In this latest update, we’re excited to introduce key enhancements designed to improve the integrity of assignments and timesheets, designed to produce a more reliable and streamlined process flow. Alongside these improvements, we’ve added support for consultant splits for JobAdder users. Now, when placements are exported from JobAdder, the split configuration will be automatically applied within the Xemplo assignment, simplifying the process and enhancing efficiency for your team.
Locking of assignment fields that affect live timesheets
From analysis of our support desk tickets we have found that a number of issues arising in payroll, invoicing and reporting are caused by changes made to the assignment when live timesheets exist. For example, changes to the pay structure (e.g. changing from day rate to hourly rate) when the assignment has live timesheets causes conflicts in calculations and often confusion with users when interpreting reports.
A notification will now be displayed when trying to edit specific fields
If an assignment has pending, submitted, approved or verified timesheets (i.e. "live" timesheets) then the following fields will now be locked in the assignment:
- Pay structure
- Timesheet mode
- Timesheet frequency
- Allow breaks
What if I need to edit these fields?
If the scenario arises where these fields need to be edited there are two options:
-
Cancel all timesheets attached to the assignment
Cancelling all timesheets attached to the assignment will unlock the fields so they are editable -
Create a new assignment for the worker
If cancelling the existing timesheets is not an option, end the existing assignment and create a new assignment for the worker with the required settings
Disabling the re-verification of exported timesheets
When a timesheet is included in a payroll batch and the batch is exported, the timesheet shouldn't be editable anymore. In previous releases we have locked editing of the timesheet summary if the payroll batch is exported. In this release we are enhancing this further by disabling the re-verification of timesheets that have already been exported in a payroll batch. This prevents the timesheet from being re-calculated and potentially creating a mismatch between the payroll and timesheet pay totals.
A notification will now be displayed when trying to re-verify an exported timesheet
Preventing active workers to be switched between employee / IC
When a worker is added to an assignment they are either configured as an employee or an IC. This configuration is determined by the type of worker that they are onboarded or created as initially. A common scenario that has arisen with clients is when the worker is switched from IC to employee or vice-versa. When this switch is made it creates a conflict in the assignment and has the potential to cause downstream problems when creating payroll batches or RCTIs.
To combat this problem and ensure data integrity we have introduced a new locking mechanism on the worker type. If a worker has been attached to an assignment, the ability to switch their type in the worker profile will now be locked.
A notification will now be displayed when attempting to edit the worker type
What if I need to switch a worker?
If an existing worker needs to be engaged under a different method (e.g. an existing employee needs to be engaged as an IC) then we recommend creating a new worker or onboarding. Once the worker has been created an assignment can be created using the correct engagement mode.
This not only ensures that their profile is created correctly from the start but provides the opportunity to onboard the worker using a suitable contract and associated policy documents that are aligned to the engagement method.
This also ensures that the worker is included in RCTI or payroll batches accordingly. The worker's existing profile can also be retained for auditing / archival purposes.
JobAdder - support for consultant splits
We’ve enhanced our JobAdder integration to now support the syncing of recruiter splits from JobAdder placements directly into consultant splits within Xemplo assignments. This new feature, tailored specifically for JobAdder users, not only simplifies the assignment process but also improves the accuracy and depth of reporting data that can be extracted from Xemplo, giving you greater insight into team performance and placement efficiency.
Recruiter splits are now automatically sync'ed to Xemplo assignments
The feature supports the following scenarios:
-
Selection of a single recruiter
The recruiter is created as a consultant in the assignment with 100% allocation -
Selection of multiple recruiters (no split % specified)
The recruiters are created as consultants in the assignment with the % allocation configured based on the number of consultants (e.g. 4 consultants will receive a 25% split each) -
Selection of multiple recruiters (split %'s defined)
The recruiters are created as consultants in the assignment with the defined % splits applied
The feature does not support the following scenario:
-
Selection of multiple recruiters (split $ amounts defined)
Xemplo only supports the splitting of consultants using a % rate. If a placement is exported with splits defined as $ amounts then the split won't be configured in the Xemplo assignment.
Enabling this feature
If you would like to enable this feature in your Xemplo instance please contact support to create a request.
Additional changes included in the Xemplo 3.18 release
| Feature | Summary |
| Fixed unit timesheets |
Improved validation of leave date entry The leave date entered must now fall within the timesheet period. |
| Timesheet bulk verification |
Error messaging enhancement If the verification process fails, the error messaging has been improved to provide a meaningful reason. |
| Pay and Charge Rules (configured via Assignment or Rate Template) |
Improved validation of shift rules All shift rules must now contain a defined start and end time in order for the rules to be saved. |
| Timesheets |
Integrity check when re-opening a timesheet A new check has been introduced which checks the cancelled timesheet against the assignment settings to ensure compatibility before the timesheet can be re-opened. |
| Worker profile screen |
Viewing assignments via the worker screen When closing the assignment you are redirected back to the worker screen and assignments tab, rather than back to the assignments list. |
| Assignments |
Improved validation of fortnightly assignment start dates We have introduced better mechanisms to handle the setup of assignments using a fortnightly timesheet frequency. The assignment start date and fortnight start date are now validated when saving the assignment, to ensure they don't clash. |
What's next?
All Xemplo users will have access to software updates in the coming weeks. We’ll continue to launch exciting new features launching in the coming quarter. We'll let you know about future enhancements through email and release announcements.
Always here to help
Have questions? We are here to help you. If you have any queries or feedback, don't hesitate to contact our Customer Support team.