Your foundU Dashboard

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

Dashboard Navigation

The view of the Dashboard will be specific to each user, as well as 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 appearing in the Workflow lanes can be selected to direct you to the appropriate page in 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 key actions required. 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 be aware of.
  • 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 allow you to navigate to parts of your platform that require different tasks at varying levels of urgency, as explained below. Where cards are affected by a pay period, you'll note the presence of 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 action items on time so they don't become an issue 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, which will be 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 updated in case platform admins take action on data 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 would like 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 will allow you to target the cards that are most important to you while hiding the ones that are less relevant to your role.

  Warning: You will not be able to dismiss/snooze or hide critical alerts that are relevant to your role using the preferences drawer or 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 from your Dashboard with employees from 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 change of site manager 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
• Email or SMS a filtered group of people working today
• Export a list of employees and the rosters and operations they are working on
• View rosters and View upcoming work
   

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 today 
     • This will open the email or SMS modal directly. 
     • If using this option, skip to Step 5. 
   • The people working today card - To create a filtered group of people working today.
     • Selecting this option will open a drawer, allowing you to apply additional filters.
3. In the 'People Working Today' drawer, you can find a list of all employees rostered to worktoday. 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. 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 Today' 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.
5. Select Notify and choose your communication type by selecting Email or SMS. You can complete the required fields for your communication or apply a custom email or SMS template. 
6. To send, select Send email/ SMS to xx people.

 

View Upcoming Work

If you would like to be redirected to the Jobs page to send comms to employees who are working tomorrow or beyond, you can select the View Upcoming Work option within the people working today drawer.

In the following example, you'll see how to we can communicate to a filtered group of employees in the future using the 'View Upcoming Work' option.

 

Export a list of People working today

You may need a quick list of people working today for all employees in your business or on a certain roster or operation. This may be handy to do a roll-call after a safety or emergency evacuation.

To export a list of all employees working today:

1. Select the 'People working today' card on your Dashboard.
2. Select the filter to filter By operation or roster.
3. Once your selections have been made, select the Export icon to compile 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.

In the following example, you'll see how to create an export using the "People Working Today" card. This example also illustrates how to use the filters in the relevant drawer, making it easy to identify when an employee is scheduled across multiple rosters.

Where did the 'People rostered today' card go from my Dashboard? I used this to access a page to SMS employees who were working later this week!

You can continue to access this feature by selecting the 'People working today' card and navigating to the 'View upcoming work' button within the filter drawer.

For a visual demonstration, refer to the gif section above on 'View upcoming work'.

Where did the unfilled shifts go from my Dashboard? I regularly use this to fill shifts!

The Unfilled shifts have been moved to the Roster overview page, but don't worry, if you have any unfilled shifts, there will be a card displayed under the 'requires action' column of Workflows on the Dashboard.

You can navigate to the new Unfilled Shifts page by: 

• Work > Rosters; in the top right-hand corner, select Unfilled shifts.
• Or by selecting the Unfilled Shifts card on your Dashboard to be taken there directly!
   

The roster that was on the Dashboard has also moved to this unfilled shifts page, you can Download the PDFs from there in the same manner that you used to be able to.

I've noticed that my Dashboard view looks different from that of another admin 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 have snoozed a card by accident 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 today filter, 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.