What's covered in this guide?:
Enable Labour Budgets
To access our new Labour Budgets, you may first need to enable the feature.
To do this, navigate to Settings > All Settings > Rota Settings > Enable Labour Budgets (Deprecated). If this setting is already ticked, you will continue to see our old Labour Budgets.
To switch to the new Labour Budgets, simply untick this setting. Make sure to click ‘Update Settings’ at the bottom of the page to save your changes.
Note: Once you untick this setting, you will no longer be able to access the deprecated Labour Budgets. The option will disappear and cannot be re-enabled.
If you didn’t previously have this setting ticked, no action is required—you will automatically be switched to our new Labour Budgets.
Required Permissions
The following table summarises the permission settings required to view and edit Labour Budgets in Workforce.
Permission Type | Access Level |
Admin | Full, unrestricted access to Labour Budgets. |
Manager | Partial access to Labour Budgets. Managers can view and edit budgets for the locations they manage. Budgets for locations they do not manage will be hidden. |
Employee | No access to Labour Budgets. |
To learn more about permissions in Workforce, please consult our Assign Permissions to Staff and Customise Permission Checklist help guide.
Configure Labour Budgets
You can access Labour Budgets by navigating to Rotas > Tools > Edit Budgets.
You will be directed to the Budget Metrics Planner main page:
Use the side menu to toggle between the Budgeted Metrics Planner, Budgeted Sales Planner, and Budgeted Labour Planner.
From here, you have two options: you can import your labour budgets either manually or via CSV file.
Configure Labour Budgets Manually
To manually configure your Labour Budgets, select either Budgeted Metrics, Budgeted Sales, or Budgeted Labour from the side menu.
For Budgeted Metrics, choose your preferred metric: either Sales per Labour Hour (SPLH) or Wages as a Percentage of Revenue.
For Budgeted Labour, select either Hours or Cost as your preferred metric.
Next, choose a location from the dropdown menu and click ‘View.’ If needed, you can select multiple locations.
Next, click ‘Edit Budgets For This Location’ and manually input your budget data.
Click ‘Save Changes’ to save your updates or ‘Revert Current Changes’ to discard your updates and revert the budget to the last saved state.
Repeat this process for each budget type and location as needed.
Import Budgets via .CSV
To import your Labour Budget data via .CSV, click the ‘Import Budgets’ button:
Next, download the appropriate CSV template and input the appropriate budget data.
Then, select the 'Import CSV' tab, re-upload the file, and click ‘Import CSV.’
Manage Budget Settings
Click 'Settings' on the side menu to manage your budget settings.
On this page, you can select which budget statistics will be visible on the rota from the following options:
Employee Costs vs Budgeted Employee Costs
Employee Hours vs Budgeted Employee Hours
Sales vs Budgeted Sales
Sales per Labour Hour vs Budgeted Sales Per Labour Hour
Wage as % of Revenue vs Budgeted Wage as % of Revenue
Note: These statistics will not appear if you have not configured a budget.
Ensure you click 'Update Settings' at the bottom of the page to confirm your changes.
View Budget Statistics in Rotas
Once you have configured your budgets, Managers and Admins can view progress against these metrics in rotas. These statistics will not be visible to employees.
To view budget statistics, navigate to Rota, where the statistics selected in your Budget Settings will appear as progress bars on your roster. For example:
Progress bars have three states, indicating your status against the set budgets.
For Sales Budgets:
Red – Less than 80% full
Orange – Between 80% and 100% full
Green – Over 100% full
For Labour Budgets:
Green – Less than 80% full
Orange – Between 80% and 100% full
Red – Over 100% full
As you update your roster, these bars will update in real time to reflect your progress against the budget.
For example:
You can hover over a statistic to view more specific details.
From here, continue configuring your Rotas and Budget Settings to display the appropriate statistics for your tracking needs.