WFM Setup Checklist
Rotas & Workforce Management — Essentials
⚠ Follow all steps in order. Do not skip any steps.
PRE-REQUISITE Permissions Setup |
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☐ | Confirm you have 'HR Service Owner' permissions on Atlas |
☐ | Confirm you have 'Administrator' permissions on WFM |
| ℹ If you don't have these permissions, ask Senior Management to grant them before proceeding. |
☐ | Atlas permissions: Company → Users → find person → Edit HR/H&S/eLearning User Permissions → Select 'HR Service Owner' → Save |
☐ | WFM permissions: HR → Employees → click name → Roles and Positions → Edit → Role → Save |
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STEP 1 Atlas Housekeeping |
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☐ | All current staff added to Atlas as Employees AND Users |
| ℹ Staff includes: Employees, Self-Employed, Locums, Volunteers, Sub-Contractors, Partners, Trustees, NEDs, Sleeping Partners, Committee Members. |
☐ | All employee records are complete — no empty cells in the Manage table |
☐ | Everyone assigned to a Department/Team and Site/Location |
☐ | 'Start date in current role' filled for all staff (= Day 1 of employment) |
☐ | 'Continuous service date' filled for all staff (= Day 1 of promotion/demotion, or Day 1 of employment if neither) |
☐ | Checked for duplicate accounts — if found, email [email protected]: 'PLEASE ESCALATE TO 2ND LINE – Merge 2 records and keep [preferred email]' |
☐ | Holiday approvers set for each Department/Team: Company → Departments → hover dept → Update → select 'Manager' |
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STEP 2 Run Absence & Holiday Reports |
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☐ | Run 'Absence by Employee' report: Reporting → New Reports → Time Off → Apply Filters → Export to Excel → Save |
☐ | Run 'Absence by Type' report |
☐ | Run 'Holiday Allowance' report |
☐ | Run 'Holiday Summary' report |
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STEP 3 Install Apps |
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☐ | App A — Atlas Rotas installed (clock in, request time off, view shifts, set availability, news feeds) |
| ℹ QR code available — see: wfm-support.atlas-hub.co.uk/en/articles/372052 |
☐ | App B — Atlas Companion installed (sign documents on mobile) — Apple App Store & Google Play |
☐ | App C — Atlas Time Clocks installed on tablet/device for use as fixed wall terminal |
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STEP 4 Permissions / Roles on WFM |
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☐ | All employees assigned appropriate role: Employee / Supervisor / Manager / Administrator |
| ℹ Use Supervisor to restrict a manager to a specific location or group. Use Settings → Permission Management → Create a Role for custom permissions. |
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STEP 5 Positions / Job Titles |
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☐ | Every employee has at least 1 position/job title assigned in WFM |
☐ | To check: WFM → HR → Employees → verify 'Position' column is populated for everyone |
☐ | To update: click name → Roles and Positions → Edit → Positions → Save |
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STEP 6 Locations |
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☐ | Every employee has at least 1 Location assigned in WFM |
☐ | Locations created in WFM to match your Atlas Departments (if applicable) |
| ℹ Tip: naming WFM Locations after Atlas Departments is useful for larger companies with multiple holiday approvers. |
☐ | New locations: WFM → Settings → Locations → Create Location → Save |
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STEP 7 Create Resources |
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| ℹ Resources = Equipment (e.g. defibrillator, forklift, van) and Job Sites (e.g. home working, client site, hotel for training). Mark equipment as 'exclusive' if it is a limited resource. |
☐ | All relevant equipment resources created: WFM → Resources → Create → fill panel → Create |
☐ | All relevant job sites created |
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STEP 8 Create Absence Types |
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| ℹ Holiday and Absence are already set up by default. Add additional types below as needed. |
☐ | Additional absence types created as required (e.g. Paid Absence, Jury Service, Compassionate Leave, Garden Leave, Non-Working Day) |
☐ | TOIL (Time Off in Lieu) activated if required |
☐ | Path: WFM → Settings → Time Off → New Time Off Type → fill panel → Save |
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STEP 9 Create Premiums (if applicable) |
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| ℹ Only needed if you have an overtime threshold (e.g. 37.5 or 40 hrs/week) after which a premium pay rate applies. |
☐ | Overtime threshold confirmed with management |
☐ | Premium created: WFM → Settings → Premiums → Add Premium |
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STEP 10 Employee-Level Settings |
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| ℹ Sets exceptions to the general settings from implementation — e.g. if most staff book holidays in days but some need hours. |
☐ | Employee-specific settings reviewed: WFM → HR → Employees → click name → Settings → toggle as required |
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STEP 11 Create a Shift |
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| ℹ You must create at least one shift before employees can clock in. |
☐ | Shift created: WFM → Rotas → hover over cell → click + → fill Start, End, Position (add Breaks/Tasks/Resources as needed) |
☐ | Shift PUBLISHED — top right corner. Don't forget this step! |
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STEP 12 Create Shift Templates |
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☐ | Shift templates created for recurring patterns: WFM → Rotas → Create → Shift Template → fill panel → Save |
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STEP 13 Complete WFM Setup |
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☐ | 'Complete Set Up' / 'Set Up WFM' run from top right corner of WFM Home page to pull all data across |
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STEP 14 Check & Adjust Holidays |
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☐ | Holiday balances on WFM cross-referenced against the Holiday reports saved in Step 2 |
☐ | Any discrepancies corrected |
| ℹ To check balances on Atlas: Employees/Workers → Manage → View (eye icon) → Holidays, TOIL and Absences → Filter |
Notes
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☐ Not started ✓ Complete — N/A