Business Rules Groups: How do I create, manage, and add employees?

Once your overtime and bank rules are configured, you must assign employees so the rules apply.

The Employees tab in Pay Policies lets you add employees individually or in bulk, set their start date and transfer their bank balance if necessary.

It is crucial to add employees only after all policy settings are complete, because once employees are added the rules cannot be edited.

You can also set a default policy, deactivate a policy or transfer employees between policies.

1. Create a pay policy (if needed)

   • Click Pay Policies in the menu and select + New Policy.

   • Enter a title and click Create.

   • Configure all rules (Extra Hours, Banked Hours, Night Shift, Tolerance, On Call).
     
     

2. Access the Employees tab

   • In the policy, select the Employees tab.

   • Ensure all settings are saved before continuing.
     
     

3. Add a single employee

   • Click Add Employees.

   • In Select Employee, type the name or email and select the employee.

   • Set the Start Date: from when the rules apply.

   • If the policy uses banked hours and you want to keep the employee’s balance, check Transfer remaining bank to the new pay policy (available only when the bank configurations match).

   • Click Add to confirm.
     
     

4. Add multiple employees

   • In the search field, click Select multiple employees.

   • A list appears; click all desired employees.

   • Click Move to select them and Select all to confirm.

   • Set the start date and click Confirm.
     
     

5. Set a default policy

   • In the list of policies, hover over the desired policy.

   • Click the three dots (ellipsis) and select Make default.

   • New employees will automatically follow this policy.
     
     

6. Transfer employees between policies

   • To transfer, remove the employee from the current policy and add them to the new one with a start date.

   • To transfer the bank balance, ensure both policies have identical configurations (bank active, non-cyclical, same phases and limits).

   • Otherwise, the balance will be reset when transferring.
     
     

7. Deactivate or edit a policy

   • In the policies list, hover over the policy and click the ellipsis.

   • Select Deactivate to inactivate the policy.

   • To edit, click on the policy name.

   • Remember: certain edits are not allowed after adding employees.
     
     

Tips or troubleshooting

• Add employees only after finishing all settings; later changes to rules are not allowed.

• When transferring balances, confirm that bank settings (activation, cyclicity, phases and limits) are identical; otherwise the balance resets.

Best practices

• Set a default policy to ensure employees always have rules applied.

• Review the employee list regularly to ensure they are assigned to the correct policy.

• Record start and transfer dates for auditing.

Frequently asked questions

1. Can I add employees before all settings are complete?
   No. Add employees only after finishing the rules; later changes to the policy are locked.

2. Can I transfer the bank balance when changing policies?
   Yes, provided that the policies have identical settings (bank active, non-cyclical, same phases and limits).

3. Can I edit a policy after adding employees?
   Only minor adjustments; main rules (phases, percentages, bank) become locked.

4. Is there a limit to the number of employees per policy?
   No. You can add as many employees as needed.

5. What happens if I remove an employee from the policy?
   They no longer follow the policy rules and must be assigned to another active policy.