Lumary WFM - This article explains how to use the User Set Up Console to create a worker record and add the worker as a new user.
When system administrators add a new user to Lumary, there are a lot of different parts of the system that need to be set up. To save time, the User Set Up Console pulls a lot of these different requirements together in one, easy-to-use interface. System administrators can also use it to create worker records and add rostering, award interpretation and payroll requirements.
Required and supported packages
Available with: Lumary WFM
Supported in: Lumary DC
Before you begin...
To avoid duplicates, make sure you check carefully that the user hasn't already been added to your environment. You'll need to:
- check for a worker record in Lumary, and
- make sure they're not already a user in Salesforce.
If they're already a user in Salesforce, start with the create a new worker record article.
If they already have a worker record, start with the create a new user article.
The console captures a lot of information about the user. Once you begin adding information, you'll need to follow the process all the way through. We recommend that you review the fields listed in this article and gather information for all of the fields you'll need to fill in for your new user before you begin.
This article explains how to:
- add user details
- make rostering, award interpretation and payroll requirement selections
- add payee details
- add assignment details, and
- finalise the set up for users that require worker, assignment and payee records.
User details
The first section of the User Set Up Console mostly captures Salesforce settings for the user. Additional fields appear if the worker requires rostering.
To add a new user's details:
- Click on the App Launcher nine dot icon.
- Search for console.
- Click on the User Set Up Console item.
This will open the User Set Up Console. The first section captures User Details.
Key fields and groups of fields are described in the following table. Mandatory fields are marked with an * asterisk.
| Field(s) | What to do |
|---|---|
| Salutation | Select a salutation. Mandatory if the user needs to be set up for payroll. |
| * First Name | Enter the user's first name. |
| * Last Name | Enter the user's last name. |
| Add the user's email address. This address is also automatically added to the username field. | |
| * Username | The user's name for logging into Lumary. This will auto-fill from what's entered in the Email field. If this field is changed, it must be a valid email address. |
| SAML Federation ID | This will auto-fill from what's entered in the Email field. SAML is used by Salesforce Identity to implement single sign-on (SSO). This must be unique for each user in your production environment. |
| Mobile | Enter the user's mobile phone number. Mandatory if the user needs to be set up for payroll. |
| Address | The address fields capture the user's address details. Mandatory if the user needs to be set up for payroll. |
| Worker Role | Select the worker's role. This is used for filters that help identify specific types of workers in calendars and other parts of the system. |
| User Role | Select the user's role. If Salesforce roles are set up in your environment, this will enable you to control the user's access to data owned by other users. |
| * Profile | Sets up the user with a Salesforce profile. To make sure your user has access to the Lumary DC app, select a profile with a Lumary DC prefix. |
| * Permission Set Groups | Put a tick in the checkbox to select at least one permission set group for the user. Permission set groups ensure that your user has access to the features they need for their role or roles. |
| * Timezone | Defaults to the zone that has been defined for your company in Salesforce under Company Information. This should only be changed if your user is working in a different time zone than the rest of your company. |
| * Manager | Use the search field to locate the manager's record. This will link the worker to their manager for notifications and approvals. |
| The following fields appear if Requires Rostering is selected in the Rostering, Award Interpretation & Payroll section. |
|
| Availability Template | Select a template. If the worker is usually available for a common work pattern, the availability template will add those times to their calendar. |
| Birthdate | Enter the worker's date of birth. Mandatory if the user needs to be set up for payroll. |
| Gender | Select a gender. This field uses gender terms required for some funding reporting requirements. |
| Gender (ATO) | Select a gender. Mandatory if the user needs to be set up for payroll. This field uses gender terms required for Australian Taxation Office (ATO) purposes. |
Rostering, award interpretation and payroll requirements
The Rostering, Award Interpretation & Payroll section includes selectors that affect what additional fields are available in the User Details section. They also affect what information is required once you click on the Next button.
The following table explains each of the selectors and what they do. They are all mandatory when they appear.
| Selector | What it does |
|---|---|
| * Rostering |
Setting this to No Rostering:
Setting this to Requires Rostering:
|
| * Award Interpretation |
Setting this to Requires Award Interpretation:
|
| * Requires Payroll |
Setting this to Requires Payroll makes the following fields in the User Details section mandatory:
|
- Once you've made your selections and filled in any additional mandatory fields, click on the Next button.
If you selected No Rostering or No Award Interpretation, the system will create your user. Once the new user has been created, click on the Finish button.
Payee details
If you've set Award Interpretation to Requires Award Interpretation, the next screen will capture payee details. The following table explains the key fields in the Payee Details section. Mandatory fields are marked with an * asterisk.
| Field(s) | What to do |
|---|---|
| * Payroll Start Date | Enter the date that the user commenced employment with the payment entity. |
| * Original Leave Service Date |
Enter the original date that the payee leave rules should use for :
This date can be overridden on individual payee leave rules during or after their creation. |
| * Pay Schedule | Set the frequency of the user's pay batch payment schedule. |
| * Payment Entity | Select which business entity will make payments to this user. |
| * Employment Type | Set whether the worker's employment is full time, part time or casual. |
| * Leave Template | Search for and select the template that contains the leave rules to apply for this payee. |
| * Earner Type |
Set the worker's employment status. |
Contracted Hours
As part of the Requires Award Interpretation option, you'll also need to capture the worker's contracted hours. The following table explains the key fields in the Contracted Hours section. Mandatory fields are marked with an * asterisk.
| Field(s) | What to do |
|---|---|
| * Contracted Hours Frequency | Set the period of time in weeks that apply to the hours set in the Contracted Hours field. |
| * Week X Contracted Hours | If you selected a Weekly frequency, you'll be asked to enter the contracted hours for each sequential week. |
| * Fortnight X Contracted Hours | If you selected a Fortnight frequency, you'll be asked to enter the contracted hours for each sequential fortnight. |
Assignment Details
The Requires Award Interpretation option also adds a section to capture the worker's assignment details. The following table explains key fields in the Assignment Details section. Mandatory fields are marked with an * asterisk.
| Field(s) | What to do |
|---|---|
| * Assignment Type | Set the terms of this worker's assignment. |
| * Interpretation Rule | Select which rule to use to process timesheets into pay transactions. |
| * Position Description | Auto-fills from the worker role selected in the User Details section. This is used to name the assignment. |
| * Customer | Select the customer account record to link to this assignment. |
| * Assignment Start Date | Set the date the assignment will begin. This sets the first date of the timesheet. |
| * Assignment End Date | Set the date the assignment will end. To avoid the creation of too many timesheet records, this must be a date within the next 3 years. |
| * Award Level | Set the award level to use for the worker's assignment for minimum pay rates. |
| * Award Classification | Set the award classification to use for the worker's assignment for minimum pay rates. |
| * Timesheet Calendar | Select which calendar to use to set the format of timesheets for the worker's assignment. |
| * Public Holiday Calendar | Select which public holiday calendar to use to create and process timesheet pay transactions and apply to leave events. |
| * Client Hiring Manager | Search for the manager who hired the worker. They will be the invoice contact when Hiring Manager (Invoice Hiring Manager) is selected on the invoice to account record. |
| * Timesheet Approver | Select an approver who will receive automatic timesheet approval notifications. |
Finalise the set up for users with worker, assignment and payee records
Once you've filled in all of the mandatory fields under Payee Details and Assignment Details:
- Click on the Next button.
- The system will create your user's account. Click on the Next button to create other required records.
The system will notify you what new records were created. It will prompt you to review the Payee and Assignment for worker's who are immediately needed for rostering.
It will also provide a list of optional additional steps. You can use these links to go directly to the relevant records and add additional information. The links will open the records in new tabs.
- Once you've finished all additional steps, click on the Finish button.
This will return you to a blank User Set Up Console.