SETTING UP YOUR TEAM
How Viability organises your people.
Setting up your employees in Viability correctly will help rostering, communications and budgeting run smoothly.
Classifications are the different pay rates and salaries you can assign to your employees. These are used to calculate true costs.
Penalties are the different rates that apply if an employee works at a different time of day or works overtime according to their award.
Positions are allocated and displayed on the roster to help keep roles clear, avoid confusion about what's happening on site and help ensure your staff are paid for the type of work they're doing on the day.
Viability is designed to ensure full financial visibility, so it's important your rates are established correctly. With correct rates and penalties through Viability, you'll always know the true cost of your labour from day to day, including WorkCover, Superannuation, penalties, overtime and cash shifts.
Linking Viability to your Xero accounting package can help ensure you have complete and current information, as well as streamline payroll. But even if you're not linking Viability to your accounting package (eg Xero) you can still maintain easy visibility by setting up your pay rates correctly in Viability.
HOW IT WORKS
Classifications, penalties, positions, departments.
Within your site you'll typically have several departments. Usually you'll allocate about 2-5 departments, dependent on your business model. Many small businesses don't need to refine the staffing further than departments.
For larger or more complicated business models, sometimes it's useful to display on the roster which position someone will be working. In this case you can allocate positions.
Classifications are rates of pay. Each different rate is a different classification. Your people will be assigned a classification, one or more departments. They can also be given one or more positions if necessary.
5 Steps for smart staffing
Set up the classification rate/s.
Set up the penalty rate/s.
Link the penalty to the classification.
Set employee roster positions.
Assign the classification to the employee.
Already using Xero?
If you are 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.
First, set up the standard pay rates for your employees
Create new classification
Under the Classification tab:
Select Award type from the drop down.
Choose the financial year the rate starts to apply from the drop down.
Name the classification.
Choose the type of employment agreement (is it full time, part time or casual?)
Assign a level to the rate.
Set up rates
Select EITHER a yearly pay rate OR a weekly pay rate OR a hourly pay rates.
If the classification is for a casual rate, add all hourly rates, including rates for Saturday, Sunday and Public Holidays.
If the classification is for a cash rate (eg. new employee trials) add only the three cash rates.
If the classification is for a salaried rate position, add only a yearly OR weekly salary amount.
If they employee is casual or the agreement does not include paid leave, select the box "Not entitled to leave".
If any classification includes a penalty rate, you'll need to set it up before attaching it to the classification here.
How do I edit classifications?
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.
2. PENALTY RATES
Add penalties to your classifications for overtime or rate adjustments.
Overtime or rate adjustment?
In the Create Penalty screen you will need to select the type of penalty.
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 midnight to 7am.
Applies when the employee has worked more than a certain number of hours in a day. Eg. After the employee works 8 hours, an overtime rate may apply.
For both types:
Enter the hourly rate as the additional cost per hour. Eg. If the classification rate is $20/h and the overtime rate is $22/h, enter $2 as the hourly rate in this.
Do not enter a daily rate.
For rate adjustments:
Select the time of day the rate should start and finish. Eg. 10pm-midnight.
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. Eg. if higher overtime rates apply after 14 hours, enter 14 here (and create another new penalty for the higher overtime rate).
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. To add a penalty to a classification, go to the Classifications screen and select the edit pencil icon (right) for the classification to which the penalty will apply.
4. CREATE POSITIONS
Positions help you and your team see at a glance what's happening on shift.
You can create as many positions as you need in order to differentiate your team. Only create positions that will be useful for you to display on the roster within a department. Eg. if you have multiple baristas and need to differentiate specific positions on the roster to avoid confusion.
Similarly, if you have employees who are paid different rates for different roles, positions can be useful — you can assign specific pay rates to an employee according to the position they're working on a shift.
Positions aren't necessary when it's already clear what positions 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.
What's the difference between departments and positions?
Refer to the sections where your team work. Usually you will have 3-5 departments on site. Eg.
Refer to the specific roles of the staff within their department. Eg. within FOH, you may have servers, supervisors, maître d, sommelier, etc.
5. ASSIGN EMPLOYEE RATES
Once you've set your classification and penalty rates, simply link them to your team.
Set rates step-by-step
Navigate to the Employees page. 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.
To create a new employee card you will need only first name, last name and date of birth.
To use the Viability mobile app, you need to add the employees email address.
Once you've entered the name and date of birth, head to the Rostering tab.
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 to, allocate positions to each employee.