Onboarding Assistant: Organisation Structure

Overview

When adding data to your Talexio account, you may either input details individually or in bulk. The Onboarding Assistant is a tool which will facilitate the bulk onboarding of your data, be it employee data, leave data, organisation data, training data, or past payroll data. This article will explain the first step of the onboarding process: the organisation structure. 

Contents

1. Permissions
2. Bulk Uploads using the Onboarding Assistant
3. Organisational Structure Template
4. Job Schedules Template
5. Job Titles Template
6. Benefit and Allowance Structure Template
7. Payroll Information
8. Next Steps

Permissions

To access the Onboarding Assistant, you will need the Manage All Employee Data permission. The permissions required to upload templates via the onboarding assistant depend on which templates you are looking to upload (each one needs to be set on global):

• Organisational Structure upload - you will need the Manage Units permission;
• Job Schedules upload - you will need the Manage Job Schedule Types permission; 
• Job Titles upload - you will need the Manage Positions permission;
• Benefit and Allowance Structure - you will need the Manage Benefits permission;
• Payroll Information - you will need the Manage Payroll permission. 

Check out this article for the specifics of each of these permissions.

 

Bulk Uploads using the Onboarding Assistant

To access the Onboarding Assistant, you will need to go to the People section. There, click on Onboarding Assistant:

 

Organisational Structure Template

The first item that needs to be addressed is the company structure. Here, you will need to upload the names of the departments/units/sections of your company. 

Click on the 'download template' button. An excel spreadsheet will download for you. Open this and you will see the following:

• Name: this column is the only mandatory field. Here you need to input the name of the department/unit/section. You may input as many departments as you need (each must be inputted as a separate row.
• Description: this is an optional field. Here you would input a sentence or phrase to describe the unit. 
• Parent: this field must only be inputted if the department falls under another department. In this case, you would need to input the name of the parent department here. 
• Is_Business_unit: this field must only be inputted (you can either input YES or NO) if the department is a separate company to the rest of the units. This means that the department has its own PE number. It will still appear on your Talexio profile, but would have a separate payroll. If a department is not a business unit, there is no need to select 'NO'. You may leave it blank. 

For example: inputting the template as follows would result in the organisation chart looking like the below screenshot: 

To upload the template, simply save the file, go back to the Onboarding Assistant and select 'Upload'. 

 

Job Schedules Template

The second item in the onboarding process is the Job Schedules template. Talexio prepopulates 4 job schedules (Full time 40 hours, Part time 30 hours, Part time 20 hours, and Casual). Read more about job schedules here. 

The template features the following fields:

• Code: this is a shortened version of the job schedule name. For example, Part time 25 hours could be inputted as PT25. This field is mandatory. 
• Name: this is the name of the job schedule. For example, Part time 25 hours. This field is mandatory. 
• Fixed weekly hours: if the job schedule has a set number of weekly hours (for example, 25 hours every week), then you would input the number of weekly hours here. If the job schedule is a casual one, leave this field empty. 
• Fixed weekly working days: if the job schedule has a set number of working days (for example 5 days per week), then you would input the number of weekly working days here. If the job schedule is a casual one, leave this field empty. Using our example, an employee on the Part time 25 hours job schedule will be expected to work 25 hours a week spread over 5 days. This means that each working day is equivalent to 5 hours. 
• Is Full Time: this is a YES or NO field. YES means that the job schedule is a full time role. A full time role means that leave entitlement is based on the leave entitlements set on the system. A non-full time role can accumulate leave. Read this for more information on leave accumulation. 
• Works Public Holidays: this is a YES or NO field. It relates to whether or not an employee on this job schedule is expected to come in to work on a public holiday. If NO is selected and an employee books leave on a public holiday, 0 hours will be taken from their leave entitlement. 
• Can work on Monday/Tuesday/Wednesday/Thursday/Friday/Saturday/Sunday: these columns are also YES or NO fields. Here, you will be specifying on which days the employee can work. So if an employee works Monday to Friday, you would input YES under each of these 5 days. If, on the other hand, the employee is expected to work 5 days a week, but could work on any day from Monday to Sunday, then you would select YES for each of the days when they can work. 

Job Titles Template

The third item in the onboarding process is the Job/Position Titles template. You may read more about Job titles here. 

The template features the following fields:

• Name: this is the name of the job title, for example: cleaner, accounts manager, clerk, HR assistant, etc. This field is mandatory. 
• Description: this field is not mandatory. This is where you would describe the position. 
  

Benefit and Allowance Structure Template

The fourth item in the onboarding process is the Benefit and Allowance Structure template. Talexio already includes some basic allowances (such as pre-tax allowance, post-tax allowance, and commission). You may read more about Benefits here. The template will allow you to add new ones to this list.  

The template features the following fields:

• Name: this is the name of the benefit/allowance, for example, Mobile Allowance.
• Code: this is an abbreviated version of the benefit/allowance, for example MOBALL
• Category: this is the category of the allowance. You have 5 options here. The first four relate to fringe benefits, the last relates to any other allowance. The options are:
  • CAT1
  • CAT1 Company Car
  • CAT2
  • CAT3
  • OTHER
• Is taxable: this is a YES or NO field. If the allowance is a taxable allowance, select yes. 
• Add to Gross: this is also a YES or NO field. If YES is selected, then the allowance/benefit will make up the gross amount in the payslip. 

Payroll Information

This is the only step in the onboarding process that does not require a download/upload. Here, by clicking on the Insert Payroll Information button, you will be directed to the Payroll tab in the Settings section. Here, you will be able to input the company's name, PE number, address, etc. Click here for more information on this. 

Next Steps

Click next to navigate to the People bulk onboarding process.