Entering a Labour Budget into Workforce enables you to easily track schedule and timesheet costs against your budget. Labour budgets can be entered:
per location or department via the Budget Planner (see Add your budget manually)
imported from .CSV (see Import your budget from a spreadsheet)
What's covered in this guide?
Enable Labour Budgets
To make your labour budget visible in your account, you will need to enable Labour Budgets in Settings > Rota or Schedule settings > Labour Budgets.
Add your budget manually
To add a budget manually (per location or department), go to the dashboard > Weekly Planner > Budgets to get to the Budget Planner:
Ones on the Budget Planner, select the Locations and Week Start Date then select View. 📝Note: selecting a location will also load all of its departments.
Once you select one or more locations, the budgets will be displayed. Hit the 🖊️ Edit Budgets for This Location button to expose the input fields, add in your budget, and hit Save.
Important: If one of your locations or teams is joined to multiple data streams, you will not be able to edit it. See the Assign your budget to Locations or Teams section below to learn how to join or un-join data streams.
Import budget from a spreadsheet
Step 1: Download the budget template
To navigate to the import budgets page, you can select the Upload button from the weekly planner, or go to Weekly Planner > Budgets > Import Budgets button:
On the next screen you will see a link to download the labour budget CSV template, or download the template here:
Step 2: Enter your daily budget
You will enter your daily budget in the the 'Data Point' column and give your budget a Name in the 'Data Stream Name' column (this helps you identify the budget if you have multiple).
Step 3: Ensure each row contains all fields
Copy the Time, Date and Data Type fields to ensure each row contains all fields.
Step 4: Import data
Save your spreadsheet as a .CSV filetype and follow the instructions on the 'Import data' page to import the spreadsheet to Workforce.com.
📝 Important to note: You won't need to update Time or Data Type - just make sure these fields are copied to every row that contains a Data Point.
Your completed spreadsheet should look like this:
Time | Date | Data Point (Enter your daily Labor Budget in this column) | Data Type | Data Stream Name (Enter a name for your budget in this column) |
12:00 | 2021-02-11 | 1200 | Labour Budget | Labor Budget (Sydney Store) |
12:00 | 2021-02-12 | 1500 | Labour Budget | Labor Budget (Sydney Store) |
12:00 | 2021-02-13 | 2000 | Labour Budget | Labor Budget (Sydney Store) |
Step 5: Assign your budget to Locations or Teams
To assign your labour budget to a Location or a specific Team, navigate to Integrations > Manage Data Streams. You will see the Labour Budget data-stream that you named earlier and then you can do one of the following:
Assign the data-stream to a Location if the budget should apply to the entire location
Assign the data-stream to Team(s) if the budget applies to a single team or group of teams
Edit your budget
To edit budgets, go to the dashboard > Weekly Planner > Budgets to get to the Budget Planner:
Ones on the Budget Planner, select the Locations and Week Start Date then select View. 📝Note: selecting a location will also load all of its departments.
Once you select one or more locations, the budgets will be displayed. Hit the 🖊️ Edit Budgets for This Location button to expose the input fields, make changes to your budgets, and hit Save.
Important: If one of your locations or teams is joined to multiple data streams, you will not be able to edit it. See the Assign your budget to Locations or Teams section below to learn how to join or un-join data streams.
Set in hours or wages
You can change whether budgets are shown as wages or in hours by toggling the Wages/Hours toggle in the upper right-hand corner. This change will be reflected on the Weekly Planner and the rota.
You will then be asked to confirm the change before the setting is applied.
View your budget & compare costs
You can compare costs to your budget on the rota or the Weekly planner.
Schedule/rota - overview
You can view schedule costs with your budget on the schedule/rota in several ways:
View total budget when scheduling as a schedule stat:
View your current scheduled costs vs. your budget using the "Total Cost vs Labour Budget" stat:
If your budget is in hours, you can view "Total Hours vs. Labour Budget" instead:
View your SPLH based on the current schedule vs. your SPLH based on your budgeted hours:
View your Wage % of Revenue based on the current schedule vs. your Wage % of Revenue based on your labour budget:
Schedule/rota - daily
To view your total cost or total hours against your labour budget on the rota on each day, you'll want to set your pinned stats in your rota.
To set, go to rota > week view > click the stat underneath any day and select either "Total Cost vs Labour Budget" or "Total Hours vs Labour Budget":
You can also view costs by toggling to the 'day' view:
Weekly planner
Once shifts have been worked, you can view on the Dashboard > Weekly Planner widget how your schedule against timesheet costs: