This article reviews the Admin page within Smart Ops.



The Admin page is where Labor Rules, the Labor Matrix, and Pay Periods can be updated to reflect the needs of your organization. From this page, Users with the necessary security access can view, create, and edit existing Rules as they navigate between the corresponding tabs. 


Both the Labor Matrix (which is the foundation for the Labor configuration that assists in forecasting Labor) and Pay Cycles can be accessed on this page when Smart Labor is enabled for your database. Contact your CSM or R365 Support to learn more about how Smart Labor can enhance your R365 experience!


Article Topics:

Security


The Permissions listed here are associated with the Admin page. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.

 

Admin page Permissions are found in the Permission Tree as follows:

  • Labor
    • Labor Rules
      • Break Rules
        • View Break Rules
        • Edit Break Rules
        • Create Break Rules
        • Delete Break Rules
      • Minor Rules
        • View Minor Rules
        • Edit Minor Rules
        • Create Minor Rules
        • Delete Minor Rules
      • Overtime Rules
        • View Overtime Rules
        • Edit Overtime Rules
        • Create Overtime Rules
        • Delete Overtime Rules
      • Split Rules
        • View Split Rules
        • Edit Split Rules
        • Create Split Rules
        • Delete Split Rules
      • Reporting Time Pay Rules
        • View Reporting Time Pay Rules
        • Edit Reporting Time Pay Rules
        • Create Reporting Time Pay Rules
        • Delete Reporting Time Pay Rules
      • Spread Of Hour Rules
        • View Spread Of Hour Rules
        • Edit Spread Of Hour Rules
        • Create Spread Of Hour Rules
        • Delete Spread Of Hour Rules
      • Tip Makeup Rules
        • View Tip Makeup Rules
        • Edit Tip Makeup Rules
        • Create Tip Makeup Rules
        • Delete Tip Makeup Rules
      • Shift Differential Rules
        • View Shift Differential Rules
        • Edit Shift Differential Rules
        • Create Shift Differential Rules
        • Delete Shift Differential Rules
    • Pay Periods
      • View Pay Periods
      • Edit Pay Periods
      • Create Pay Periods
    • Scheduling
      • View/Edit Labor Matrix Setup

 

The Permission Access Report can be used to determine which User Roles or Users already have these Permissions assigned.

 

Learn more about User Setup and Security here.


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To open this page, first navigate to Smart Ops. In the left navigation pane, click 'Admin' under 'Labor' to open the Admin page.


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Labor Rules Across Locations

 

Labor Rules can be set to be calculated for each Location separately or for all Locations associated with an Employee. 

 

When the 'Apply Labor Rules Across Locations' setting on the System Preferences 'Miscellaneous' tab is enabled, Labor Rules will combine all punches and scheduled shifts from all Locations associated with each Employee when making calculations. 


Important Note: If the Locations an Employee works at are assigned to more than one Rule Group for a given Labor Rule, the Rule Group for their Primary Location will be used when calculating that Labor Rule across Locations.

 

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Creating New Rule Groups & Pay Periods


The '+ Create' button is available on all tabs of the Admin page. This button allows Users to create new Labor Rule Groups and Pay Periods. Each Labor Rule Group or Pay Period created is then listed on the associated tab. 


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Overtime Rules Tab



User-created Overtime Rules help to enforce your organization's and/or state's overtime criteria by applying these Rules to each selected Location's Schedule Calendar. Learn more about Overtime Rules here.


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Break Rules Tab




The Break Rules tab contains Rule Groups for Break Rules.

Break Rules can be configured to comply with your organization's policies and/or your local labor laws for Employee breaks. When a Location is assigned to a Rule Group, Break Rules assist in updating Employee Total Labor Hours on the Schedule Calendar, which will be reduced by the total break minutes per day and/or per shift.


When enabled, Break Rules can be configured to calculate penalties associated with the violation of Break Rules. These penalties are represented on the Schedule Calendar, as well as in Labor Reporting and Dashboards for associated Locations. 


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Split Rules Tab



The Split Rules tab contains Rule Groups for Split Shift and Clopening Rules.

Split Shift and/or Clopening Rules can be created to comply with your organization's policies and/or your local labor laws for split shifts and clopening shifts. Split Rules will look at the length of the break between two shifts worked in the same day. Clopening Rules look at the length of the break between two shifts on consecutive days.

When a Location is applied to the Rule Group, these penalties are represented on the Schedule Calendar, as well as in Labor Reporting and Dashboards for the Location. 


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Spread of Hours



Spread of Hours Rules add an additional hour of pay at a configured minimum wage for Employees whose start time and end time for a business day exceed a specified hour threshold. Learn more about Spread of Hours Rules here. 


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Minor Rules Tab



Setting up Minor Rules help the Scheduler as they build out each upcoming Schedule by receiving an alert each time a Minor Rule is violated. Learn more about Minor Rules here.


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Tip Makeup Tab




The Tip Makeup tab displays Rule Groups for Tip Makeup Rules. Here, Users can create, view, and edit these Rule Groups. 

 

Tip Makeup Rules are applied when the hourly rate for an Employees' weekly wages, including tips, falls below the minimum wage. Any Tip Makeup earnings will be included in labor dollar and labor percentage amounts for Labor Trends, OT Performance, and the Scheduled vs Actual Report. Tip Makeup earnings can be viewed on the Daily Sales Summary when reviewing Labor. 


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Reporting Time Pay



The Reporting Time Pay tab displays Rule Groups for Reporting Time Pay Rules. Here, Users can create, view, and edit these Rule Groups.


Reporting Time Pay Rules will compare an Employee’s actual hours to their scheduled hours. Reporting Time Pay earnings will be added if the Employee’s actual hours do not meet the threshold of minimum hours or percentage of scheduled hours set in the Rule.

 

Reporting Time Pay earnings will be included in Labor $ and Labor % amounts for Labor Trends, OT Performance, and the Scheduled vs Actual Report. Reporting Time Pay earnings can be viewed on the Daily Sales Summary when reviewing Labor.


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Shift Differential Rules



The Shift Differential tab displays Rule Groups for Shift Differential Rules. Here, Users can view, edit, and create Shift Differential Rule Groups.


Shift Differential Rules will add additional earnings for Employees who work during specific hours of the day. This rule is frequently used by Locations where swing shifts or graveyard shifts are paid an hourly or per-shift bonus. 

 

Estimated Shift Differential earnings will be included in projected Labor calculations on the Scheduling Calendar. Shift Differential earnings for actual hours can be viewed on the Daily Sales Summary when reviewing Labor.


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Labor Matrix Tab



The Labor Matrix is only available when Smart Labor is enabled for your database. The Labor Matrix is the foundation for the Labor configuration when forecasting Labor. Learn more about the Labor Matrix here.


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Pay Periods Tab




This tab is only available when the Punch Edit Auto-Lock feature is enabled for your database. Pay Periods track the timeframes in which Employees are paid, and when the Punch Edits feature is enabled, will include an auto-lock functionality where the 'Labor' section on each Daily Sales form for a given Pay Period is locked after a set timeframe. Learn more about Pay Periods and the Punch Edit Auto-Lock feature here.


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Certifications Tab


On the Certifications tab, users can view, edit, and create certification types used for employee certification tracking.



Accrual Rules Tab




The Accrual Rules tab contains all of the created PTO accrual rules. PTO Accruals allows users to manage employee paid time off through R365. When an employee’s time off request is approved, paid time off earnings for that employee will be added to the associated DSS. These earnings can then be exported for payroll purposes. If Workforce is enabled, time off earnings in the DSS will be sent to Workforce when hourly labor is sent from the Labor Dashboard.  


Note: This tab is only displayed when PTO Accruals is enabled.