Settings & Admin

Departments and Cost Codes

Departments group workers for reports. Cost codes tag hours for costing, rate rules and exports. Both can be shared by all clients or kept to one client.

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Overview Departments Cost Codes Give Them to Workers Where They Show

Overview

Two lists, two pages.

List Agency console Client dashboard
Departments Setup > Departments Setup > Departments
Cost codes Time & Pay > Cost codes Time & Pay > Cost codes

Before you start

  • Agency console: a super admin or an Admin.
  • Client dashboard: a tenant manager or tenant admin.

Departments

For example Goods in, Picking, Despatch.

Open Departments

Go to Setup > Departments.

Add one

Agency console: enter the Department Name, choose the Client (or the Global (no client) option to share it with every client) and optionally a Location, then click Create Department. Client dashboard: enter the Name and a Description and click Add Department.

Note

In the client dashboard, departments the agency shares with every client are marked Shared and show Set by the agency. Only the agency can change them.

Cost Codes

For example a client's project or budget codes.

Open Cost codes

Go to Time & Pay > Cost codes.

Add one

Agency console: enter the Cost Code and a Description, choose the Client (or the Global (all clients) option, which makes the kiosk ask every worker without a code to pick one) and click Create Code. Client dashboard: enter the Code and Description and click Add Cost Code.

Retire one

Agency console: Disable. Client dashboard: Deactivate. Past hours keep their code.

Give Them to Workers

On the worker record.

Open the worker and pick a Department. Moving a worker to another department is recorded in the audit log.
Pick a Cost Code. It is then applied automatically at the kiosk with no question. A worker with no cost code is asked to choose one at the kiosk every time they clock, whenever their client has any active code, and a Global code counts for every client. Give every worker a code before you add codes, or keep codes client-only.
Worker imports can set both. See Importing Workers.

Where They Show

Reports, rules and exports.

Place Uses
Rate rules A rule can apply to one cost code only, or to any.
Attendance report Filter by department, with a Department column on screen, in the CSV and in the PDF.
Spend and margin reports Filter and group by cost code.
Sage payroll file The Cost centre column by default, and Department when no site Sage department is set. Change this on Setup > Settings under Sage payroll export.
Timesheet and Xero exports The cost code on each line.

Related guides

Agency Go-live Checklist
Creating Rate Rules
Attendance and Fulfilment
Previous Client Dashboard Settings Next Bank Holidays
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