We understand that based on the industry you're in and systems you have used in the past, the terminology may be a little different! Check out our glossary of commonly used terms to help.
Employees / Candidates. All employee records are stored and recorded here.
Clients / stores / operations / branches.
Manage Rosters / Jobs.
Time & Attendance
Approve shifts, availability, Timesheets, Clock Log and manage employee leave.
Processing of employee's wages, payroll tests and single touch payroll.
View and download many types of reports based on the data you need.
Is a button or switch which either turns on a setting, or turns it off.
Is an application programming interface (API). This function would allow you to pull data from the foundU platform to another interface.
Portals / Access Points
Top level access for Head Office, Payroll, Recruitment, Admin. Admin can login to any operation or employee portal. Login via yourcompany.foundu.com.au/admin
Restricted access portal for clients/operations for managers, supervisors. Login via yourcompany.foundu.com.au/
A self-managed portal for employees to log into to view their shifts/roster, payslips, edit personal and banking information, and apply for leave. Login is via yourcompany.foundu.com.au/
Your unique company url where you log into your foundU platform. For example yourcompany.foundu.com.au/admin (if you are an admin) or yourcompany.foundu.com.au/login for employees.
A person who has not yet been accepted to work or completed their registration/application details. Completion progress can be tracked here.
Employed person - passed screening and interview process and has been 'accepted' to work.
People who did not pass screening/interview process and have not been accepted to work.
Person no longer employed to work eg. due to termination.
Manually add a new prospective or employed person into the platform. This will put them into a 'Pending' state.
Where an employed persons details, records and history are stored for internal record keeping. Only Admin can see this, employees cannot see this. To access to profile, go to Approved People, search for the employee and click on their name which will take you to their profile.
Depending on your business/industry this refers to your clients, stores, branches etc.
Operation accepted and ready to create and assign shifts.
An operation that has not yet been approved/accepted. Shifts cannot be assigned under the operation.
An operation that has not been accepted.
Operation no longer in use.
Manually add a new operation to the platform. This will put them into a 'Pending' state.
Create a job for specific operations with all job requirements and details ready to fill.
View all jobs that have been created at any status: unfilled, filled, working, completed.
All shifts that have been offered to an employee via the roster or a job. View via pending or accepted offers.
Create and build shifts on a roster calendar to publish for employees.
Create Bulk Shifts
Shortcut to creating individual or bulk ongoing shifts with unlimited shift offers for rosters.
Online form employees use to enter the hours they worked for the week from their employee portal. Physical timesheets, allowances and reimbursements can also be uploaded.
Confirm and approve hours worked by employee. Managers can check submitted timesheets and edit/approve employee hours which is the data used by payroll to pay the employee.
Manually create a timesheet.
View all timesheets and status'. Submit timesheets on behalf of employees, approve timesheets, edit timesheets, and make any adjustments.
Conduct tests prior to payroll including payroll activity, existing timesheet calculations, invoice and payslip generation test.
Pending (Ready to Submit)
Timesheet available in employee portal ready to complete and submit.
Submitted (Pending Approval)
Employee has completed their timesheet, it appears in Operations Portal and Admin (Manage Timesheets) ready for the manager to approve.
Accepted (Ready to Pay)
Timesheet has been approved by their manager. The employee is ready to be paid.
Invoiced but Not Paid
Client has been invoiced based on timesheet hours. The employee has not yet been paid.
Employee has been paid based on the approved timesheet.
The timesheet was removed.
Australian Banking Association files for download. Available after payroll processing.
Add and manage deduction types and settings.
ETP (End Termination Payment)
An employment termination payment (ETP) is a lump sum payment made because your employment has finished.
View and process leave applications including approving, declining and editing. Also, submit leave applications on behalf of employees.
Cash basis is an option that is available on reports that allows you to view your pay data based on when the payment was made (as opposed to the period ending date when the pay is processed).
Where pays are processed and payslips are generated. Unprocessed pays generate with each new paycycle. One-off adjustments can be made here.
Payslips are stored here once the paycycle is processed. Payslips can be viewed and emailed to employees.
Add new reimbursement types. Process and approve submitted reimbursements from employees.
Generate YTD payment summaries. In future this process is not required as Single Touch Payroll will automatically send the required information to the ATO.
This is where all Tax File Declarations waiting to be lodged and submitted are stored. They can also be deleted from here.
Awards & Agreements
An award is a legal document that sets out the terms and conditions of employment for a specific industry or job. They define things like minimum wages, overtime, penalty rates and allowances.
An agreement made at an enterprise level between employers and employees about the terms and conditions of employment.
Rates Book Templates
Where templates for base and casual rates for employees can be saved and used to apply to operations.
A group of positions that includes all roles that may be suitable for a job or roster shift. For example, you may create a 'General Labourer' group that comprises of the following positions across numerous awards Landscape Labourer, Construction Labourer and Removals Labourer.
Add details of a new prospective client into the CRM.
View any contacts and their details.
Add new contacts and details into the CRM.
Financial Report Centre
Contains many reports for accounting purposes which can be filtered based on specific criteria and exported to .csv, .xls, PDF files.
Workforce Report Centre
Contains many reports around manager and employee activity which can be filtered based on specific criteria and exported to .csv, .xls, PDF files.
Business Report Centre
Contains the Manager Activity Report as well as additional admin activity, follow up document and Prospect's Report (CRM).
Exporting stored data from the platform in CSV form.
The number used to clock in/out using the Clock App.
The password used to clock in/out using the Clock App.
Work App Passcode
The password used to sign in as a manager/supervisor on the Work App.
Contains all email and SMS communications sent through the platform. Here you can turn messages on/off and edit message details.
Records every email or SMS sent to employees with timestamps.
Create announcements to display on your Dashboard for all admin users to see as soon as they login.
Contains many different types of settings used to customise your platform. Many of these are set up during implementation and can be tweaked to suit ongoing.
Entity / company used to pay employees from.
Physical geographical regions employees work. May be state, suburb, regions etc.
Enable Clock App and customise settings.
Create and edit document templates used to apply against employees and send to them for signing and review e.g. Interview questionnaires, Employee Contracts & Agreements.
This contains the Email Provider details used to send all platform emails. Turn all emails on/off from there, and temporarily redirect emails to yourself for testing purposes. From email addresses can also be managed here.
Turn on/off expiry notifications for documents applied to your platform such as a visa, RSA and assessment dates. Also choose who notifications are sent to employee / manager.
View, edit, create and deactivate admin users. Restrictions can be applied per user.
Create default user type templates with restrictions to easily apply when setting up new users. e.g. Accounting, Recruiter / Rep.
Email and SMS communications sent via the platform. Messages can be edited and turned on/off from here.
Imports and exports of data from sources such as Xero, MYOB. API access.
Customs settings for your platform which are set up during implementation.
Custom settings for your payroll.
Add and manage leave entitlement rules and settings e.g. RDO's, annual and sick leave.
Add and manage public holiday rules and settings. Rules can be applied as general, operation specific or employee specific.