1. foundU
  2. Employee Management
  3. Managing the People Menus

Using People and Operation filters and exports

Avatar
foundU

How to filter and export people & operation data

The People Menus are found to be the most valuable tool for managing your employees in bulk from one place.

To assist with this, the filtering options can be used to target specific groups of employees in your business or your operations that meet your specific requirements.

Some key actions that can be done in bulk include:

  • Exporting employee data (e.g. email address, phone number, or leave entitlements)
  • Applying tags
  • Applying new office codes or managers
  • Sending emails or SMS

In this article we will cover:

  • Applying filters for the People Menus
  • Appling filters for Operations
  • Save and load your filter options for future use
  • Exporting employee information
  • FAQs

  One of the most common uses for filtering the People Menus is to send emails and SMS. For further information about other ways to communicate please see our webinar on Communicate from your foundU platform.

Using filters for the People Menus

Filtering your employees from the Pending and Approve People menus is a great tool to use, as it allows you to quickly identify people and efficiently perform actions for all employees within your filter.

Performing actions in this way allows you to apply updates in bulk, which can be beneficial for the following:

    • Exporting data
    • Applying tags in bulk
    • Applying a new manager in bulk
    • Sending an email to all filtered employees
    • Issuing documents

To filter your employees:

  1. From the quick menu, navigate to People > Approved or Pending People.
  2. To open the filter menu, select Show Filter and apply all relevant filters. See below for a full list of available filters. 
  3. Select Apply Filter, which is located at the bottom of your filters.

 

People Menu Filters

When filtering your employees, you can choose to apply an individual filter or multiple. When using multiple filters, they will behave differently depending on whether you are applying multiple choices from the same filter or using different filters.
    • When applying multiple choices for the same filter - This will filter for employees who have either option on their profile. 

      E.g. For the Employment Type filter has the options for both Part-Time and Casual selected. As these selections are in the same filter, the employees listed will either have a Part-Time or Casual position. 
    • When applying choices from different filters - This will filter for employees who have both filters on their profile. 

      E.g. When the Employment Type filter has Full-Time selected and Age is set to Under 18. As these selections are from different filters, the employees listed will need to have a Full-Time position and be Under 18. 
From the People Menus, you can choose to filter from the following options:
    • Positions
      • Page Size - Adjusts how many results are displayed on one page.  
      • Employment Type
        • Full time
        • Part-time
        • Casual
        • Salaried
        • No position
        • Paid monthly
        • Non-monthly perms
        • Contractors
      • TFN Status
        • Awaiting TFN
        • Exempt TFN from TFN
        • Has TFN
      • Work Status
        • Approved People
          • Available
          • Working
          • On Leave
          • Not available
        • Pending People
          • Application incomplete
          • Ready to review
          • Onboarding incomplete
          • Ready to approve
      • Associated Operation
      • Position Groups
      • Positions
    • Clock App
      • Has set clock passcode
      • Has not set clock passcode
    • Address & Configuration
      • Registered from
      • Employment Start Date between
      • Manager
      • Office code
      • Position Locations
      • Work State
      • Home State
      • Home Suburb
      • Gender
      • Additional filters (with or without)
        • Has Payslips Current FY
        • Has Special Condition
        • On WorkCover
        • Has Employment Restriction
        • Employment Suspended
        • Work Anniversary
        • Terminating
        • Terminated
        • Abandoned Onboarding
        • Had No Shifts Over A Month
        • Positions changing today
        • Compliance Records Expiring Today
        • Compliance Records Expiring Soon
        • Compliance Records Follow Ups Due Soon
        • Birthdays
        • Birthdays Happening Soon
        • Unsigned documents
        • Incomplete Valid Onboarding
    • Skills & Availability
      • Unemployed people
      • Availability between
      • Postcode between
      • Languages
      • Age
        • Under 18
        • Over 18
        • No Record
      • Qualification/ License/ Induction (with or without)
      • With tags 
      • Without tags

        When selecting multiple tags, you can choose to filter for employees who have all selected tags (And), or for employees with any of the selected tags (Or).
Using filters for the Operations Menus

Filtering your operations from the Pending and Approve Operations menus is a great tool to use, as it allows you to quickly identify and efficiently perform actions for all operations within your filter.

Performing actions in this way allows you to apply updates in bulk, which can be beneficial for the following:

    • Exporting data
    • Applying tags in bulk
    • Applying a new manager in bulk
    • Applying clock setting overrides in bulk
    • Sending SMS
    • Exporting rates books

To filter your Operations: 

  1. From the quick menu, navigate to Operations > Approved or Pending Operations.
  2. To open the filter menu, select Show Filter and apply all relevant filters. See below for a full list of available filters. 
  3. Select Apply Filter, which is located at the bottom of your filters.

 

Operations Menu Filters

When filtering your operations, you can choose to apply an individual filter or multiple. When using multiple filters, they will behave differently depending on whether you are applying multiple choices from the same filter or using different filters.

    • When applying multiple choices for the same filter - This will filter for operations that have either option on their profile. 

      E.g. For the State filter has the options for NSW and QLD selected. As these selections are in the same filter, the operations listed will either be from NSW or QLD. 
    • When applying choices from different filters - This will filter for operations that have both filters on their profile. 

      E.g. When the State filter has NSW and the Manager is set to Andrew. As these selections are from different filters, the operations listed will need to have a NSW Rates book and Andrew as the assigned Operation Manager. 

From the Operations Menus, you can choose to filter from the following options:

    • Page Size
    • Suburb
    • State
    • Manager
    • Office Code
    • Pay Period
      • Weekly
      • Fortnightly
      • 1 Week Arrears 1 Week Advanced
    • With Tags

      When selecting multiple tags, you can choose to filter for employees who have all selected tags (And), or for employees with any of the selected tags (Or).
Save and load your filter options

If you find that you're running the same searches for people or operations, it will be worthwhile to save the search for ease of access next time!

This may be particularly beneficial if you are:

    • Running regular employee exports
    • Sending group emails or SMS
    • Sending documents in bulk

How to save a search filter:

  1. Navigate to the appropriate menu and select your relevant filter options. 
  2. Apply the filter by selecting Apply Filter.
  3. Above your filtered list, there will be a blue bar; this will have options to:
    • Clear Search - This will clear your search filter. 
    • Save - This will save your current search filter; select this option to save your filter. 
  4. When saving, in the Description Field, add a name to easily identify the filter for future use. Then select Save.

How to load a search filter:

  1. Navigate to the appropriate menu and select Load Saved Search.
  2. From the list of Saved Searches, locate the required saved filter and choose from the following:
    • View - This will display the filter options saved.
    • Load - This will load the saved filter.
    • Delete - This will delete the saved filter. 
  3. Once you have loaded your filter, you can clear it at any time by selecting Clear Search.

Export Employee or Operation data

When it comes to exporting and reporting on your employees and operations, this export is your standard go-to for general HR purposes.

With this export, you can quickly check the status of your entire workforce or focus on specific sections using filters.

This export is a great tool for keeping track of the following:

    • Employee's general contact details (Employee ID, name, email, phone number)
    • Checking leave balances
    • Exporting all position details
    • Exporting all assigned tags
    • Employee's ongoing availability
    • Longevity of staff (by selecting their start date)
    • Employee's Onboarding and Compliance checklist items

  Please note: For security purposes, sensitive information such as employees' bank accounts and TFN details cannot be exported using this export. 

To export your employees or operations: 

  1. From the quick menu, navigate to the relevant menu. 
  2. You can either export all of your employees or a select group by:
    • Applying or loading a filter - Expand your page size to export all of your employees all at once.
    • Selecting employees/ operations - If you are looking to export specific employees or operations, you can select the checkbox next to their name.
  3. Navigate to Bulk Actions and choose from:
    • Export All Filtered - This option is available when exporting with a filter.
    • Export Selected - This is available when individual employees have been selected.
  4. From the Export CSV drawer, choose the required items by selecting:
    • Deselect All - This will deselect all items.
    • Heading - This will select/ deselect all items under the heading. E.g. Basic Info will select Employee ID, Full Name, First Name etc.   
    • Items - Select items individually; this may be preferred if you are exporting only a few items. 
    • Use template - You can select and load a previously saved template.

      Templates can be edited or deleted when required; to do so, select the ellipsis, then edit or delete. 
  5. If this is a regular export, you may want to save it as a template. To do so, turn the Save as Template toggle on and then provide a name for your template. The template will automatically save after the initial export. 

      Hot tip: Templates are stored and can only be accessed by the admin user who created them. If other admin users need a template, they must create their own.

    To help with this process, we recommend taking a screenshot of your selection so that your fellow admins can apply and save their own templates.
  6. Select Export CSV; you will be notified once the export has been completed.

FAQs

Why do I need to apply a filter to expand my page size?

By default, the page size for the People and Operations menus is set to 20.

If your business employs more than 20 individuals or manages multiple operations, only the first 20 employees will be affected when performing bulk actions, as that is the active filter.

To ensure all your employees are included, adjust the filter to match your entire workforce size.

I have saved an export as a template; how do I share this with my managers?

Templates are stored and can only be accessed by the admin user who created them.

If other admin users need a template, they must create their own. To help with this process, we recommend taking a screenshot of your selection so that your fellow admins can apply and save their own templates.

Can I filter by employee onboarding or working status?

Absolutely!

The Work Status filter enables you to sort your employees based on their current onboarding status (Pending People) or their current working status (Approved People).

This feature is particularly useful during mass recruitment or when filling a shift.

Approved People Status:

  • Available - Employee is available and has no current shifts.
  • Working - Employee has a current shift.
  • On Leave - Employee has an approved leave request.
  • Not available - Employee's availability is states they are currently unavailable. 

Pending People Status: 

  • Application incomplete - Employee has  not completed onboarding to a review point. 
  • Ready to review - Employee has completed onboarding to the review point and can be reviewed. 
  • Onboarding incomplete - Employee has been reviewed, however has not completed Step 5.
  • Ready to approve - Employee has completed onboarding and can be approved. 

How do I export an employee's financial details?

Unfortunately, for security reasons, an employee's financial information, such as their TFN or bank account details, cannot be exported with this export.

  Contact us: If you have any additional inquiries, please contact customer support.

Does the export respect an Admin User's search restrictions?

If an Admin User has a search restriction, their view will be limited to a specific group of employees.

This restriction also affects the employees shown in the People Menus, as admins can only choose from the employees included in their filter.

Articles in this section