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If you need any assistance with your account, please check through the knowledgebase articles and frequently answered questions below. If you cannot find the answer you are looking for, feel free to contact us.



Frequently answered questions

Please find below a number of frequently answered questions that we receive regarding WhosOffice, from initial setup through to advanced functions. If you can't find the answer to your question here, either check our Knowledgebase section, or click on Contact support and raise a support ticket.



General

How do I sign up to WhosOffice?
How do I sign up to WhosOffice? That's easy, just simply click on the Free Trial link above and you will be presented with a form, complete the form and hey presto! Let the magic commence...
Are there any setup fees or minimum contract length?
Are there any setup fees or minimum contract length?

There are no setup fees and there is no minimum contract. All we ask is that you give us 30 day notice should you wish cancel using the service.

Why are my times correct, but all my co workers are wrong?
Why are my times correct, but all my co workers are wrong?

As Users on WhosOffice can set to their own TimeZone based on where they work or where their Office is based around the world (London, France, America etc) it is possible that not all Users will be in the same location. Therefore you may need to check your Time Zone setting

  • Click on your [Name] at the top of your screen.
  • Select [My Details / Settings]
  • Click the [Location Settings] tab

You may also want to check your staff members TimeZones also, to see what TimeZone they are in

  • From the Settings menu click Users
  • Find and click on the required Users Name
  • On the left click Account Settings
  • See the TimeZone drop-down box.

The times for your Work and Leave are displayed in your local time. Even if your Co-Workers are in a different time zone, they will also show up in YOUR local time.

e.g.

If your Time Zone is   -8 US Pacific  and you work 09:00 - 17.30 - it will display as 09:00 - 17.30

If your co worker Time zone is  +1 (GMT/London) and they work 09:00 - 17.30   it will display as 01:00 - 09.30 (your local time)

How do I set up Calendar Feeds?
How do I set up Calendar Feeds?

Calendar feeds are a great feature for accessing Whosoffice.com Work, Leave and Events data outside of the system. Calendar feeds can be created by an individual user and is unique to that person, allowing them to create a seperate calendar in their Outlook, Google or ICal Calendars.

First, the Adminsistrator needs to have granted permission for users to create their own feeds.

  • This is accessed via Settings
  • User Roles
  • click on the [Role Name] and click the Permissions tab on the left.
  • The Calendar feed permission is under General.

Once this has been set to "Yes", Users in that Role will then be able to access the Feed Settings under the "My Details/Settings" area.

Using "Feed Settings" in My Details/Settings

  • Select the feed duration: 6 months forward/6 months back is usually suitable for most cases.
  • Set whether you want to include Work, Leave and / or Events.  
  • Choose how you want Times on the Feed to be presented, you can choose to display times of work, leave or events in either your Local Time or relevant to your colleagues who may be in different TimeZones.

Click Save.

Once saved you will then be able to select further options under the Work, Leave and Events tabs to further define your feed.

Click the Feed Link to import directly into your email client (MS Outlook) or copy into your Google Calendar / ICal.

 

 

 


Accounts

How much will it cost me per month?
How much will it cost me per month?

Click the on the Pricing link above to view our Pricing Calculator. The pricing breakdown is based on how many Users you intend on uploading onto your WhosOffice account. Enter the number of Users into the form and the pricing will then automatically be calculated for you.

How do I let my Accounts team get access to Invoicing and Payments?
How do I let my Accounts team get access to Invoicing and Payments?

In WhosOffice.com you can create USER ROLES for users which can allow them access to different parts of the system. To allow your staff members to have access to the Invoicing and Payments area of the system you can use the below to help.

  • From the Settings menu click "USER ROLES"
  • On the resulting page you can either Edit an existing Role or click the Create New Role link to start from scratch.
  • Once you have clicked the Create New Role link you can choose to name the Role, for example, Accounts.
  • Once you have chosen the name for the Role and clicked save you can apply some permissions for the new Role by clicking the Permissions Tab. You could make it have all the same permissions as the Staff Role but with the "Invoicing and Payments" permission set to Full Access.

When you have successfully Created / Edited your new Role you can apply it to a User by going into their Personal Record i.e. Settings Menu - Users - Click the Users Name - Account Settings - User Role.


Leave

Can I setup 2 approvers for some leave types?
Can I setup 2 approvers for some leave types?

Within Leave Types you are able to specify what level of Approval the request needs. You can choose from any of the below

  • Single, First Approver
  • Single, Any Approver
  • Both Approvers
  • Chain, 1st then 2nd Approver

To set up that a Leave Type requires two Approvers follow the below;

  • From the Leave menu click [Leave Types]
  • Find and [Select] the relevant Leave Type
  • Click the [Approvals] tab

Here you will see options to set the Approval Level - Choose either Both Approvers or Chain (if Approval needs to be approved in order)

On the User (via Settings Menu > Users > Leave Approvers) you will need to ensure that you have setup 2 Approvers for the staff member, and in the correct order if you choose to use the Chain Approval system.

How do I manage allowances for different sorts of leave?
How do I manage allowances for different sorts of leave?

In WhosOffice.com you can manage and administer different "pots" of leave.

For example, a person may have 20 days Annual Leave and 5 days of Sick leave. You can then create Leave types and assign them to be deducted from specific allowance pots .

  • From the Settings Menu click Users
  • click on the users Name
  • click the Leave Allowances tab.

Here you can set up and administer different pots of allowance for the user as necessary.

View the knowledge base article for Allowance pots.

Why can I not book leave off for a staff member?
Why can I not book leave off for a staff member?

When you request leave for another member of staff you need to ensure that they have an Allowance Pot that matches that of the Leave Type you are looking to request i.e. Staff Member has Paid Leave in Days, Holiday / Vacation is attributed to Paid Leave and has the Unit Available of Days.

First you may want to check the Leave Type and what Unit and Allowance Pot(s) it relates to.

  • From the Leave menu click [Leave Types]
  • Click on the relevant [Leave Type]
  • On the resulting page check the [Unit Available] and the [Leave Pots] tab on the left.

You may then check the staff members Allowances.

  • From the Settings menu click [Users]
  • Click the staff members [Name]
  • On the left click [Leave Allowances]

If the User hasn't got an appropriate Allowance Pot then you can create one using the fields provided

How do I set up a minimum Group or Department level?
How do I set up a minimum Group or Department level?

Minimum Department Levels allow you to set how many staff members you need at work on any given day within a Group (Department). Once this Level has been reached staff wont be able to request leaveon any given day.

You can set Department (we use GROUPS) levels via the Settings Menu > Rules

  • Click Create a new Rule
  • Enter a Name for the Rule e.g. "Sales Min Dept Level"
  • Set Rule Type to GROUP
  • Choose the GROUP you want to apply the rule to
  • Select function as "Min Group Level" 
  • Enter a vlaue for the level
  • Choose whether the Approver Decides (and can overide) or just Block Leave  (at the time of Request)
  • Go to Leave Types , for each Leave Type that affects Department Levels,  chooseo Options and check "Include in Min Group" 

If you want to set the Maximum number of Staff who can be Off  you can select the function to be: "Max Group Level"

Min. Group Levels also apply to your Manning Levels on each day in the Work Planner for the chosen Group.

How do I set Staff members to accrue leave over time?
How do I set Staff members to accrue leave over time?

You can set various policies affecting leave acrrual  and carryover etc. This is an exmaple of an ACCRUAL POLICY

From the Leave Menu choose POLICIES

  • Click Create a New Policy
  • Enter the Name of the policy and Choose the Policy Type "Accrual"
  • Select the Allowance Pot affected  (see below*)
  • The Unit to Accrue  (DAYS or HOURS*)
  • The Year Affected
  • When you want the process to run - For Accrual that would normally be Monthly
  • Select the Day of the Month  (if Monthly)
  • Click Save

Once Saved you will then be able to click the RULES tab and add the following:

Min. Service Length (In Months) = Is how long your staff need to have worked before they are entitled to accrue leave

Days to Accrue on Policy Run =  Is the amount of leave to be accrued each time the policy runs e.g 1.5 days (if you want to accrue 1.5 days per month)

Max Days to Accrue = Is the maximum amount allowed before the accrual process stops e.g. 25 - when the staff member has accrued 25 days, the accrual process will not add any more leave to their allowance.

Finally click the USERS tab to add the Users you want to be affected by the policy. They will need to have the same ALLOWANCE POT and UNIT (as above**) in their Allowances details.

Click here for further information on Leave Policies

How can I set up someone to be an Approver?
How can I set up someone to be an Approver?

Not everyone on WhosOffice can be set as an Approver, first they need to be under a USER ROLE that has the Approver Permissions. An Administrator will be able to intially setup who has the "Approver" User Role. Once this has been done they can set staff members approvers up from the within the Users record (See Below) and also choose what each Approver can do.

You can set up to 2 Approvers for each member of staff and (via the Leave Type settings  see below*) you can decide what level of Approval a Leave Type requires i.e. No Approval, Single or Multiple Approval or even an Approval chain (A specified order of approval).

  • From the Settings Menu, Click Users
  • Select the users Name, or click Create New User
  • Click the Leave Approvers tab on the left
  • Select who Approver 1 will be, and Approver 2 (if required)
  • Choose the CAN permission the approver has

You can also include people to be notified, for example somebody in HR. In the Notifiers field on the Leave Approvers page, You can add as many email addresses as you need, seperated by a semi colon ( ; )

* From the Leave Menu click Leave Types

  • Click the Leave Type to manage or click Create New Leave Type
  • Click the Approvals Tab
  • Chose the appropriate Approval Level (No Approval, Single, Multiple or Chain Approval)
  • Click Save
How do I set a minimum notice period for leave requests?
How do I set a minimum notice period for leave requests?

You can set Notice periods, Cancellation notice and a maximum notice period.

  • From the Leave Menu click Leave Types
  • Choose the Leave Type you want to administer or Create a New Leave Type
  • Click the Restrictions tab
  • Enter the Number of Days (or HOURS) for the Notice Period
  • If Required enter values for the Max Notice Period and Cancellation Period
  • Click Save 

Example: If you enter 7 Days for the Notice Period, Users must request Leave at least 7 days before the Leave is due to Start.

How do I manage carry over?
How do I manage carry over?

You can set various policies affecting leave acrrual  and carryover etc. This is an exmaple of a CARRY OVER policy

From the Leave Menu choose POLICIES

  • Click Create a New Policy
  • Enter the Policy Name
  • Choose Policy Type "Carry Over"
  • Select the Allowance Pot affected  (see below*)
  • The Unit to carry over (DAYS or HOURS)
  • The Allowance Pot Year affected
  • When you want the process to run - For Carry over that would normally be Yearly
  • Select the Day of the Month (if Monthly)
  • Click Save

Once Saved you will then be able to click the RULES tab and add the following:

  • Min. Service Length (In Months) = Is how long your staff need to have worked before the Carry over rule will apply to them.
  • Max Days to Carryover =  Is the maximum amount of leave that can be carried over
  • Expire x Days after Year Starts = Is when the Carry over needs to be used by, i.e. 90 days would give the user 3 months to use the carry over as leave before it expires

Finally click the USERS tab to add the Users you want to be affected by the policy. They will need to have the same ALLOWANCE POT setup (as above*) in their Allowance details.

Click here for further information on Leave Policies

Why can I not add a user to a Carry over or Accrual policy?
Why can I not add a user to a Carry over or Accrual policy?

When you set up a policy, you can define which Allowance Pot it relates to and whether the Allowance Unit will be in DAYS or  HOURS

You need make sure that the User has the same Allowance Pot and Allowance Unit (Days / Hours) that is affected by the policy.

Check the Users Allowance Pots and the Allowance Unit (Days / Hours) by;

  • Click the [Settings] Menu and select [Users]
  • Select the [Allowance] tab
  • Here you can Add or Delete an Allowance Pot for the User

You may also need to check the Allowance Pot and Units Type for the Policy also, to ensure that these are the correct ones for the User you are trying to add.

  • From the Leave Menu click [Policies]
  • Select the relevant Policy
  • Look at the [Allowance Pot] and [Units *] drop-down boxes.

If you have a mix of people who work in HOURS and DAYS then you could create a Carry Over or Accrual policy based on Days and a separate one for Hours.

*Units - These can be set in a Policy as either DAYS or HOURS.

How do I cancel Leave in the Past?
How do I cancel Leave in the Past?

In order to be able to Cancel leave that has already occurred (in the past) you need to be setup with the Appropriate Permissions or as an overall Administrator you / they will be able to cancel leave in the past. To cancel past leave you can,

  • From the Leave Menu click Leave Admin
  • On the left hand side use the search filters to get the required information on screen i.e. User, Dates, Leave Types
  • Then in line with the relevant Leave Request click View
  • On the left click the Cancel tab
  • You can then either add in any relevant Notes or simply click Cancel Leave.

Cancelling leave will add back any allowances that were deducted at the time of requesting the leave initially.

If you do not have access to Leave Admin, you may need to check your Role Permissions (contact an Account Administrator or your Line Manager).

 

Work

What are Pattern Codes Work Patterns and Work Planner?
What are Pattern Codes Work Patterns and Work Planner?

A quick overview of Pattern codes, Work Patterns and Work Planner

PATTERN CODES

These identify an Individual Shift or Working Time on any given day. You can choose the Name, Code and Times that suit your organisation for all the shifts that you use as well as setting the total number of Paid Hours for that shift.

 e.g  "D" could be DAYS and set to 09.00am to 17.30 pm

         "L"  could be LATES and set to 14.00pm  to  22.00pm

         "N" could be NIGHTS and set to 22.00pm  to  06.00am

WORK PATTERNS

These identify a period of work -  made up of the Pattern codes above which (usually) then repeats itself.  

You can make any Work Pattern to suit your organisation for all the shifts that you work using the Pattern Codes above.

Enter your Work Patterns to cover every Working and Non Working day until it would repeat.

Example:

Office employee working 0900 - 1730 Monday - Friday and not working Saturday and Sundays

  1. D - 0900 - 1730 (Days)
  2. D - 0900 - 1730 (Days)
  3. D - 0900 - 1730 (Days)
  4. D - 0900 - 1730 (Days)
  5. D - 0900 - 1730 (Days)
  6. Non Working Day
  7. Non Working Day

(Work Patterns are really a tool to help you set up your staff members Working Schedule/Rota easily on the WORK PLANNER)

WORK PLANNER

Work Planner is where you enter your staff working times.  This is a really great tool to help managing staff working times and rotas.

After a  very short time you will see how easy it is to set rotas, delete entries and swap shifts around!

For the staff member you want to plan, just click in the relevant  Date cell   -  You will have an option to enter either single days entry  or set the work pattern for thie staff member upto a point in time or definately. 

Right Click and you will see a quick option to add a single day entry.

The totals at the bottom show the numbers of staff you have working per day, and the totals at the end of the rows show how many hours the staff members' will have worked if they complete their schedule

My part time person has changed their hours, what do I do?
My part time person has changed their hours, what do I do?

If one of your staff members has changed their Working Time / Hours, you can amend their working time by;

  • Creating a new Pattern Code with the revised Working time (or amend an existing one)
  • Creating a new Work Pattern using the new pattern code above.
  • Go to WORK PLANNER, and find the Staff member concerned.
  • Click the cell for the date from when the times are to start from.

A menu option will appear and you can select the option to "Set Pattern"

Choose the newly created pattern in the drop down, leave option as "No End Date" or "Specified End Date" and click CONFIRM

If you make a mistake, dont worry. Click again and use the REMOVE option to clear the working pattern and you can start again.

If it is just the odd day that they have changed their working time on, you can simply Remove a single entry from an already submitted Work Pattern by Right Clicking the relevant Date Cell and selecting the "Remove Entry" option.

Why can I not see some people in the Calendars?
Why can I not see some people in the Calendars?

You may need to check that you can see all the GROUPS that you need to see.

  • From the Settings Menu go to Users
  • Find and Select Your [Name]
  • Then click the [Groups] Tab.

At the bottom of the screen you have an option of either "Add User to Group" and / or "User Can See Group". Select the Group(s) you wish to be able to Be In or See.

Can I send my staff a copy of their working schedule?
Can I send my staff a copy of their working schedule?

To send your Staff Members' a copy of their Own / Teams Working schedule/rota;

  • From the [Work Menu], click [Work Distribtuion]
  • Choose the group or staff member , start month and period.
  • Click Prepare Distribution
  • Enter a Subject for the Email
  • Enter a Message as required
  • Choose the Format of the schedule to send  (either Individual or a Team View)
  • Click [Distribute]

You can either send your staff their Individual Record in Planner View or as a Detailed view showing specific detail on each working day. You can also choose to send a Team Schedule to each staff member within a Group, allowing your staff to see when their colleagues are working also.

How can I setup and allocate Competencies and Skill Levels to my staff?
How can I setup and allocate Competencies and Skill Levels to my staff?

A Competency or Skill Level can be created in the system to represent particular qualifications or skills that each of your staff members have, for example Level 4 Engineer, French Speaker etc. Importantly these are then visible on the Work Planner to help you monitor how many of the right people you have at work on any given day.

  • From the Work Menu click Work - Attributes
  • Then click Create New Attribute
  • Use the Type option and select Competency, Skill Level and enter the Name.
  • Click Save.

Here you will be able to setup your different Competencies and then assign them to particular staff members by clicking the Staff Members tab on the left. A Staff Member can either have one or many Competencies.

You can also assign different competencies to staff members by going into their individual record, by doing the following...

  • From the Settings menu click Users
  • Then by using the Search filters to the left find the relevant staff and click on their Name.
  • Then on the left click Employment

Under the Competencies / Skills heading you can allocate the required competencies.


Overtime

How can I submit Overtime?
How can I submit Overtime?

Overtime on WhosOffice allows your staff to request Overtime with either Paid Time or Lieu Time to be added onto their account / allowances for days that they have worked when they weren't originally set to. To submit Overtime you can,

  • From the Overtime Menu click Submit Overtime
  • Select the User drop-down box to find the required person (ignore if you are requesting for yourself)
  • Select the required Overtime type
  • Choose the Date and Times of the request.
  • You can then enter any Notes that may be relevant, click Submit Overtime.

As Overtime is seperate from Leave in the system, you have the ability to setup different Approvers for your Leave and Overtime. Therefore upon submitting the Overtime request, it will be sent off to your Approver that has been setup for your Overtime.

The Approver will also have the ability to adjust the amount of Lieu / Paid Time that is to be applied to the staff member on approval.

How many different Overtime Types are there? Can I create more?
How many different Overtime Types are there? Can I create more?

You can have as many Overtime Types as you feel you need, each Overtime Type can be customised to better suit the way that your company works. To setup an Overtime Type you can,

  • From the Overtime Menu click Overtime Types
  • Click Create New Overtime Type
  • Enter the Code and the Name
  • Select which Reimbursement you wish to have Allowance or Paid(*)
  • Chooce the Overtime Rate
  • If Allowance was chosen as the Reimbursement select the Allowance Pot to attribute to.
  • Click Save

(*) The Reimbursement type can be either 1 of two options, Allowance or Paid. Allowance reimbursement type will allow the staff member to request Time in Lieu along with the Overtime request and the Paid reimbursement will show on the staff members report details of how much could be paid to that person for completing the Overtime.

THE APPROVALS TAB

The Approvals Tab allows you to set what level (if any) of Approval is needed for this Overtime. You can also setup which emails and notifications will be sent out to who.

THE Options TAB

The Options Tab allows you to set whether the Overtime requires Notes and when to submit the Notes i.e. On Request and Approval.

THE GROUPS TAB

The Groups Tab allows you to set which Groups have access to the Overtime Type and what permissions they have. For example, you can set some Groups to be able to See the Overtime Type but not Request it.

History (Log)

Allows you to keep track of any changes made to the Overtime Type, along with who made the change and when it was changed. You can refer to this page when enquiries are made about the Overtime Type.

Events

How do I enter Public / Bank Holidays?
How do I enter Public / Bank Holidays?

Public or Bank Holidays are entered into WhosOffice as Events, these can be set so that they do not deduct from staff allowances when they are booked on or across. Events can be applied to either Region(s) (company Location or Country) or Group(s). To create your Public / Bank Holidays you can,

From the Events menu (pin icon) click Events

Click Create New Event

There are 2 ways in which Events can be Created 1) Entered individually 2) Bulk Imported into the system.

Creating Events Individually

  • From the Events menu click Events
  • Click Create New Event
  • On the Details page fill in the required information, see below as an example

Code - BH
Name - New Year's Day
Start Date - 01/01/2015
Duration - All Day
Event Type - Free Day, Bank Holiday
Action - Stop Allowance Deductions(*)
Click Save

Once you have clicked Save you will be able to use the Groups or Regions tabs on the left, to apply to the Event to a Group or a Region,

(*) Stop Allowance Deductions means that when staff book leave on or across the specified date, the system wont deduct any allowance.

Bulk Import Events

  • From the Events menu click Events
  • Click Create New Event
  • On the left click Import
  • Select the Location (country) of which to import the Public / Bank Holidays for.
  • Select the Year i.e. Bank Holidays for 2015.
  • Then select whether to import to either Selected Region(s) or Group(s)
  • Select the Action and click Import Dates. 

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