Configuring open beta to access WorkZone features in Swag Work - Payroll-only

Loren Mathewson

Updated 03 June 2024 04:59

Swag Content Team

Helpful Hint

To read frequently asked questions about configuring the open beta, see this article.

If you use both HR and payroll, this feature will allow you to set up your business so that you can provide your employees access to HR features such as HR documents, Certifications, Policies and many more, while also having access to features that you were familiar with on WorkZone such as Clocking In/Out with Timesheets, Unavailability, Expenses and Leave.

First, configure your HR settings

HR Settings Guide

Open your HR software.
Click on the Beta Feature icon.
Toggle on HR PR Experience Swag.
Click Yes, count me in!
Click on the Settings submenu.
Click on Menu under the Customisation subheading.
Under the Employee column, select which features you would like to use:
- Leave requests
- Timesheets
- Expenses
Important

If you wish to use any of the HR version of these features, ensure the above options are ticked here. For any features that you wish to use the payroll (previously WorkZone) version, ensure that the above options are unticked here.
Click Save.

Helpful Hint

At present, you can only manage rostering in your payroll platform.
Now you need to log into your payroll software to complete the payroll configuration.

Next, configure your payroll settings

Payroll Settings Guide

Open your payroll platform.
Click on Payroll Settings.
Click on Employee Portal Settings.
Select whether you want your employees to be able to:
- Apply for leave
- Apply for expense reimbursement
- Set their own availability
- Access and manage timesheets
- Clock in/out using WorkZone
- Capture a photo when clocking in/out
Click Save.

Helpful Hint

If you would like employees to be able to submit timesheets via the Swag app, ensure you have the Employees can: setting set to allow employees to create and edit all timesheets. Having this set only to edit their own timesheets will not allow employees to create timesheets.
Click on the Access tab.
Under the Access column, ensure that your employees have Access Enabled.
If your employees do not have Access Enabled, tick the check box to the left of the employee names.
Click Grant Access.
Now the configuration is complete.

Feature access table based on settings

Feature list

Employee experience	HR Browser	Payroll browser	Swag (WorkZone) beta feature on
Leave	No	Yes	Yes
*Timesheets [Start & End Time Using Worktypes & Locations ]**	No	Yes	Yes
*TImesheets [Clock in and Clock Out Using Worktypes & Locations ]**	No	No	Yes
Payslips	Yes	Yes	Yes
Rosters	No	Yes - view only	Yes
Expenses	No	Yes	Yes

Manager experience	HR Browser	Payroll browser	Swag (WorkZone) beta feature on
Leave	No	Yes Create Approve	Yes Create Approve
*Timesheets [Start & End Time Using Worktypes & Locations ]**	No	Yes Create Approve	Yes Create Approve
*Timesheets [Clock in and Clock OUt Using Worktypes & Locations ]**	No	No	Yes
Payslips	Yes	Yes	Yes
Roster	No	Yes Create Rosters View and Create Unavailabilities	Yes View Rosters View and Create Unavailabilities
Expenses	No	Yes Create and Approve	Yes View and Approve Edit Expenses