's card successfully, fill up Name, Last name, Email and Date of birth (DOB)

Step 4

Here, you can select Departments where the employee will work. The employee will only be able to be rostered in the departments that you assign here. If you choose, allocate positions as well.

Step 5

Following the same tab, select the type of classification, effective date and SAVE.

Don't forget to save before exiting the Create Penalty screen.

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Improving Rosters

FAQs

Coming soon..

Coming soon..

If your question is not in the FAQs list, feel free to reach out for additional support and guidance.

Didn't find an what you are looking for?

How do I edit classifications?

Made a mistake or saved before you'd filled all the info? You can edit or amend a classification at any time by going to the Employees page, clicking on Classifications and using the pencil editor in the right hand column.

How do I delete classifications?

You can only delete a classification if it's not assigned to any employees. If you have allocated the classification to an employee, you will need to remove the classification from the employee through the employee's card before you can delete it. Then you can delete it using the red bin icon on the right.

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