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: 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.

New Payroll Changes

Photo by Freddie Collins on Unsplash

Payroll has been undergoing a makeover recently and we’re really excited to release it shortly, in its simplified glory. Watu clients are soon to see two major changes to running payroll: one condensed pay export file and faster self-employed processing

Release date: September 15th 2017

One condensed payroll

Prior to the changes, Watu had three separate tabs for employee payment, expenses payment, and self-employed invoice batch payment:

image of watu payroll options

Managers could choose whether to run one, or all three, but they had to be exported separately.

We’ve taken this process and boiled it down to one export:

image of new watu payroll

Managers can still opt for running just one – or two – of the options, or they can opt for them all. This new toggle set up allows for a variety of combinations – wages exports for both employees and self-employed, just expenses exports, just employees, and so on. But best of all, it allows for all payment exports for all types of staff, into one document.

The exported document itself will remain the same apart from one additional column where it will state whether staff are self-employed or employees.

Bonus: For those of you using Paycircle this is great news – integrations will be even easier now so you can run payroll in a snap!

Faster self-employed processing

Another change applicable to those agencies with self-employed staff will be music to your ears.

Rather than the drawn out process of signing off shifts, clicking ‘new invoice received’, matching totals to shifts and adding an invoice date and number, then running an invoice batch…here is the new process:

sign off the shifts -> click into payroll and export the data

In other words, payroll processing for self-employed will now behave exactly as it does for employees. We listened to your feedback that the workflow had too many steps, and that oftentimes building the invoice in Watu was irrelevant, so this new process is the most efficient one whilst still keeping Watu payments factual, accurate and reliable.

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.

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.

Mapping your staff with Maptive

mapping promo staff with maptive

Every now and then, I come across an app that would come in handy for staffing agencies. And Maptive is exactly this. If you’ve found yourself trying to understand your densities of field staff placement, but instead are left staring at Excel sheets with postcodes by the hundreds, Maptive will be able to help by mapping your staff. “Your data, on a custom Google Map, crazy fast”, it promises. It’s the crazy fast bit that caught my eye.

Maptive have taken the cumbersome task of mapping and made it elegant, not to mention, foolproof. Provide them with raw data, and they will place your hundreds, or even thousands, of staff on a Google map. If you’re keen to explore your data even further, they provide the options of filters, radius circles, grouping, and determining the most efficient routes between locations.

So what can you do with a map of your staff? Well, it’s more like, what can’t you do…

  • Present your staff spread to a client needing nationwide coverage – and proof that you can do it
  • Know which locations you need to focus on for hiring purposes
  • Tackling a job with multiple stops? Easily find the quickest routes
  • Use the attractive display options to present to clients when displaying potential target areas
  • Share routes or other staff members’ locations with your Event Manager via Maptive’s mobile friendly feature
  • Use your imagination…

Begin with a free trial and, if you won’t be using it extensively, stick to the limited and free version. But if you’re ready to explore more, check out the different packages starting at $250 for 45 days.

It can be daunting taking on new software, but adopting new apps and finding which ones stick can be game-changers. If you give Maptive a go, be sure to let us know if it’s helped you out!