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Employment restrictions and suspensions

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Restrict or suspend an employee from being scheduled or rostered for work

Whether it’s for extended absences among your casuals or other HR considerations, foundU has you covered to help you manage HR and rostering more effectively. You can do this by either applying an 'Employment Restriction' or 'Suspend Employment' option to an employee.

  • Employment Restriction - This adds a red Restriction badge to the employee, which will be displayed on the roster. This does not prevent the employee from being rostered, but allows your manager to make informed decisions about rostering that employee. 
  • Suspend Employment - This prompts you to action any upcoming shifts and prevents the employee from being rostered until the restriction is removed. 

These features give your rostering managers a clearer picture of who they can roster, helping them make informed decisions. It’s a simple way to streamline your rostering process while keeping your team aligned and running smoothly.

In this article, we will cover:

  • Applying or removing an Employment Restriction to an employee
  • Use cases for suspension and suspending an employee
  • How your platform displays an employee's restriction or suspension
  • Filtering to see employees who have a restriction, suspension, or other employment condition

  There is a seperate process to prevent employees who don’t hold the necessary compliances or tags from being added to the roster. You can learn about it here. These employees will appear in a blocked state.

Apply an employment restriction

Applying an Employment Restriction is a great way to communicate to your other admins that an employee has unique considerations to be aware of when rostering. Restrictions can be applied for various reasons, depending on your business.

Common reasons include:

  • Employees with physical restrictions, who need extra consideration
  • Needing to avoid standing or walking for extended periods
  • Avoiding high-stress or high-anxiety situations
  • Employees with visa restrictions

Once an Employment Restriction has been applied to an employee, a red Restriction badge is added to the employee's name. This will appear on any rosters, in Approved People and against any payslips.

This restriction will not prevent the employee from being added to the roster, but it does assist the Roster Manager in making a decision about rostering that employee. 

  To help roster juniors or any employees with visa restrictions, you can set minimum and maximum hours. Any breaches will show as a roster warning.


To apply Employment Restriction to an employee: 

  1. The first step is to ensure the setting is enabled on your platform. To do this, navigate to the main menu > Platform Settings > System settings.
  2. Locate the 'Enable additional employee information about restrictions, workcover and special conditions in the roster' setting, and confirm it is set to On. 

    Restriction setting platform settings.png
  3. To save your changes, select the Save Settings button at the bottom of the screen. 
  4. Next, navigate to the relevant Employee Profile and enable the Employment Restriction toggle.
  5. You'll now see a Restriction badge next to the employee's name, visible throughout the platform. 

Hot tip: In addition to adding an Employment Restriction, you can also enable additional badges for Special Condition and WorkCover.
 

Disable an employment restriction

If an employee’s situation changes, simply remove their Employment Restriction. This helps your managers make clear, informed rostering decisions.
 

To disable an Employment Restriction: 

  1. Navigate to the relevant Employee Profile and disable the Employment Restriction toggle.
  2. The Restriction badge next to the employee's name will now be removed from the employee profile and the roster. 
Suspend an employee's employment

Suspending an employee is a useful feature that prevents them from being rostered while suspended. Once suspended, they can’t be added to the roster, won’t receive any new shifts, and any existing shifts will either be removed so you can reassign them or deleted.

A few common reasons why a suspension can be applied to an employee: 

  • Misconduct or poor performance
  • Conduction of an internal investigation
  • Temporary visa restrictions preventing the employee from working

Applying suspensions is done on an individual basis and must be performed within the Employee Profile. Once an employee has been suspended, they cannot be rostered; they will no longer appear in the 'Add Employee' list on the roster until the toggle is disabled. 

Suspended employees can still have the following actions completed: 

  • They can be paid and have a manual payslip created
  • They can still apply for leave

  Please note: The suspend toggle is permission-based. Admins will need to have the 'Manage Employee Status' setting enabled in their Permission settings to be able to see this toggle.


To enable an employee suspension:

  1. In the quick menu, navigate to People > Approved People or search for the employee via the search menu.

  2. Locate the desired employee and navigate to their profile, and enable the Employment Suspended toggle.

  3. If the employee has any upcoming rostered shifts, you will be asked what you would like to do with them. You will have the following options:

    • Delete shifts attached to the employee - This option will delete all shifts on all rosters for the employee.
    • Keep the shifts and remove the employee from the shifts - This option will remove the employee from the shifts but will keep the shifts on the roster. The shifts will be errored (as no employee will be assigned), giving you the opportunity to reassign them to someone else.

  4. If you use Jobs and the employee has an upcoming Job or is attached to an ongoing job, you will be shown the following alert:

    'Active/future job found for this employee. Please close the jobs before suspending the employee'.

    You will then be shown the active jobs and any future jobs the employee is assigned to. These will need to be actioned before you can continue suspending the Employee Profile. 

      Hot tip: You can action the employee's job from this page by selecting '(view job)'. 

  5. Select 'Suspend employee'. You'll now see a Suspended badge next to the employee's name, which will appear throughout the platform. 

 

To end an employee's suspension

You’d remove a suspension when an employee is ready to return to standard rostering. Once lifted, the employee returns to normal visibility and can be managed like the rest of your team.

Once the suspension has been removed:

  • The employee will now appear on the relevant rosters
  • The employee will have no work restrictions
  • The black badge will be removed from the employee's profile
     

To disable an employment suspension: 

  1. Navigate to the relevant Employee Profile and disable the toggle for Employment Suspension.
  2. The Suspension badge next to the employee's name will now be removed from the employee profile. 
Employment conditions in Approved People

Once an employment condition has been enabled on an employee’s profile, a badge will appear against their name in Approved People. This helps you quickly identify employees with unique working conditions that may need extra attention from HR.

Each badge represents a specific employment condition, and employees can have multiple badges if more than one applies to them.

The employment conditions are:

  • R - Employment restriction
  • S - Employment suspension
  • SC - Has special condition
  • W - WorkCover

            

  You may also see a badge identifying Contractors in your platform. If you have this feature enabled, you can learn more about it in our article on Contractors.

 

Filtering employees with employment conditions

You can also filter employees by their employment conditions in Approved People. This makes it easy to take actions on multiple profiles at once, such as:

To filter employees with employment conditions:

  1. From the quick menu, navigate to People > Approved People.
  2. Select 'Show Filter', then locate the Additional Filters field and select from of the following:
    • Employment Suspended
    • Has Employment Restriction
    • Has Special Condition
    • On WorkCover

  3. Once you’ve chosen your conditions, you can decide how you want to filter:

    • With (default) – Creates a list of employees who have the selected condition.

    • Without – Filters out employees who have the selected condition.

  4. To apply the filter, select 'Apply Filter'.

  Hot tip: You can also filter payslips by employment conditions, making it easier to conduct your pre-payroll checks for employees with unique circumstances. 

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