Your foundU Dashboard

When you first log in to your platform's admin portal, you'll be taken to your foundU Dashboard, where you can see a high-level summary of key events and items that require action.

Dashboard Navigation

The Dashboard view will be specific to each user, including their relevant permissions and search restrictions. This allows each admin user a personalised view of the tasks and features they are responsible for.

For instance, if you don't have access to payroll in foundU, you will not see cards or alerts relating to payroll.

  Hot tip: The Dashboard view can be changed to any office code in your business by selecting the blue-highlighted text next to the word Dashboard. Once a change has been made, the Dashboard will only show insights and actions for that office code.

The Dashboard is broken up into 3 main sections:

• Announcements - Any configured admin announcements will be displayed at the top.
  • To configure announcements, navigate to Communication > Announcements & Resources.
• Workflow - This provides a high-level summary of events occurring in the platform. The colour of the card denotes the urgency of the task (e.g. red cards require immediate action) 
  • Each card in the Workflow lanes can be selected to take you to the appropriate page on the platform for you to action.
• Insights - Your platform's enabled communication options at a glance.
  • Push notifications - Read more information here.
  • SMS including balance - Please note that if you are using our SMS pay-as-you-go service, your balance will appear as zero because usage charges will be reflected on your monthly invoice.
  • Emails - Read more information here.

Actioning items in the Workflow section

In the workflow area of the Dashboard, you will see a list of actionable cards. These cards will surface in a timely manner to display the required key actions. By selecting a card, your admins can be taken to the area of the platform to address the issue.

The workflows will be divided into 4 lanes depending on the timeline. These are:

• Requiring action - Action items for the day/week.
  • I.e., Unapproved shifts or blocked payslips
• Happening Today - Current items for the day.
  • I.e., Employees on leave, number of shifts today
• Upcoming Events - Items coming soon to watch for.
  • I.e., Upcoming positions, employees terminating
• Clean up - Items to follow up on when you have some time.
  • I.e., Unsigned documents

These workflows and insights will help you navigate to the parts of your platform that require different tasks at varying levels of urgency, as explained below. For cards affected by a pay period, you'll see a date on the workflow card. If your business has fortnightly pays, you may see duplicated cards (one for each week) for the same action.

• Red Error cards - These are items that will negatively affect a pay run if they are not actioned. Examples may include, but are not limited to:
  • Shifts awaiting approval for a past pay period.
  • Superannuation payments with errors.
  • Blocked draft payslips.
  • Reimbursements to be approved in the current period.
  • STP Submissions are overdue.
• Yellow Warning cards - These are items of less urgent priority than error cards. However, they could affect a pay run if not addressed. Examples may include, but are not limited to:
  • Shifts awaiting approval for the current pay period.
  • Unfilled shifts for this week.
  • Unpublished shifts on a roster this week.
  • Compliance records expiring soon (within 7 days).
  • STP Submissions due.
• White Standard cards - These items are not urgent but will help admins complete action items on time so they don't become issues to address later. Examples may include, but are not limited to:
  • Upcoming work anniversaries.
  • Employees with unsigned documents.
  • Unmanaged leave applications.
  • Upcoming employee terminations.
  • Availability updates awaiting approval.

  Hot tip: Once items are actioned in the Dashboard, they will be removed from your view. You can also dismiss reminders for the day; this is covered in the section below.

Your Dashboard view is already customised to your role by only showing items that are within your permissions and search restrictions; however, your view of the Dashboard can be further customised using the following features:

• Live data indicator - See how current the information is on your Dashboard.
• Dismiss option - Choose to snooze a card for the day to clean up your view.
• Workflow preferences - Choose the types of alerts displayed in your workflow lanes.

Live data indicator

The Dashboard information updates when you interact with cards or modify your platform data. Using the live data indicator, you can see how recent the data is on your Dashboard and press the indicator to refresh the data. Use the live indicator to:

• Keep the data up to date in case platform admins take action on it elsewhere.
• Refresh your browser and pull more relevant live data.
• Hover over to understand how up-to-date the current data on the Dashboard is.
  • Green - Data is within 0s- 4:59 minutes old.
  • Yellow - Data is within 5m- 14:59 minutes old.
  • Red - Data is older than 15 minutes.

Dismiss or hide an individual card

While reviewing your cards, you may find a card that is not relevant for you for that day. You can use the dismiss option to remove this card, and it will automatically reappear after 24 hours.

From an individual card, you'll have the option to

• Dismiss for today - The card will be removed for 24 hours.
  • Use this option when you have reviewed the data card and would like to clear it for now.
    
    For example, you have 15 people on leave soon, but don't want to review this until later in the week. 
• Hide the card - The card will be removed permanently until the option is reactivated via the preferences drawer.
  • Use this option when you want to permanently clear a card that is not relevant to your role.
    
    For example, you may have access to the Pending People page and, as such, the 'Abandoned job applications' card. You may want to hide this card if you have no role in direct recruitment.

Using the Preferences drawer

An admin user may change the cards that are displayed to them on the Dashboard; this can be done via the Preferences drawer. Using the preferences drawer lets you target the cards most important to you while hiding those less relevant to your role.

  Warning: You will not be able to dismiss/snooze or hide critical alerts relevant to your role using the preferences drawer or the dismiss option. This will prevent any important alerts from being accidentally missed.

To select workflow preferences:

1. Select the Preferences button on the right-hand side of your Dashboard.
2. In the Preferences drawer, you'll have the option to:
   • Toggle on/off an entire grouping of cards (i.e. People status).
     • This will affect all cards for the whole group. 
   • Toggle on/off a single card type (i.e. People status - Documents remain unsigned).
     • This will only affect the single card.

You can navigate to Work Preferences and make changes to your preferred view at any time.

You can communicate directly with employees from your Dashboard via the 'People working today' card. This Dashboard card opens an exclusive filter to help you select the group of employees you want to communicate with via email or SMS based on your platform's communication settings, ensuring your message is delivered quickly!

Sending communications this way would be ideal for the following use cases:

• To notify all staff on a specific roster to start one hour earlier or later.
• Ensure all on-site employees are safe and secure after a safety or fire drill. This can also be performed via the Clock log if your employees clock.
• Short-notice comms, such as a quick SMS to inform employees of a site manager change for the day!
• Reminder to submit reimbursements by the end of the day or upload a qualification upon completion of an onsite training course.
• Inform them of an important reminder for the day. Ie. The area manager visits today between 12-2 pm.
   

Using the 'People Working today' card

From this intuitive Dashboard card, you can do a variety of quick actions to your workforce:

• Directly email or SMS all people working today or on a future date
• Email or SMS a filtered group of people working today or on a future date
• Export a list of employees and the rosters and operations they are working on
• View rosters and upcoming work
• Easily view who's working today or in the future
   

How to SMS or email employees from the 'People working today' card:

1. Locate the 'People working today' card in the Happening Today column on your Dashboard.
2. Depending on the group of employees you'd like to contact, select the appropriate place:
   • The send icon (paper plane) - To contact all people working
     • This will open the email or SMS modal directly. 
     • If using this option, skip to Step 5. 
   • The people working card - To create a filtered group of people working.
     • Selecting this option opens a drawer where you can apply additional filters.
3. In the 'People Working' drawer, you can find a list of all employees rostered to work today. Each employee on the list will have one of 2 statuses:
   • Working - The employee has a rostered shift, and the start time has commenced. 
     • E.g. Employee A's rostered start time is 10 am, and it is currently 11 am. As the rostered start time of the shift has commenced, Employee A will have a Working status. 
   • Available - The employee has a rostered shift today; however, it has not yet commenced.
     • E.g. Employee B's rostered start time is at 3 pm, and it is currently 11 am. As the rostered start time is in the future, Employee B will have an Available status. 
       
       
       
         Hot tip: If your business does not roster salaried employees, they will not be included in this list, as this option is only available for employees with rostered shifts.
4. Select your date. By default, the drawer will show today's date. To view and contact employees rostered on a future date, select the date field and choose the day you want. The data shown (statuses, filters, and export) will update to reflect all accepted shifts for that date. Past dates cannot be selected.
5. Choose the employees required by: 
   • Selecting individually from the checkbox.
   • Applying a filter by selecting the filter icon and choosing your options for:
     • Operations
     • Rosters
     • Employees
       
         Hot tip: After applying a filter in the 'People Working' drawer, you can quickly navigate to your rosters by selecting the View Rosters button. This will ensure that the same filter chosen in the drawer is applied to the rosters.
6. Select Notify, then choose your communication type: Email or SMS. You can complete the required fields for your communication or apply a custom email or SMS template. 
7. To send, select Send email/ SMS to xx people.

Export a list of People working

You may need a quick list of people working for all employees in your business, or for a specific roster or operation. This may be handy for conducting a roll call after a safety or emergency evacuation.

To export a list of all employees working:

1. Select the 'People working today' card on your Dashboard.
2. Select the relevant date and apply any relevant filters to view by operation or roster.
3. Once your selections are made, select the Export icon to generate your CSV. 

  Hot tip: When an employee is scheduled to work on two different rosters (i.e., two shifts on the same day), this will appear as two entries separated by a comma in the export. This allows you to see exactly where the employee will be working throughout the day.

I've noticed that my Dashboard view looks different from another admin's in the business. Could you please clarify why this might be the case?

All admins will see the same sections on the Dashboard (Announcements, Workflows and Insights), however the cards within the Workflow section will be specific to the permissions and search restrictions of the admin user.

This will ensure you are only seeing specific action items to your role!

Why am I not able to snooze or dismiss the yellow and red cards on my Dashboard?

The yellow and red cards are items that will negatively affect payroll if they are not addressed. Therefore, they cannot be snoozed or dismissed, ensuring that critical alerts are not missed!

I accidentally snoozed a card, and I need it back. How long until it resets so that I can action it?

Great question!

• If you snooze a card ('dismiss for today') it will be reactivated and appear back on your Dashboard the next day.
• If you have selected the Hide a card option, you can reenable this through your preferences drawer.

Hiding a card is a great way to organise your Dashboard to best suit your business needs. However, please keep in mind that you may wish to reguarily check your preferences.

Can I view data for certain groups on my platform?

Yes, you can filter by Office code by selecting the Blue highlighted text next to the word Dashboard. The cards displayed after applying the filter will then be specific to that Office code and your search restrictions as well.

In the 'People working today' card, I can see employees listed as 'Working' and 'Available'. If all of these employees are working today, why are some listed as 'Available'?

Great question! When you open the People working drawer, all of the employees in this filter will have a shift at some point in this day. We define the difference as below

Working - Employees who have a shift today, and that shift on the roster has commenced.

Available -  Employees who have a shift today, and the start time of the shift has not yet commenced.

To learn more about the people statuses you may see in your platform, please refer to this helpful guide.

How can I suggest ideas for future improvements to the Dashboard or other foundU features?

We are working on improving the Dashboard based on feedback, so if you have suggestions, we would like to hear them, in fact we love hearing ideas about all parts of the platform!

You can submit ideas and feedback about any foundU feature via the 'suggest an insight you'd like to see' link at the bottom of your Dashboard. You'll need to give us:

• Your name and email.
• As much details as possible on your suggestion or request (please make sure it makes sense so we can understand your idea).

You can even have a look around in our ideas board as there may be other ideas provided by other foundU users that you would like to vote for or add additional comments on.