Example 1 - A Client has a General Administrator role with the following shifts and rates of pay:
- Monday to Friday up to 7 hours per day (£8.00 per hour Basic, charge rate £11 per hour)
- Overtime Monday to Friday > 7 hours per day = time and a half (£8.00 x 1.5 per hour and £20 per hour)
- Saturday up to 7 hours per day (£9.00 per hour Basic, charge rate £12 per hour)
- Saturday > 7 hours per day (£9.00 x 1.5 per hour and £21 per hour)
In this example, as workers are paid overtime rates after a certain number of hours are worked in a day, we will use a Daily RTD.
This recruitment agency offers lots of administration roles to various Clients and always pays and charges the same rates. Because of this, we can set the Framework up to be an Agency Framework rather than Client specific. This allows us to define different RTDs for different Clients using this Framework.
To create the role and its shifts and rates of pay, users should take the following steps:
Step 1. Create an Agency framework
We need to set up an Agency Framework to hold our rates for the Administration role, and any other related roles. We will call it ‘Administration Roles’:
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 ‘Administrator’ to name the matrix:
Create the 4 different rates of pay/charge using different Rate Types. Here we have used Basic, O/T1, Saturday and Saturday Overtime, 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 Client level.
As these rates apply after a certain number of hours are worked in a day, we need to use a Daily Hours Rate Time Definition.
As this is an Agency framework, we need to set up the RTD at Client level rather than at Framework level. This means we can set up various Clients to use our rates but be specific with individual Clients by defining the times they will use the rates.
From the Client record for Rainer Ltd (assume the Client is already set up and has a Contact attached), use the Time Definition page.
We need to define the range of hours and days of the week to each Rate Type we have set up. Navigate to the Daily Hours Rate Time Definitions section and use Add/Update Daily Rate Time to create. Here we have set up the 4 Rate Types already defined - Basic, O/T1, Saturday and Saturday Overtime, what days they will apply and for how many hours:
For example, what we are saying here is that the ‘Basic’ rate will apply to this Client’s Administration Jobs when a shift between Monday and Friday of 7 hours or less is being worked.
Step 4. Link the Client to the Framework.
From the Client record, Financial Information page, use the Link Client to FW button, and select ‘Administration Roles’ from the list of Frameworks:
This now means the Client ‘Rainer Ltd’ can access the rates called ‘Administrator’ that we have set up in the Framework called ‘Administration Roles’.
Step 5. Create Temp Shift job
Note: Before we create the Client’s Job, recruiters could decide to pre-define the Shift Times, if they know of regular shifts, for instance 9am to 5pm and 12pm to 9pm, by creating the Shift Time Definitions on the Client record.
We are now ready to create the Job using all the information we have set up. Navigate to the Contact record of the Client ‘Rainer Ltd’ to create the Job
Choose Temp Shift Job and complete the details:
- Use the same Job Category of ‘Administrator’ to be able to pull in the rates.
- Ensure the Rate Time Definition Type is set to ‘Daily Hours’ (as this is what we have set up)
- Select ‘Standard Agency Rates’ (as we have set up an Agency Framework).
- Finally select the Framework ‘Administration Roles’:
Input the Primary Job Category and any other information required, before clicking Next.
The rates from your Administration 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:
Click confirm and the shifts will be created showing they are using the Rate Matrix of Administrator:
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.