Add or Edit a Rule Group

Overview

You need to create Rule Groups to apply rules to a job. These are managed in Config > Payroll > Rule Groups.

A Rule Group comprises:

• Properties - the rule group's name, active date range, and whether it is enabled
• Rules - the pay rules you have created and want to add to the group
• Rule Groups - other rule groups you have created and want to nest inside the rule group

How do Rule Groups Work?

Rule groups work by checking a timesheet against one rule after another.

Rules can work in pairs within a rule group, such as a rule that tags something as overtime and then a rule that determines how to pay that overtime.

The system processes rules in the following order:

1. Manually Set on Timesheet rules, from top to bottom in the order that you add the rules to the rule group

2. Work Structure rules, from top to bottom

3. Pay Condition rules, from top to bottom

This means that the order you use to add rules to the group will matter, and the type of rule will also impact the ordering.

We recommend adding Manually Set on Timesheet rules to a group first, followed by Pay Conditions rules then Work Structures rules.

Create a Rule Group

To create a rule group:

1. Go to Config > Payroll > Rule Groups.

2. Create New Rule Group.

3. Enter a Name and Start Date, ensuring that it is enabled.

4. Set any optional settings, including Groups, Tags and Holiday Groups.

5. Choose the Pay Rule Group that you want to include from the drop-down list and click ‘Add Rule’. Repeat this process for each rule you want to add.

6. If you want to include an entire Rule Group, select what you need from the drop-down list and click Add Rule Group.

7. Order the rules in the way that you would like them to be processed by clicking and dragging them.

8. Click Save.

You can also clone an existing rule group by checking the box to the left of the name and clicking With Selected… > Clone Rule Group > Go, then make any changes and click Save.

Assign a Rule Group to a Job

To interpret timesheets using a rule group, you will need to assign the rule group to a job.

Rule groups are most commonly assigned on the Job Details page in an employee profile. They can also be assigned in the Occupation Library or on a Customer profile.

Categorise Rule Groups with a Group

When you configure a rule group, you’ll have the option to enter a free-text Group value. This value can be used to categorise or link together similar rule groups, so that when you’re assigning rule groups to an employee’s Job Details tab, you’ll be able to search using the Group value instead of having to separately locate a rule group by its specific name. 

If you have a large number or a complex setup of similar rule groups, allocating a Group value simplifies the process for filtering and assigning or updating the rule group on your employees’ jobs. 

For example, your portal may have multiple rate cards that are linked to a specific customer, so you may choose to set each of these rate cards with a Group of ‘Customer Name’. When you add or edit a job on an employee’s profile, you can enter the Customer Name as the search term in the Rule Group dropdown field and the system will filter and display only those results that match. 

Please note that the Group you enter will apply to the individual rule group only. You will need to set the value separately for each rule group as required.