A manager's guide to Work via Work HR

Swag allows employers and managers to conduct many management activities, such as approving or declining leave requests, reviewing and approving staff goals and feedback, and viewing events in the workplace calendar, from the convenience of a mobile device.

Helpful Hint

If expenses, rostering or leave management are some of your most commonly-used features, then they will appear on the Swag home screen as a shortcut for easy access.

Leave

Managing employee leave

You can use the Leave feature in the Swag app to view, approve, or deny your employees' leave requests.

  1. Log into the Swag app.
  2. Tap on Work.
  3. Along the top bar, tap on Leave.
  4. Tap on the people icon to view your employees' leave requests.
  5. Tap on Filter to view all leave requests, your direct personnel's leave requests, or your indirect personnel's leave requests.
  6. Here you will see the leave requests listed. Tap on the leave request that you wish to review.
  7. Tap Approve or Decline.

Employee Recognition

Managing employee recognition

The Recognition Approval feature on the Swag app allows you to approve or decline employee-submitted recognition, no matter where you are located. This means you no longer need to use a computer to perform this task and can review recognition submissions as they happen.

  1. Log into the Swag app.
  2. Tap on the Work icon.
  3. Along the top bar, scroll across and tap on Recognition Approval.
    Screenshot of Swag app showing how to approve recognition as a manager
  4. Tap on the Recognition that you wish to review.
    Screenshot of Swag app showing how to approve the pending recognition as a manager
  5. Once you have read the staff Recognition, tap Approve or Decline.
    Screenshot of Swag app showing how to click on approve for the the pending recognition as a manager
  6. Confirm your approval by tapping Yes, Approve.
    Screenshot of Swag app showing how to click on yes, approve for the the pending recognition as a manager. this will send a notification to the employee and the manager, and will appear on the company feed
  7. You will receive confirmation of this approval. 
  8. Tap Got it to go back to the Recognition Approval screen.
  9. Both parties receive an email to confirm and the recognition is posted in the company feed.
    Screenshot of Swag app showing how to click on got it to return home after approving recognition

Timesheets

Managing employee timesheets

You can now manage timesheet functions from the Swag app. It allows you to approve or decline employee timesheets either in bulk or individually, add any required notes and compare to their rostered hours. You can also use this feature to edit a timesheet submission if the details need changing or delete an entry if it is no longer required.

  1. From the dashboard view that the app opens in, select Timesheets from across the top of the screen.
    dashboard timesheets.jpg
  2. Ensure you are in Timesheet Management mode by toggling the switch to Timesheet Management.
    timesheet management home 2.jpg

Approve a timesheet

  1. Log into the Swag application.
  2. Select Timesheets from the menu across the top of the Dashboard view.
  3. Toggle the button to Timesheet Management
  4. Tap the timesheet that needs approving.
    timesheet management select timesheet.jpg
  5. Tap the Approve button.
    timesheet management review timesheet 2.jpg

Decline a timesheet

  1. Log into the Swag application.
  2. Select Timesheets from the menu across the top of the Dashboard view.
  3. Toggle the button to Timesheet Management
  4. Tap the timesheet that needs declining.
    timesheet management select timesheet.jpg
  5. Tap the Reject button.
    timesheet management review timesheet 2.jpg

Filter Timesheets

  1. Log into the Swag application.
  2. Select Timesheets from the menu across the top of the Dashboard view.
  3. Toggle the button to Timesheet Management
  4. Tap the Search button.
    timesheet management search.jpg
  5. Choosing from the following filters to locate your desired group of timesheets:
    timesheet management search timesheets.jpg
    • Status:
      • All.
      • Submitted.
      • Approved.
      • Rejected.
      • Processed.
    • Employee.
    • Location.
    • Employee group.

Edit a Timesheet

  1. Log into the Swag application.
  2. Select Timesheets from the menu across the top of the Dashboard view.
  3. Toggle the button to Timesheet Management
  4. Tap the timesheet that needs editing. 
  5. Make the required changes and tap the Save button.

Delete a Timesheet

  1. Log into the Swag application.
  2. Select Timesheets from the menu across the top of the Dashboard view.
  3. Toggle the button to Timesheet Management.
  4. Tap the timesheet that needs deleting.
    timesheet management select timesheet.jpg
  5. Tap the Delete this Timesheet button.
    timesheet delete 1.jpg
  6. Tap the Yes Delete Timesheet button.
    timesheet confirm delete.jpg

Expenses

Approve employees' expense reports
  1. Log into the Swag app.
  2. Tap on Work.
  3. Tap on the expense report/s on your Home screen.
  4. Tap on the expense report you wish to review.
  5. Tap Approve expense.
  6. To confirm the approval, click on the approval confirmation pop-up.
  7. You will receive a notification that the expense has been approved.

    Important

    You will need to add expense categories in payroll first for items to sync to your HR platform. See this article for instructions how to add expense categories in payroll and watch this video

Add and check your expense claims
  1. Log into the Swag app.
  2. Tap on Work.
  3. Tap on Add and check your expense claims on your Home screen. 
  4. You will see the existing claims listed. Tap on the plus button to add a new expense claim.
  5. To submit a new expense claim, submit the following:
    • Date of purchase
    • Expense category
    • Supplier
    • Additional purchase details
    • Amount paid
    • Includes tax
    • Add file (e.g. tax invoices or receipts. Please note that only JPG, PNG and PDF file types are accepted.)
  6. Once you have added the details of your claim, tap Submit.

    Important

    If you are a HR and payroll user, once the expense claim has been approved it will sync to payroll where it will be included in your pay run. The option to manually mark an expense as paid is still available

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