SMS Usage Summary Report

SMS usage report image of girl holding a mobile credit: unsplash rawpixel

If you’re a regular SMS-user in Watu, you may be in need of a monthly SMS usage report to break down your spend in the previous month.

Now, clients can do this by clicking into ‘billing’, selecting a previous bill, then following the hyperlink next to the SMS usage figures:

image of how to export SMS usage report from Watu

Within the report, managers will find all the details for each SMS including:

  • Sent At
  • Sender Name
  • Job Number
  • Job Name
  • Client Name
  • Message Template
  • SMS Body
  • Search Query
  • Number of Messages
  • Number of SMS*

*these numbers may differ as long messages can use multiple SMS per recipient

Whether for accounting purposes or to keep track of communications, all agencies may find some helpful nuggets of information contained in this report. If you have any questions about it, drop us a line at info@watuapp.com!

New Feature:: Document and Photo Upload to Jobs

Whilst the ‘booked’ job description allows for a full job brief, sometimes there are things to say or images to share which just can’t be written into a box.

And that’s why we’ve created a space for documents and images to be uploaded into jobs.

When clicking into a job, you’ll now see ‘show documents’ in the top right:

At this point, you can now choose documents to upload either by clicking into the grey space, or by dragging and dropping the document or image.


Once you’ve selected your document, you have a few options – do you want the document to remain private to managers? Or visible to all staff, or just the booked ones? And if visible to booked staff, is it only for a specific role?


Simply choose whichever settings are suitable for you, and save the document. Of course, you can choose to upload multiple documents which would only be visible to specific staff members.

Once your documents and images have been uploaded, here’s how it looks for the staff members:

If you have any questions about this feature, drop us a line via ‘tech support’ or info@watuapp.com

New Feature: Adding notes to a job

image of post it notes by michal grosicki for watu job notes

In the evolution from paper to computer, we’ve waved goodbye to paper notes, paper letters, sometimes even paper books. It’s virtual freedom from piles of notes on our desks…except for those pesky post-it’s which have stuck around – till now.

We’ve added a new feature which welcomes managers to leave notes within a job. Here’s how it works, in video:

In summary, managers can click to add notes in the top right of the job build page. Notes can be added and tracked per manager, as well as deleted.

 

New Feature: Adding to portfolio from a job

watu portfolio staff profiles image of picture frames

For the times when you need to present staff to clients, we now have you covered straight from jobs.

Rather than adding staff members individually to portfolios, you can now do so directly from the job. What are the choices?

  • Adding all booked

This option allows for you to select everyone who has already been booked into the job, so rather than creating options for your client, you are presenting them with the team.

  • Adding all applied and shortlisted

When you need to present staff to a client for them to select who to book, adding all applied and shortlisted is your best bet. This will add anyone who has applied or been shortlisted to the job, but will not include anyone who is booked already.

  • Adding everyone linked to the job

Want to present everyone linked to the job, whether booked, applied, or shortlisted? Use this third option to add everyone, ever, into the portfolio.

And here’s how to get started:

First up, build your portfolio template by clicking on ‘portfolios’ and selecting which information you would like to show.

From within your job, hover over the menu button near the top right of the job information to apply the command to the whole job, or hover over the menu within each location to be more specific:

Booked staff in a job in Watu

Select which group of staff members you would like to add to the portfolio:

Adding staff to portfolio from a job in watu

This box will pop up, confirming who you are adding, and allowing you to select which portfolio you will add staff members to:

Selecting a portfolio within watu

Once you’ve added the staff, click back into ‘portfolios’ to check the profiles and add notes, if necessary:

Staff portfolio within Watu

And that’s it – grab the URL, whiz it across to the client and await their feedback. Job done.

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

Brexit: Are you making history?

Brexit vote for staffing agencies credit: IB times.com

In just two days’ time, we are all being offered the opportunity to determine the future of our homeland. Will we remain joined with the EU, or widen the waters with a political separation in the attempt to go our own way?

The team at Watu have done our reading, trawling through articles representing both sides of the stage, listening to our friends’ comments – as hard as some of them may have been to bear, and imagining how we would like our home to be down the road.

We firmly believe that choosing to remain is the best route, based on a collection of opinions from some of the world’s leading voices. Economists, politicians (at least, the ones we listen to), activists, environmentalists, you name it. These informed voices of reason and our humble views of joining together forces to make the world a better place have led us in this direction, not to mention the benefit it brings to our business and yours.

Why do we write this? Not to convince you to vote our way, but simply to ask you to vote. To give your two cents and make your voice heard, too. The country can only represent its people, if its people speak up when given the stage.

And if you really wanted to shake things up, we encourage agencies to make the most of the thousands of brand ambassadors and event managers on your books and reach out to them too. Many are young, full of energy and points of view, and we’d love to see them put it to paper. Perhaps it’s not conventional to mix work with political views, but oftentimes the world is changed by those who tend not to follow the norm…

 

Photo credit: IB Times

Faster Navigation with Breadcrumbs

Screen Shot 2014-10-24 at 08.00.54Just like Hansel and Gretel sprinkled their path with crumbs, so too can you in Watu.

Our latest release now traces your location through one feature at a time, allowing for faster navigation with breadcrumbs.

Use it to move swiftly between pages, targeting exactly where you want to be.

No more back button, no more wandering webpage paths. Find your way around quickly and let Watu remember your way.

Just don’t let any birds nibble these crumbs.

Scoring is here!

Today we’re announcing the implementation of scoring. We’re integrating the data from the scores given in the daily sign-off feature to give managers a clearer picture of the staff they are working with.

From now on, managers will see a number and a small chart on their staffer profiles. The number is a score for the staffer based on their total scores from the daily sign-off feature.

Here is what staffer cards now look like. Some staffers will have a score and some will not.

staff card w:scores

Better than average

The score aggregates data from the daily sign-off feature, but is so much more than an “average”. The number is calculated using a weighting system, meaning scores of 1- or 2-stars have a strong effect on the overall number.  A person who has been rated 1-star, 3-stars and 5-stars across three jobs will not get an overall score of 3, it will be much lower.

In addition to the score, the chart shows how many times a staffer has been given a score, and what those scores were. The higher the bar, the more times the staffer has been rated at that score.

score of 3

In this example the staffer on the left has been given a score of 3-stars on more occasions than the staffer on the right, meaning you can have confidence in the staffer with plenty of 3-star scores, and the staffer with just a few ratings needs to be given more time to see how they perform.

A staffer with a tall bar of 3-stars and 4-stars is someone who has been consistently rated highly, and they compare favourably with someone who has had just one rating of 3 or 4 so far. The higher the bars for good scores, the more confidence you can have in them as a worker.

The separate ranking of scores is also useful to spot inconsistencies with a staffer. If someone has a few 5-stars but also some 1-star rankings, something is inconsistent with their performance and would benefit from investigation.

Consider the following example:

scroing two fours

Both of these staffers have a score of 4, however one of them has earned a 4-star score consistently on many occasions. The other staffer with a score of 4 has many instances of a 5-star score, but also has almost as many for 1-stars. The number of times they have scored a 1 or 2 outnumbers their 5-star performances. This is staffer is far more inconsistent, behaving poorly as much as they behave exceptionally.

The scoring system can also be useful for staff whose scores look almost the same at first glance.

superstar score

We can see the employee on the left has been rated a good 3-star worker and lots of the time also achieves 4-stars, giving him an average of 3.8. The employee on the right has a few 3- and 4-star ratings and plenty of 5 stars. They are somewhat of a rockstar, and have a high average of 4.2. The staffer on the left, however has been rated more times in total and always delivers a 3 or 4 star performance, so they can be considered very dependable.

Scores matter

The scores in our examples have been exaggerated to highlight the features of the system, in reality the new scoring system should be used carefully. 3-stars is considered a good mark and if an employee has performed well, this is what they should be given. 4-stars would be used when an employee has gone “above and beyond” the call of duty in some way, and 5-stars is truly exceptional.

Similarly, a rating of 2-stars indicates a fairly serious problem and a 1-star would be used for atrocious circumstances. To illustrate: if a staffer with a score of 3.0 is given just a single 1-star rating, they will have to earn a 3-star rating on ten subsequent occasions before they return to an average of 3.0. Alternatively, it will take five occasions of being rated a 4-star person to get back to average.

By comparison, if a worker with an average of 3.0 under performs and is given a 2-star rating, they will have to achieve two more ratings of a 3-star to get back to average.

A 2-star should be used for underperformance and a 1 star for extreme or serious problems.

The scoring system is a powerful but simple tool with a informative graphics that convey a wealth of information. When the scoring system is used effectively by your managers in daily sign off, the data Watu now provides will be an invaluable resource for assessing staffer performance.