Example 1 - A Client has a Driver role with the following shifts and rates of pay:
- Monday to Sunday days 6am to 6pm (£12.00 per hour, charge £15 per hour)
- Monday to Sunday nights 6pm to 6am (£15.00 per hour, charge £20 per hour)
In this example, certain time frames in a day are paid certain rates but the shift times are not set (as shifts can differ) although they will all fall within the time ranges specified, therefore, we will use a TimesBands RTD. This allows shifts to straddle different time bands and therefore use different rates of pay.
To create the role and its shifts and rates of pay, users should take the following steps:
Step 1. Create a Client framework
We need to set up a Client Framework to hold our rates for the Driver role, and any other related roles. We will call it ‘Haulage’:
Step 2. Create a Rate Matrix
From the Rates page of the Framework record, use the Add/Update Rates button and select the Job Category of ‘Drivers Mate’ to name the matrix.
Create the 2 different rates of pay/charge using different Rate Types. Here we have used Basic and Nights, but additional Rate Types can be set up and called whatever a Client wants (this is done by the system administrator):
Step 3. Create the RTD at Framework level.
As these hours pay a certain rate and could have various shifts we need to use a Time Bands Rate Time Definition.
Remember -When using Time Bands, the shift times are not set, as the shifts can differ, but all will fall within the time ranges specified. This allows shifts to straddle different time bands and therefore use different rates of pay.
From the Framework record ‘Haulage’, use the Rate Time Definition page.
We need to define time bands to each Rate Type we have set up. Navigate to the Timebands Rate Time Definitions section and use Add/Update Rate Time to create. Here we have set up the 2 Rate Types already defined of Basic and Nights:
What we are saying here is that the ‘Basic’ rate will apply when a shift between the hours of 6am and 6pm is being worked, and the 'Nights' rate will apply to shift times between 6pm and 6am.
Step 4. Link the Client to the Framework.
From the Framework Summary page, any Clients using this Framework can be linked. Use the Link Client button, and search and select the Client in the Client field:
Ensure the ‘Apply Rate Time Definition’ box is ticked, so the Time Bands RTD is copied to the Client record, then confirm.
This now means the Client ‘Levos Haulage Ltd’ can access the rates called ‘Drivers Mate’ that we have set up in the Framework called ‘Haulage’.
Step 5. Create Temp Shift job
Before creating the Job, Recruiters could pre-define the Shift Times if they know of any regular shifts, for instance 9am to 3pm and 3pm to 9pm. Use the Shift Time Definition section on the Client record, Time Definition page:
Here we are saying that the set hours for a ‘Afternoon’ shift type are from 15.00 to 21:00. Although this shift straddles the 2 different rates of pay, we know when we create these shifts that the driver will be paid £12 from 15:00 to 18:00 and £15 from 18:00 to 21:00 because of the time bands we have set.
We are now ready to create the Job using all the information we have set up. Navigate to the Contact record on the Client ‘Levos Haulage Ltd’ to create the Job.
Choose Temp Shift Job and complete the details:
- Use the same Job Category of ‘Drivers Mate’ to be able to pull in the rates.
- Ensure the Rate Time Definition Type is set to ‘Time Bands’ Rate Time Definition (as this is what we have set up),
- Select ‘Client Specific rates’ (as we have set up a Client Framework).
- Finally select the Framework ‘Haulage’:
Input the Primary Job Category and any other information required, before clicking Next.
The rates from your Drivers Mate Rate Matrix will now be presented for adjustment or confirmation:
Click Confirm to create the Job.
Step 6. Create Shifts
From the Job record, Shift Info page, use Add Shift Range to set up the shifts. In this example I am setting up a ‘Morning’ shift on the 16th Nov, and an ‘Afternoon’ shift on the 16th Nov, and I’m using the Shift Types I have set up to pre-populate the hours on these dates:
Click confirm and the shifts will be created showing they are using the Rate Matrix of ‘Drivers Mate’:
If you click into a shift, you can see the rates being used, in this example the Afternoon shift:
Step 7. Shifts can now be filled in the usual way.