GDPR Compliance

GDPR compliance image

As of May 2018, the General Data Protection Regulation (GDPR) will come into effect, two years after its adoption and with the aim of protecting the data of EU citizens. GDPR compliance is mandatory and will apply to Watu as we hold the data of thousands of staff.

The regulations define new standards and procedures which companies handling data will have to follow, in order to protect EU citizens and help them be aware of their data rights and security.

How does this affect agencies?

Agencies hold thousands of staff member’s private details including names, email addresses, home addresses, and so on. The GDPR states that there are two main parties involved who must align to ensure the standards are carried out.

A controller specifies how and why personal data is processed, while a processor conducts the actual processing of the data (source). In this case, agencies are the controllers and Watu is the processor, and in this instance, the controller is responsible for ensuring the processor is following the law.

What are the new rules, and how will Watu approach them?

Breach notification:

If our security within Watu was ever to be breached and data exposed which could result in a risk for the individuals, it is Watu’s responsibility to inform the agency as soon as possible. The rules state that notification to the individuals must be within 72 hours.

Right to access:

Individuals may, at any time, request “from the data controller confirmation as to whether or not personal data concerning them is being processed, where and for what purpose” and this must be provided as a free service with the option of the information being provided in electronic format.

  • If the Watu team receives a request from a staff member for details about their data, we will confirm that the agency is processing the data provided via the profile template questions, for use related to booking them work.
  • The data is already provided via their staff profiles, which staff have free access to at any point, and we can provide copy in electronic format if so requested.
Right to be forgotten:

Staff may state that they withdraw consent of their personal data being held at any time. In this case, Watu would be responsible for removing the data as well as ensuring the agency no longer accesses this personal data.

  • If a staff member contacts Watu after having cancelled their account, and requests that their personal data be erased, we are able to do so by changing their personal details to ‘blanks’. If they were no longer due any payment, we would also be able to erase bank details. As such, the agency would no longer have access to the staff member’s details effective immediately.
  • The profile itself would not be deleted however, as this is used as an important holding space within the software’s history, for example, in previous payroll, previous jobs, and so on.  Having the profile exist, even with blank information, is crucial as it retains the factual history of Watu, especially considering the potentially high turnover rates.
Data Portability:

This rule states that the individual must have access to their held data and we must be able to provide it in ‘machine readable format’ to be passed on to another controller.

  • If a staff member reaches out to Watu, we are able to provide them with this data which would include their profile template details and bank details, as they were ‘previously provided’ by the individual.
Privacy by design:

This refers to building a safe structure from the start, as well as limiting the access of data.

  • Watu ensures that its data is kept extremely secure, and its our first priority with regards to the software. The data is held with a reputable company called Linode, and includes encryption where necessary.
  • With regards to ‘data minimalisation’ which states that only the minimum data must be required and accessed, we encourage agencies to only ask questions in the profile template which are relevant to the type of work.
  • Additionally, bank information is only gathered after a staff member has been confirmed by the agency, so that we do not unnecessarily collect private data.
  • As for access being limited to only those who need to access the information, we have ensured that each client account is kept separately and this is why each Watu client has a unique URL, to ensure there is never crossover. The only people with access to this data are the agency managers, the Watu customer happiness team, and the developers.
Data protection officers:

 

A company must hire a DPO if handling a certain type of data, such as criminal convictions, or if monitoring the data subjects on a large scale. Watu does not have a specific DPO, however we consider the protection of data to be the responsibility of the entire team and as mentioned earlier, the security of this data remains our absolutely priority. As changes in law come about, we will work together to ensure Watu remains in accordance with the legal requirements.

Summary

As per the above guidelines, Watu already fulfils many of the requirements stated by the new GDPR. We have a consistently transparent and helpful policy and many of the requirements have been in practice already, such as offering to wipe staff data or ensuring that structures are designed with security in mind.

We will continue to operate as such, and welcome queries and comments from any agencies.

Newsflash: Watu system updates

Image of tools from Unsplash to represent Watu's features

We’re constantly working on giving you more, and better, tools within Watu. As a front-end user of Watu, you may sometimes be wondering what we’re working on behind the scenes, so in case this is you, here is a list of recent releases which are visible to to clients*;

*this means you will be able to see the difference. There is plenty that goes on in the background which would only make sense to developers 🙂

Booking Emails are Clearer

This is the latest release and one which many of you have been asking for! Previously, ‘successful booking’ emails listed the shifts with details at the top of the email, followed by exceptions.

This was confusing. For everybody.

Image of booking confirmation email from Watu to temporary staffer

Now, as seen above, it lists each shift with its details, unless all the shifts are exactly the same in which case it lists the detailed information just once.

Introducing Canadian Payroll

For our lovely and loyal Canadian clients, we released a detailed payroll data capture section integrated into Watu, much like we have for the UK, US and Australia. This means that Canadian accounts will now be able to ask staff for their bank account payment details, SIN numbers, and everything else necessary to be able to pay staff.

Image of bank detail capture in Watu for Canada

And when payroll is being exported, all this information will automatically populate the spreadsheet. Hello, simple payday.

Fixing a calendar glitch

When staff were looking at the calendar to pick a date – like their birthday – the white text would show up against a white background. Oops.

Image of Watu's calendar feature

This has happily been corrected!

Easier profile cancellation for staff

Whilst the system previously had many blocks in place for staff cancelling their profiles with an agency, we eased some of the restrictions so that staff can now cancel even if they had been shortlisted for a job – as long as the job is in the past.

This should mean fewer emails to managers asking to be suspended.

Portfolio background image

Previously, the portfolio background had two black sections on either side to contain the image. We realised that this wasn’t ideal for some agency images, so the image now covers the entire background.

It’s ever-so-slightly sleeker and a slight adjustment to a feature we’re excited to be renovating in the future.

The Watu Pipeline: Payroll in the spotlight

image of dollar sign to represent watu's payroll feature pipeline

Whilst quarter one brought us the release of holiday pay, an upgraded calendar, and other tweaks and improvements throughout the software, Watu’s quarter two plans are promising to be bigger and bolder. So what’s in the works for the upcoming quarter? A whole lot of payroll pizzazz.

Canadian Payroll

Canadian clients, we hear you loud and clear! We’ll soon be offering you, our maple leaf-waving friends, a customised payroll section for each staff member, meaning you can collect their bank details and tax information from directly within the system. Which takes us to the next feature updates…

Condensed Payroll

Condensed meetings, condensed milk, condensed…payroll? Well what with meetings and milk being so good, we’re confident condensed payroll will join the club.

Right now, when you run payroll, you run it separately for employees, for self-employed staff, and for employee expenses. Three separate documents, which we will be merging into one.

You will be able to select if you want to pay one, two, or all three of the categories and run the export in one go, creating a master spreadsheet of everyone who needs to be paid for the dates selected.

Faster self-employed payroll

When the ‘new invoice received’ section was built, it was created so that managers could check the data of invoices received against the shifts due to be paid. We thought we were helping with accuracy, but it turns out, we were creating inefficiency instead.

So now, once a shift has been signed off for a self-employed staff member, that data will go straight to payroll just like employees. Rather than the following steps:

  1. Sign off the shift/s
  2. Click new invoice received
  3. Enter the invoice number
  4. Select the dates
  5. Enter the total
  6. Select the shifts
  7. Save
  8. Run an invoice batch

You will instead do this:

  1. Sign off the shifts
  2. Select the dates in payroll
  3. Export the data

Turning inefficiency to efficiency and time-saving at its finest.

We would love to hear your thoughts on our upcoming plans so if you have questions, confusion or extreme joy relating to the above, leave a comment or drop us a line at info@watuapp.com

Upgraded calendar view

Watu has released an upgraded calendar view for managers, with better formatting and the use of colours to convey how fully booked your job is.

watu calendar view for staffing jobs
The new calendar view detailing your booking progress

The new colour bars mean the following:

Green: Fully booked

Yellow: In the process of being booked

Red: Completely unbooked

Snapshop of Watu's calendar functionality
The calendar colours detail the booking status

And the cherry on top?

Now the colour bar will show you the progress of how far along your job is booked. Is the yellow line reaching the halfway mark? Well, then your job is similarly halfway booked.

And clicking inside of the job via the calendar still brings up the details you’re after, just like before:

Watu calendar for the managers detailing a job booking

As always, comments, questions, and all else welcomed in the comments or to info@watuapp.com

Connecting Watu to a Questionnaire via Typeform

Following a shift, many agencies are keen to collect data from their staff in the field. What was the public reaction, how many samples were handed out, who showed interest…how many tweets were tweeted!? A questionnaire provides a natural route to gather this data and is a feature that has been mentioned by a few clients who already use Watu.

At the moment, it’s not a feature we offer and whilst it is a task we are considering tackling, we really doubt that we can build it better than the experts. Especially Typeform, who create “Free and Beautifully Human Online Forms.”

How does it work?

Building a typeform is ridiculously easy. It offer very straightforward report-building software which you can use from the get-go. No need to read instructions, experiment with practice forms, or temporarily morph into a coder. Create an account, build your form. Magic.

Image of Watu customer service survey

What does it look like?

This is the best part about typeform. Beyond being super simple for managers to use, it’s beautiful for users (or, as they say, humans…) to reply via. Bold texts, varied colours, imagery and clean graphics come together with the singularly appearing questions to create a pleasant-survey-experience. Not three words you often hear together.

How can you add a form to Watu?

Whilst the form cannot be hosted by Watu itself (that’s taken care of by Typeform), you can easily insert the link in a booking email. To do so, simple take your Typeform URL – which you can find within the ‘share’ section of Typeform- and paste it into your ‘booked staffer description’ within the Job Description of your Watu account.

Add a little sentence to go along with it, let’s say for example “After completing your shifts, please take 2 minutes to fill out this questionnaire about the campaign” and paste in your link.

image of watu including a typeform link

Want to experience an example?

Conveniently for you, I’ve created an example and would love for you to take part. Check out our customer service survey and let us know what you think of Watu’s customer service at the same time!

Feature Proposal: Faster, easier payroll

Payroll is a fantastic feature of Watu, allowing agencies to have the confidence they are always paying staff, and never double-paying shifts, but we realise it’s a bit disjointed at the moment.

Currently, agencies do the following:

  • Run exports for PAYE staff wages
  • Run exports for PAYE staff expenses
  • Log invoices for Self-employed staff
  • Export payroll batches for Self-employed staff

The exports created contain valuable data but the process to export them needed some revisiting, so we have a new proposal: all the exports, in one sheet, and no more logging self-employed invoices.

How will it look?

Sometimes features are best explained with images. Here is how new payroll could look:

image of payroll for watu staff
Proposed payroll change

So what would change?

  • Self-employed staff: You would no longer have to mark each invoice received. Instead, signing off would confirm the wages and you would be able to run the export immediately based on the date of the shifts
  • One export, not 3: You would be able to run the export for PAYE wages, PAYE expenses, and Self-employed payments all at the same time into one document (maintaining the relevant columns for each)
  • Toggles: The ability to toggle before exporting, choosing between exporting expenses, PAYE wages, or self-employed payments – or all three

Let us know what you think:

How we rebuild this feature will depend on your feedback, so let us know! Is this a time-saving move forward for your agency? Or is there a change that will leave you short of data? Let us know by emailing us at info@watuapp.com and sharing your thoughts.

Autofill Job Locations

The other day, Elizabeth from Tidy Models wrote to us and asked why Watu’s autofill was only offering her one address option. A problem that we would have loved to solve, if we actually offered autofill in the first place.

It was a fantastic idea and I started to add it to the to-do list…but hold on, hello brilliance! If browsers are already offering this for us, why double the work?


Here’s how to add autofill options via Chrome:*

(*Why Chrome? Because it’s our most compatible browser.)

  1. Click the menu button in Chrome near the upper right corner and select ‘Settings’
  2. Click on ‘Advanced Settings’
  3. Scroll down to ‘Password and Forms’ and select ‘Manage Autofill Settings’

4. Select ‘Add new street address’

5. Add in your frequently used addresses then hit ok

6. Next time you’re building a job in Watu, start to enter the address and watch autofill pop up


My extra tip? Make sure that little red pin pops up — and in the right location — as this confirms the job has been mapped correctly, and can be made public.

Software magic, brought to you by W̶a̶t̶u̶ Chrome

Feature Release: Holiday Pay | How to opt in

We’re so pleased to be presenting to you the much anticipated holiday pay feature for UK clients! It’s been in the making for some time and offers the opportunity to bring your agency in line with HMRC requirements.

In case you would like a refresher, here is the basis behind creating the feature.

Whether or not you plan to opt-in, there are changes that will affect all UK accounts so please read through to the end.


Release Date: 12th February (Sunday)
What’s happening: You may opt-in to holiday pay

The Holiday Pay feature:

  • The main goal of adding this feature is to display the difference at the time of booking between wage and holiday pay. This is simple enough – in theory – but it has a few knock-on effects including:
    When staffers see a new job following your opt-in, they will not only see the wage entered by you. Instead, they will see it split into “base pay” and “holiday pay”
  • The split will be calculated automatically by the software and will take holiday pay from the total you want to pay. Example: if you want to pay the staff member £100 total for the day, you will still enter £100 from which the software will calculate the percentage of holiday pay. Therefore, it will display the wage as less than £100 + holiday pay to the staff member
  • Subsistence, bonus and taxable adjustments will be included as wage. Holiday pay will be calculated from this wage total.
  • Once you opt-in and the feature is live, every job you create after that will have Holiday Pay. New shifts added to existing jobs will not, however. This is only for new jobs created after Holiday Pay is turned on for you.
  • There are changes to the payroll export for those who opt-in and those who opt-out. Please read these changes or send them on to your accountant

What’s next?

If you would like holiday pay activated in your account, please email info@watuapp.com to confirm. If you do not want this feature to go live, you don’t need to take any action as we will assume you don’t want it. You may opt-in at any point further down the road.



A bonus update…

We made one more small change which will be released on Sunday 12th along with Holiday Pay. When sending booking emails, if the shifts have different times and breaks, there will not be a summary at the top of the email. Instead, each shift will be listed individually for better clarity.


As always, I welcome your questions and comments so please do comment or get in touch via info@watuapp.com if you would like to discuss the feature.

Updated HMRC Ruling: Promo staff must be PAYE

Promotional model Jennifer Su: https://flic.kr/p/aCmeJd

It has long been a grey area as to whether promotional staff should be self-employed or on PAYE. Are they employees or do they set their own schedules? Do you determine their work day, or do they do that on their own? Is their place of work determined by you, or by them?

A lot of these answers depend on a campaign itself, rather than being a sweeping ‘you’ or ‘them’, and this has given some freedom for agencies to choose whether to hire staff as self-employed, or employees.

However, just recently, HMRC has clarified these rules within the employment manual and refer specifically to brand ambassadors and similarly related roles.

First they tackle the fact that many promotional staff work as actors, singers or models, by explaining that these roles are exempt:

HMRC actors models singers except from PAYE

Having clarified that models, singers and actors working as models, singers and actors, do not have to be paid under PAYE, they then tackle the subject of models, singers, and actors working as promotional staff:

Promotional staff must be paid under PAYE

As above, HMRC specifically state that promo staff undertaking activities such as “carrying out demonstrations”, “keeping supermarket shelves stocked”, and “sales promotion on manufacturers’ stands…” is “therefore within the legislation”.

If you’re already using Watu as your software provider, making this switch is easy.

Firstly, within general>settings, you will see options relating to how you would like to allow your field staff to register with you:

Payroll settings watu

Simply keep only the option for “staffers to sign up as Employees” ticked, and this will be the only option moving forward for registering staff.

It’s worth noting that managers can always override this setting, so if you have a staff member who must be registered as self-employed, it’s possible for a manager to select this on behalf of the staff member.

And what about those staff who have been self-employed, but now need to switch to PAYE?

Watu can help out with this, as our developers can change some system settings to ‘sweep’ your account so-to-speak, and change everyone to PAYE. As these staff members wouldn’t have their payroll details entered already, it will set all these recently switched staffers to “payroll incomplete”, meaning they can’t be paid yet.

But again, there’s a solution for this! Within ‘payroll’ there is a section called ‘incomplete payroll’, and clicking there will bring you to this page:

incomplete payroll watu

See that little ‘request payroll data’ button? Click there, and that will send an email to everyone who needs to enter their details in order to be paid. It takes care of the guess work and manual typing, so all you have to do is click a button.

Bonus: A helpful – and little known – tip for those agencies using PAYE

Our system asks for the payroll data that is also required by HMRC. We stick to their mandatory/non-mandatory questions so that the software is aligned with government regulations, but sometimes you may find that the system asks for something which you just don’t need.

If you find that a staff member is marked as incomplete but you’d like to pay them anyway, here’s how to do a system override:

  1. Click into the staff member’s profile
  2. Click the menu (three lines) in the upper right corner
  3. Click ‘payroll’
  4. Click ‘edit’
  5. Click ‘Admin Information’
  6. Tick the little box stating ‘payroll data complete’

mark payroll data as complete in watu

We know that going through a payroll switch and all of its consequences can be daunting, and we would like to be here to help as much as possible. Whilst we cannot offer accounting or legal advice, we would be happy to offer suggestions and help you along the way as you make the switch.

When you’re ready to ask a question or get started, just click the ‘tech support’ button to reach out to the team.

Filtering agency emails

Image of mailboxes to represent filtering agency emails Photo by 白士 李: https://flic.kr/p/mMthm6

The excitement of signing up to a new agency and receiving your first job offer provides for a real buzz. A new team of managers, a different range of clients, and the potential for some awesome gigs coming through into your virtual mailbox appeals to your curiosity and inbound post is read with relish.

Until that email turns into hundreds. Then maybe thousands, as you register with more agencies. And not just that, but you’re hectic at the moment with finals and shifts and social events galore. You want to apply to some shifts, but the amount of incoming mail is overwhelming and not to mention, totally drowning your inbox to the point where personal emails get lost in the subject headers and you decide it’s just not even worth checking the mail. This just isn’t working.

Many staff, at this point, get in touch asking to be taken off the books, preferring to not be registered with an agency at all rather than be bombarded by potentially irrelevant job offers. But there’s another option: filtering your agency emails. Here we have a look at the most popular email servers and how to create filters.

Filtering incoming mail for Gmail

  1. Open Gmail.
  2. In the search box at the top, click the Down arrow Down Arrow.
  3. Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search Search.
  4. At the bottom of the search window, click Create filter with this search.
  5. Choose what you’d like the filter to do.
  6. Click Create filter.
  7. When you create a filter to forward messages, only new messages will be affected.

Use a particular message to create a filter

  1. Open Gmail.
  2. Check the checkbox next to the email you want.
  3. Click More.
  4. Click Filter messages like these.
  5. Enter your filter criteria.

Filtering incoming mail for Hotmail

  1. Select Options | More options… (or just Options in Windows Live Hotmail classic) from the toolbar.
  2. Follow the Automatically sort e-mail into folders link under Customize your mail.
  3. Click New filter.
  4. Select the desired filtering criterion under Which messages are you looking for?.
  5. Choose the folder to receive all mail matching your criterion under Where do you want to put these messages?.

Filtering incoming mail for Yahoo

  1. Mouse over the Settings icon Image of the Mail Settings icon. | select Settings.
  2. Click Filters
  3. Click Add.
  4. Enter a Filter Name.
  5. Enter the filter criteria.
  6. Select a folder to deliver the affected emails to or select New Folder to create a new one.
  7. Click Save.
  8. Click Save again to return to your emails.

Filtering incoming mail for Outlook

  1. Click the File tab.
  2. Click Manage Rules & Alerts.
  3. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.
  4. Under Start from a blank rule, click either Check messages when they arrive or Check messages after sending.
  5. Click Next.
  6. Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.
  7. Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value.
  8. Click Next.
  9. Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.
  10. Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.
  11. Click Next.
  12. Under Step 1: Select exception(s), select any exceptions to the rule, and then click Next.
  13. Under Step 2: Edit the rule description, click an underlined value for any exception that you added, and then specify the value.
  14. Click Next.
  15. Under Step 1: Specify a name for this rule, enter a name.
  16. Under Step 2: Setup rule options, select the check boxes for the options that you want.
  17. If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in “Inbox” check box.
  18. By default, the new rule is turned on. To turn off the rule, clear the Turn on this rule check box.
  19. To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box.
  20. Click Finish.
  21. What filters should you create?

Filtering your inbox by subject

Perhaps you’d like to separate job invites from being shortlisted to a shift, and confirmation requests from decline messages. If so, there are some key words that most agencies using Watu will use.

How to create a Gmail filter in your inbox
Creating a Gmail filter

When a box like the above Gmail option pops up offering you various filters, here’s what to enter:

Job Invites: (Subject) “Would you be interested in”
Being shortlisted to a job: (Subject) “Status: SHORTLISTED”
Confirming a job you’ve been booked to: (Subject) “Status: SUCCESSFUL”
Your application to a job was declined: (Subject) “Status: UNSUCCESSFUL”

Extra: From: This is a bit trickier, as each manager has an individual email address. If you opt to use this filter, note that it will be from an email address with ‘watu’ in it, and not the manager’s direct email address. (hint: also add this inbound email address to your contacts, to avoid spam!)

So rather than choosing between leaving the agency for good or having to deal with 452 new job offers every day (which technically sounds good but, in practice, stinks), have a go at setting up filters. That way when you decide you’re ready to read through what’s available and get stuck into some work admin, you can opt to dive in.

 

Photo by 白士 李