Getting Started with Workforce Management

PRE-REQUISITE Permissions Setup

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Confirm you have 'HR Service Owner' permissions on Atlas

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Confirm you have 'Administrator' permissions on WFM

ℹ If you don't have these permissions, ask Senior Management to grant them before proceeding.

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Atlas permissions: Company → Users → find person → Edit HR/H&S/eLearning User Permissions → Select 'HR Service Owner' → Save

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WFM permissions: HR → Employees → click name → Roles and Positions → Edit → Role → Save

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.

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All employee records are complete — no empty cells in the Manage table

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Everyone assigned to a Department/Team and Site/Location

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'Start date in current role' filled for all staff (= Day 1 of employment)

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'Continuous service date' filled for all staff (= Day 1 of promotion/demotion, or Day 1 of employment if neither)

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Checked for duplicate accounts — if found, email [email protected]: 'PLEASE ESCALATE TO 2ND LINE – Merge 2 records and keep [preferred email]'

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Holiday approvers set for each Department/Team: Company → Departments → hover dept → Update → select 'Manager'

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

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Run 'Absence by Type' report

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Run 'Holiday Allowance' report

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Run 'Holiday Summary' report

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

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App B — Atlas Companion installed (sign documents on mobile) — Apple App Store & Google Play

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App C — Atlas Time Clocks installed on tablet/device for use as fixed wall terminal

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.

STEP 5 Positions / Job Titles

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Every employee has at least 1 position/job title assigned in WFM

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To check: WFM → HR → Employees → verify 'Position' column is populated for everyone

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To update: click name → Roles and Positions → Edit → Positions → Save

STEP 6 Locations

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Every employee has at least 1 Location assigned in WFM

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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.

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New locations: WFM → Settings → Locations → Create Location → Save

STEP 7 Create Resources

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.

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All relevant equipment resources created: WFM → Resources → Create → fill panel → Create

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All relevant job sites created

STEP 8 Create Absence Types

ℹ Holiday and Absence are already set up by default. Add additional types below as needed.

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Additional absence types created as required (e.g. Paid Absence, Jury Service, Compassionate Leave, Garden Leave, Non-Working Day)

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TOIL (Time Off in Lieu) activated if required

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Path: WFM → Settings → Time Off → New Time Off Type → fill panel → Save

STEP 9 Create Premiums (if applicable)

ℹ Only needed if you have an overtime threshold (e.g. 37.5 or 40 hrs/week) after which a premium pay rate applies.

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Overtime threshold confirmed with management

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Premium created: WFM → Settings → Premiums → Add Premium

STEP 10 Employee-Level Settings

ℹ Sets exceptions to the general settings from implementation — e.g. if most staff book holidays in days but some need hours.

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Employee-specific settings reviewed: WFM → HR → Employees → click name → Settings → toggle as required

STEP 11 Create a Shift

ℹ You must create at least one shift before employees can clock in.

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Shift created: WFM → Rotas → hover over cell → click + → fill Start, End, Position (add Breaks/Tasks/Resources as needed)

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Shift PUBLISHED — top right corner. Don't forget this step!

STEP 12 Create Shift Templates

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Shift templates created for recurring patterns: WFM → Rotas → Create → Shift Template → fill panel → Save

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

STEP 14 Check & Adjust Holidays

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Holiday balances on WFM cross-referenced against the Holiday reports saved in Step 2

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Any discrepancies corrected

ℹ To check balances on Atlas: Employees/Workers → Manage → View (eye icon) → Holidays, TOIL and Absences → Filter