Glossary of Terms

foundU Glossary

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.

 

General

People 

Employees / Candidates. All employee records are stored and recorded here.

Operations

Clients / stores / operations / branches.

Work

Manage Rosters / Jobs.

Time & Attendance

Approve shifts, availability, Timesheets, Clock Log and manage employee leave.

Payroll

Processing of employee's wages, payroll tests and single touch payroll.

Reports

View and download many types of reports based on the data you need.

Toggle

Is a button or switch which either turns on a setting, or turns it off.

 

 

Portals / Access Points

Admin Portal

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

Operations Portal

Restricted access portal for clients/operations for managers, supervisors. Login via yourcompany.foundu.com.au/

Employee Portal

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/

Sub domain

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. 

 

 

People

Pending People

A person who has not yet been accepted to work or completed their registration/application details. Completion progress can be tracked here.

Approved People

Employed person - passed screening and interview process and has been 'accepted' to work.

Declined People

People who did not pass screening/interview process and have not been accepted to work.

Archived

Person no longer employed to work eg. due to termination.

Add People

Manually add a new prospective or employed person into the platform. This will put them into a 'Pending' state.

Employee Profile

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.

 

 

Operation

Operation

Depending on your business/industry this refers to your clients, stores, branches etc.

Approved Operations

Operation accepted and ready to create and assign shifts.

Pending Operations

An operation that has not yet been approved/accepted. Shifts cannot be assigned under the operation.

Declined Operations

An operation that has not been accepted. 

Archived Operations

Operation no longer in use.

Add Operations

Manually add a new operation to the platform. This will put them into a 'Pending' state.

 

 

Work

Jobs

Create a job for specific operations with all job requirements and details ready to fill.

View Jobs

View all jobs that have been created at any status: unfilled, filled, working, completed.

Work Offers

All shifts that have been offered to an employee via the roster or a job. View via pending or accepted offers.

Rosters

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.

 

 

Timesheets

Timesheets

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. 

Approve Timesheets

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. 

Create Timesheets

Manually create a timesheet.

Manage Timesheets

View all timesheets and status'. Submit timesheets on behalf of employees, approve timesheets, edit timesheets, and make any adjustments.

Payroll Tests

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.

Paid

Employee has been paid based on the approved timesheet.

Deleted

The timesheet was removed.

 

 

Payroll

ABA History

Australian Banking Association files for download. Available after payroll processing.

Deductions

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. 

Leave Applications

View and process leave applications including approving, declining and editing. Also, submit leave applications on behalf of employees.

Cash basis

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).

Paycycle

Where pays are processed and payslips are generated. Unprocessed pays generate with each new paycycle. One-off adjustments can be made here. 

Payslips

Payslips are stored here once the paycycle is processed. Payslips can be viewed and emailed to employees.

Reimbursements

Add new reimbursement types. Process and approve submitted reimbursements from employees.

PAYG Summary

Generate YTD payment summaries. In future this process is not required as Single Touch Payroll will automatically send the required information to the ATO.

TFN Declarations

This is where all Tax File Declarations waiting to be lodged and submitted are stored. They can also be deleted from here.

 

 

Awards & Agreements

Award

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.

Agreement

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. 

Position Groups

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.

 

 

CRM

Prospects

Potential clients.

Add Prospect

Add details of a new prospective client into the CRM.

Contacts

View any contacts and their details.

Add Contacts

Add new contacts and details into the CRM.

 

 

Reports

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).

Exports

Exporting stored data from the platform in CSV form.

 

 

Employee Portal

Employee ID

The number used to clock in/out using the Clock App. 

Clock Passcode

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.

 

 

Communication

Message Templates

Contains all email and SMS communications sent through the platform. Here you can turn messages on/off and edit message details.

Communication Log

Records every email or SMS sent to employees with timestamps.

Admin Announcement

Create announcements to display on your Dashboard for all admin users to see as soon as they login.

 

 

Platform Settings

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.

Office Code

Entity / company used to pay employees from.

Location

Physical geographical regions employees work. May be state, suburb, regions etc.

Clock App

Enable Clock App and customise settings.

Document Library

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.

Email Settings

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.

Expiry Notifications

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.

Users

View, edit, create and deactivate admin users. Restrictions can be applied per user.

User Types

Create default user type templates with restrictions to easily apply when setting up new users. e.g. Accounting, Recruiter / Rep. 

Communication

Email and SMS communications sent via the platform. Messages can be edited and turned on/off from here.

Integration

Imports and exports of data from sources such as Xero, MYOB. API access.

Platform Settings

Customs settings for your platform which are set up during implementation.

Payroll Settings

Custom settings for your payroll.

Leave Rules

Add and manage leave entitlement rules and settings e.g. RDO's, annual and sick leave.

Public Holiday

Add and manage public holiday rules and settings. Rules can be applied as general, operation specific or employee specific.

   

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