PeopleMatter Spring Release

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What’s New? Spring Release - 2015

PeopleMatter

Spring Release

What’s New Guide

Spring - 2015

FOR MORE INFORMATION, CONTACT: 1

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What’s New in HIRE

Printed Job Application Update ---3

Background Check Consent ---4

Background Check Global Settings---

7 What’s New in Onboarding

Custom Forms---9

Multiple State Taxes---14

State Tax Form and 2015 W-4 Changes---16

What’s New in SCHEDULE

Print Schedule Updates---17

What’s New in Settings and Platform

Location Hierarchy---19

Job Categories---23

Fair Labor Standards Act Status---25

What’s New in Mobile

Mobile App Redesign---26

Employee Dashboard---28

Need additional support?

● Visit our support site any time at

https://support.peoplematter.com

to access our

self-help articles

● Email us at

[email protected]

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What’s New in HIRE

Printed Job Application Update

We’ve improved the readability of the printed job application to make it even easier to use. Feature Overview:

● Applicant answers and application questions are now differentiated in printed job applications for enhanced readability.

● Applicant answers appear in bold, while application questions remain in regular text.

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Background Check Consent

Updates to our background check consent workflow lets applicants provide consent during the job application, instead of managers having to ask for additional info later. Mobile applicants can also now provide consent upfront, helping decrease time-to-hire and improve the hiring experience. For both LS Screening and Sterling, the PDF version of the consent form is created automatically for the employee Workfile. New to LS Screening, an applicant can request a copy of their background check. If the applicant, candidate or employee checks the box that they would like a copy when the report is returned, PeopleMatter will promptly generate and send an email with a link to their Workfile where they can view the report.

Feature Overview:

● Age Information (Sterling Only,) Disclosures, and Background Check Authorization are now included during the mobile application process.

● Summary of Rights under the Fair Credit Reporting Act (FCRA), Background Check Disclosures, State Law Disclosures, and authorization language have been updated across all job

applications - web and mobile, plus HIRE when additional information or updated consent is requested.

For the mobile job application, there are three new pages included in the background check consent workflow: Age Information (Sterling Only,) Disclosures, and Authorization.

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Disclosures and Authorization Pages

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Updated Web Version of the Job Application

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Background Check Global Settings

If you use Sterling as your screening provider, we’ve made a few improvements to notifications and rights that we’re sure you’ll like.

● Allow administrators to set who will receive email notifications for returned background check information (Sterling only).

● A new HR Administrator setting for background checks has been added under “User Settings.”

Currently, notifications are sent to all Business Unit Administrators, Human Resources Managers, and Business Administrators when a background check has completed its lifecycle (when it is marked as proceed or discontinue) and when you can take action on the candidate or employee (whether they are a hire or not).

Notifications settings can now be altered to only notify the person who initiated the background check or specific roles within PeopleMatter (i.e. Business Unit Administrators, Human Resources Managers, Financial Administrators, Business Administrators, Primary Administrators, and Custom Store Managers.)

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A new option under “User Settings” has been added to allow you (Primary Administrators and Financial Administrators) to restrict the report from being displayed to HR administrators if needed (similar to the Business Unit Administrator setting above it). This way, there are no issues with sensitive information being seen by users who should not have access to it.

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What’s New in Onboarding

Custom Forms

Many of you still have paper forms outside of PeopleMatter that require more information to be entered than an E-Signature. We’re adding a new professional services offering to develop custom, fillable forms - like local tax forms, wage notices, parking agreements, or uniform agreements - for your onboarding process. Built-in auto-fill, multilingual, and dual-completion capabilities allow for a more efficient and completely paperless onboarding process.

Service Overview:

● As a Professional Service, PeopleMatter now offers the addition of custom forms to onboarding workflows to help customers go completely paperless.

● Forms can be implemented into the PeopleMatter platforms as a new onboarding task for team members and/or managers.

With this new service, PeopleMatter implements your forms into the onboarding process. It is

assigned in “Onboarding” (under Settings) as a custom onboarding task for the Team Member, Human Resource Manager, and/or Business Unit Administrator.

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For the Team Member, the custom form will appear as an additional workflow step. Any fields requiring completion by the team member will be highlighted in green on the form.

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Forms can be pre-populated with existing data in PeopleMatter including team member demographic information and business demographic information.

Custom Forms can support dual completion workflows. For example, after a team member completes a form, the manager may have a task to review and also eSign the form. Managers and team

members complete information on the same form. Rather than viewing a workflow, the manager and team member will see the same form (just like a piece of paper). Custom Forms will also have

multi-language support. Forms can be completed based on team member language preference.

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If a form needs to be viewed at a later date after onboarding has been completed, the completed Custom Form is available to the team member in MyDocuments. For administrators, the form is viewable from the onboarding task.

This feature is offered by our professional services team, and please contact

[email protected] to learn more about pricing and offering.

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Multiple State Taxes

You told us some of your employees live and work in different states, so we’re adding a new State Withholding option in onboarding that will let you collect tax withholding info from both lived-in and worked-in states...giving you all the data needed to appropriately handle employee taxes in payroll. Feature Overview:

● Allow customers to collect both worked-in and lived-in state tax forms for applicable team members.

● A new setting under “Onboarding” can be turned on or off.

Note: The default setting is to only collect worked-in tax information. You (Primary Administrators and Financial Administrators) will have to go into Onboarding settings and change the setting if your company wants to collect state withholding information from both states.

Currently, PeopleMatter collects only worked-in tax withholding information from team members. With this new feature, you are able to collect both worked-in and lived-in tax information for team members who live in different states.

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If applicable, there will be two steps for the team member in the onboarding process instead of one. All tax information collected can be sent to payroll, which will then appropriately handle employee taxes. For information on updating your payroll integration, please contact

[email protected].

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State Tax Form Changes

We’ve already updated all state tax forms and the federal 2015 W-4 Tax Form with any changes and made those live in the system. We also make additional changes as needed, throughout the year, so you can rest assured your employee paperwork is up-to-date and consistent across all locations. Feature Overview:

● All federal withholding and state withholding forms have been updated for compliance throughout all PeopleMatter applications, web, and mobile.

● Federal 2015 W-4 form went live on January 1, 2015. The withholding forms can be accessed in the following way:

For managers: Team Member Record → Onboarding → Team Member’s Tasks

For team members: Team Member Dashboard → My File OR Workfile → My Documents State Withholding Forms that have been updated between December 2014 through February 2015: Alabama, Arizona, California, Connecticut, D.C., Georgia, Hawaii, Illinois, Iowa, Maine, Maryland, Minnesota, Missouri, New York, North Carolina, Rhode Island, Wisconsin.

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What’s New in SCHEDULE

Printed Schedule Updates

Printed weekly schedules are useful to post on bulletin boards for employees to see. Oftentimes, there is limited space to post the printed schedule. We have made some improvements that should help reduce the number of pages that print and also enhance readability.

● The printed employee weekly schedule has been updated to reduce extra white space and fit more schedules on each page.

● Also, a team member’s schedule row will no longer break across pages, so it is more readable. Printed Schedule Sample - Sorted by Job (with no tasks or contact information)

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Printed Schedule Sample - Sorted by Team Member (with no tasks or contact information)

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What’s New in Settings and Platform

Location (Store/Unit) Hierarchy

A new configuration area has been added to allow you to create your organization’s location hierarchy. This feature lets you add business unit levels - like districts, regions, and more - and then group locations under them. You can create as many levels as you want and name them whatever you want; use them to run reports on entire regions or districts, instead of having to select individual locations.

● Allows for unique corporate business structures to be used for organization and reports. ● Admins can group stores together based on how they want their business structured. ● The hierarchy can be used in Reporting to run reports on entire regions, instead of having to

select individual locations.

Note: The language used in this feature will be based on what the admin has chosen under “Branding” in Company Settings (Locations, Units, Stores).

A new area under Company Settings has been added called “Location Hierarchy.” This allows admins to organize locations into a unique business structure. Primary Administrators, Financial

Administrators, and Business Administrators have access to these settings. Other users can see the organization structure that exists, but cannot edit. This includes all levels, the name of each item, and the code. You set up your hierarchy here and then in the locations/units/stores settings, you can say which grouping that location belongs to, for example a particular region or district.

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The first step is to build the location hierarchy. The parent company is the first level of the hierarchy. After that multiple levels can be added. For each level, name and code are required and must be unique. Child business unit groups are ordered alphabetically.

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Business unit groups can be deleted if it does not have any child unit groups, is active, or from current business. After the hierarchy is built, locations can be assigned to one level. This can be completed under “Locations” in Company Settings.

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Job Categories

Group open positions into custom job categories - like Administrative, Accounting, Finance or others that you would like to use. These job categories will make it easier for applicants to quickly search for the types of jobs that they are interested in on your career page. When they select one or more job categories, only the job openings for the selected categories will appear in the list. This new

professional services offering enhances Custom Careers Pages and is available to all customers via our open APIs.

● Allows admins to group open positions into custom categories that are appropriate to the company (i.e. Accounting, Human Resources, Information Technology, and more).

● Through PeopleMatter Professional Services, Custom Careers Pages can be enhanced to include Job Categories.

● This is particularly useful for corporate recruiting where an applicant would search based on job type (i.e. Finance) instead of by a store location.

A new area under Company Settings has been added called “Job Categories.” This allows admins to add, edit, and search for job categories. Primary Administrators, Financial Administrators, and Business Administrators have access to these settings. When adding a new job category, special characters are permitted and code is required.

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When managing Job Categories, admins can search by name, see which are active, and edit display names. During a search, deleted job categories are not returned.

Job Categories may be assigned to specific jobs under “Jobs” area in Company Settings. All active and inactive job categories will appear in the drop down menu.

This feature is offered by our professional services team, and please contact

[email protected] to learn more about pricing and configuring those questions.

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Fair Labor Standards Act (FLSA) Status

The Fair Labor Standards Act is managed by the Wage and Hour Division of the United States Department of Labor. It establishes minimum wage, overtime pay, record keeping, and youth employment standards.

● Allow managers to mark jobs as exempt or non-exempt from overtime.

● The FLSA status can be chosen for each job created in “Jobs” under Company Settings. Note: This is an optional setting and with the Spring release, it will be defaulted to no selection. The correct choice must be set by the customer.

The option can be found in the settings for each specific job created.

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Mobile App Redesign

We’re always looking for ways to improve your experience and get you the information you need, faster. Our mobile app redesign does just that. We’ve given our app a new look and feel that makes it easier to get around the app, switch between locations, and see the most important, most-used things you need right away. Our brand-new Employee Dashboard on the mobile app is similar to the Manager Dashboard you know and love, but with all of the items team members care about most. Employees can now easily see new messages, upcoming shifts, overdue training courses and more, then tap into them right from the homescreen.

● PeopleMatter has completely redesigned and updated the mobile app to be used with HIRE, LEARN, and SCHEDULE.

● A new look, navigation system, and Employee Dashboard feature will be included in this release.

Note: The app updates for Andriod and Apple devices will be released slightly after the March 14 product release because of Apple’s publishing process.

The overall look and feel of the app has been lightened up and modernized.

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A new navigation system makes it easier for managers and team members to access all of their tools quickly and efficiently.

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The Employee Dashboard feature (similar to our Manager Dashboard) will give employees an overview of what’s happening for them at login. They will be able to easily see new messages, upcoming shifts, overdue training courses, and more.

PeopleMatter Spring Release

PeopleMatter

Spring Release

What’s New Guide

Spring - 2015

Table of Contents

What’s New in HIRE

Printed Job Application Update ---3

Background Check Consent ---4

Background Check Global Settings---

​

7

What’s New in Onboarding

Custom Forms---9

Multiple State Taxes---14

State Tax Form and 2015 W-4 Changes---16

What’s New in SCHEDULE

Print Schedule Updates---17

What’s New in Settings and Platform

Location Hierarchy---19

Job Categories---23

Fair Labor Standards Act Status---25

What’s New in Mobile

Mobile App Redesign---26

Employee Dashboard---28

●

Visit our support site any time at

​

https://support.peoplematter.com

​

to access our

self-help articles

●

Email us at

​

[email protected]

What’s New in HIRE

Printed Job Application Update

Background Check Consent

Background Check Global Settings

What’s New in Onboarding

Custom Forms

Multiple State Taxes

State Tax Form Changes

What’s New in SCHEDULE

Printed Schedule Updates

What’s New in Settings and Platform

Location (Store/Unit) Hierarchy

Job Categories

Fair Labor Standards Act (FLSA) Status

Mobile App Redesign