Operatives

The Operatives area provides a range of views and functionalities to manage Operatives within the system. It consists of two main views: Overview and Payment View, each offering distinct information and management capabilities.

The Operatives area contains a Quick Search feature which targets the Operative column.

The Operatives dropdown filter provides three options: All Operatives, Active Operatives, and Inactive Operatives. The sections below explain what each option displays.

• All Operatives – Displays all non-deleted Users in the system.
• Active Operatives – When Active Operatives is selected, the Operatives area displays all non-deleted users who have the Active checkbox enabled on their Operative Details page.
• Inactive Operatives – When Inactive Operatives is selected, the Operatives area displays all non-deleted users who have the Active checkbox disabled on their Operative Details page.

The Site dropdown filter lists all non-deleted Sites in the system. Selecting a Site filters the table to display only the users who are currently assigned to that Site.

Operatives Overview

The Operatives Overview table contains multiple columns that provide users with detailed information about each Operative. The sections below explain the purpose and content of each column.

• Operative – The Operative column displays the name of each user, derived from the First Name and Last Name fields on the User Details page.
• User Type – The User Type column displays one of three possible options for each user: Operative, Contract Manager, or Customer Care Engineer. The value is derived from the User Type dropdown on the User Details page.
• Regions – The Regions column displays the Regions currently assigned to the user, as selected in the Regions multi-select on the User Details page.
• Sites – The Sites column displays the Sites currently assigned to the user, as selected in the Operative Sites multi-select on the Operative Details page. If a user is assigned multiple Sites, only two or three may be visible in the column depending on the length of the names. Hovering over the Sites displays a tooltip showing the full list of Sites assigned to the user.
• Consumables Cost – The Consumables Cost column displays the Total Cost of Consumables requested by the user through the Operative Portal over the last 30 days, which have subsequently been Approved & Sent via the Admin site.

While in the Operatives Overview, the user can select a record from the table. The system will then navigate directly to the selected user’s Operative Details page.

Operative Records

Operative Details

The Operative Details page displays key information for each Operative. Each field on the page is described below:

• Name – This section is read-only and displays the Operative’s Name, which is derived from the First Name and Last Name fields in the User Details page.
• Telephone – This section is read-only and displays the Operative’s Telephone number, which is derived from the Telephone field in the User Details page.
• Mobile – This section is read-only and displays the Operative’s Mobile number, which is derived from the Mobile field in the User Details page.
• Email – This section is read-only and displays the Operative’s Email Address, which is derived from the Email Address field in the User Details page.
• Operative Regions – When the user enters Edit mode, this becomes an editable multi-select listing all non-deleted Regions in the system. One or more Regions can be selected for the Operative. The selected Regions determine which Sites are available in the Operative Sites multi-select, based on the Regions assigned to each Site in the Site Details page.
• Operative Sites – When the user enters Edit mode, this becomes an editable multi-select listing all non-deleted, Active Sites in the system that are assigned to the Regions selected in the Operative Regions multi-select. Operative and Contract Manager User Types are limited to a maximum of 15 Sites. In contrast, Customer Care Engineers are not subject to any Site limit.
• Start Date – When the user enters Edit mode, this becomes an editable date selector that allows selection of any date representing the Operative’s Start Date.
• Leave Date – When the user enters Edit mode, this becomes an editable date selector that allows selection of any date representing the Operative’s Leave Date.
• ID Card Number – When the user enters Edit mode, this field becomes an editable text field where the Operative’s ID Card Number can be entered.
• Sub-Contractor – The status of this checkbox determines whether the Operative is classed as a Sub-Contractor. When selected, a 20% Sub-Contractor Rate is applied to the Operative’s Payslip.
• Active – The status of this checkbox determines whether the Operative record is Active. When deselected, the Operative will not appear for selection in other parts of the system

Operative Task List

The Operative’s Task List table displays all Tasks currently assigned to the selected Operative.

The section includes a Quick Search feature, which searches within the Name column.

The Site dropdown filter lists all Sites the Operative is currently assigned to, based on the Operative Sites multi-select in the Operative Details page.

The Active dropdown filter is also available with two options: Active and Completed. When Active is selected, the table displays only Tasks that are not marked as Completed. When Completed is selected, the table displays only Tasks where the Completed checkbox has been selected within the Task.

A Task can be selected from the table at any time for viewing, and the Task modal will be pre-populated with the data previously entered for that Task. When the user enters Edit mode and selects a Task from the table, the fields within the Task modal become editable.

The only differences between viewing a Task from the Operative’s Task List area and the main Tasks area are that the User field is not displayed, meaning Tasks cannot be assigned or unassigned from users within the Operative’s Task List area, and that Tasks created via Contract Manager Form submission through the Operative Portal will not include the Download Report section when viewed in the Operative’s Task List area, unlike in the main Tasks area.

When the user enters Edit mode, an Add Task button is displayed. When selected, the system opens the Task popup, allowing the user to enter Task details such as Name, Description, Site, Plot Number, and alter the Completed status, as well as upload images.

Each section of the Task popup is described below, outlining the purpose and functionality of each field available when creating or editing a Task:

• Name – This is a free-text field that allows the user to enter the desired Name for the Task being created or edited.
• Description – This is a free-text field that allows the user to enter the desired Description for the Task being created or edited.
• Site – This dropdown lists all Sites currently assigned to the Operative, as defined in the Operative Sites multi-select within the Operative Details page. A Task may not have a Site assigned, as selecting a Site is not a mandatory requirement when creating a Task.
• Plot Number – This dropdown remains empty until a Site has been selected from the Site dropdown. Once a Site is selected, it populates with all non-deleted Plots associated with that Site, displayed by Plot Number. A Task may not have a Plot Number assigned, as selecting a Plot Number is not a mandatory requirement when creating a Task.
• Completed – The status of this checkbox determines whether the Task is marked as Completed.
• Images – The Images section includes a camera icon, when this is selected it opens the user’s File Explorer to allow image upload. Multiple images can be uploaded if required. Uploaded images are displayed within the Images section, each with a bin icon next to them. When the bin icon is selected, a confirmation popup appears asking, Are you sure you want to delete the image?. If Yes is selected, the image is removed from the Task.

The Task List table contains multiple columns that display key information for each Task, as described below:

• Name – Displays the name of each Task, which is derived from the Name field within the Task.
• Contracts Manager – Displays the Contract Manager User Types that currently have the selected Site assigned.
• Description – Displays the Description for each Task, which is derived from the Description field within the Task.
• Site – Displays the Site assigned to each Task, which is derived from the Site dropdown within the Task.
• Plot Number – Displays the Plot Number assigned to each Task, which is derived from the Plot Number dropdown within the Task.
• Status – Displays the current status of the Task, which is either Active or Completed, depending on whether the Completed checkbox has been selected within the Task.

Operative Work Submissions

The Operative’s Work Submissions list table displays all Work Submissions associated with the selected Operative.

This section includes a Quick Search feature that targets the Submission column.

A Site dropdown filter is available, listing all Sites currently assigned to the Operative, based on the Operative Sites multi-select in the Operative Details page.

A Status dropdown filter is also available with three options: Pending, Rejected, and Accepted. When Pending is selected, the table displays only Work Submissions associated with the Operative that are currently Pending. When Rejected is selected, it displays only Work Submissions with a Rejected status. When Accepted is selected, it displays only Work Submissions with an Accepted status.

The Work Submissions table contains multiple columns that display key information for each Work Submission associated with the selected Operative, as described below:

• Submission – Displays the Work Submission Number for each Work Submission, which is automatically generated by the system when the Work Submission is created.
• Site – Displays the Site associated with each Work Submission, which is selected during Work Submission creation.
• Plot – Displays the Plot associated with each Work Submission, which is selected during Work Submission creation.
• Amount – Displays the amount that is associated with each Work Submission. This is calculated by looking at the Costs of the Labour Items that exist in the Work Submission.
• Status – Displays the current Status of each Work Submission, which can be Pending, Rejected, or Accepted, depending on whether the Work Submission has been Accepted or Rejected.

Operative Qualifications

The Operative’s Qualifications list table displays all User Qualifications that have been added to the selected Operative.

This area includes a Quick Search feature that targets the Qualification column.

The Qualifications table contains multiple columns that display key information for each Qualification, as described below:

• Qualification – Displays the Name of each Qualification that has been added, which is derived from the Qualification field in the User Qualification Details page.
• Accreditation Date – Displays the Accreditation Date for each Qualification, which is derived from the Accredited Date field within the User Qualification Details page.
• Expiration Date – Displays the Expiration Date for each Qualification, which is derived from the Expiration Date field within the User Qualification Details page.

The user can select a Qualification from the table, which will navigate directly to the User Qualification Details page for the selected Qualification.

Operative Payslips

The Operative Payslips table lists all Submitted Payslips for the selected Operative.

The Operative Payslips section contains a Quick Search feature which targets the Issuer column.

The Payslips table contains multiple columns that display key information for each Payslip Submitted for the selected Operative and also provides the ability to download the Operative’s Payslips. Each column in the table is described below:

• Issuer – Displays the First Name and Last Name of the user who submitted the Payslip, which is derived from the User Details page for that user.
• Amount – The figure in the Amount column represents the amount paid to the Operative in each Payslip, including any Additions & Deductions applied.
• Date – The Date column displays the Date the Payslip was Submitted.
• Time – The Time column displays the Time the Payslip was Submitted.
• Download – When the Download icon is selected, the system automatically downloads the PDF for the selected Payslip. This is the same PDF that is attached to the Payslip Email when it is sent.

The PDF contains a range of information, as described below:

• Company Details – The Company Details section, located in the top-left corner of the Payslip, is derived from the Company Details fields in the Settings Details page.
• Engineer – The Engineer represents the Operative for whom the Payslip has been submitted.
• Works Complete W.E – Displays the week-ending date for the works that have been paid, which is calculated using the Operative Payment Approval Period and End of Week Day fields in the Settings Details page.
• Authorised By – The Authorised By user is the user who submitted the Payslip for the Operative.
• Authorised Contract Works
  • Builder – Displays the Client associated with the work that has been paid for the Plot Build Stage.
  • Site – Displays the Site associated with the work that has been paid for the Plot Build Stage.
  • Plot – Displays the Plot associated with the work that has been paid for the Plot Build Stage.
  • Fix – Displays the Plot Build Stage associated with the work that has been paid.
  • Total – Displays the Total Value of the Contract Works that have been paid for the Plot Build Stage, which is calculated based on the Accepted Work Submissions that have been Submitted against the Plot Build Stage before the relevant week-ending period.
• Authorised Dayworks/Variations
  • Builder – Displays the Client associated with the work that has been paid for the Variation.
  • Site – Displays the Site associated with the work that has been paid for the Variation.
  • Ref – Displays the Variation Number for the Variation for which the works have been paid.
  • Total – Displays the Total Value of the Variation Works that have been paid for the Variation, which is calculated based on the Accepted Work Submissions that have been Submitted against the Variation before the relevant week-ending period.
• Additions/Deductions
  • Name – Displays the name of the Addition or Deduction, which can be manually entered in the Additions & Deductions popup, or it may be a Variation Number with a Labour Item or Material Name if the Operative has an Internal Charge on the Variation, or a Contra Charge Name if one has been claimed against the Operative.
  • Value – Displays the value of the Addition or Deduction. If it is a Deduction, the Value will be shown as a negative amount.
• Sub-Total – The Sub-Total figure represents the combined total of Contract Works, Variation Works, and any Additions or Deductions.
• Add 20% Sub-Contractor Rate – This is only displayed if the Sub-Contractor checkbox is selected in the Operative Details page. The figure represents 20% of the total Contract Works and Variation Works in the Payslip, excluding any Additions and Deductions.
• Total Pay Before Tax – The Total Pay Before Tax figure is the combined total of the Sub-Total and the 20% Sub-Contractor Rate figure.

Operatives Payment View

To switch to the Operatives Payment View, the user can select the SWITCH TO PAYMENT VIEW button located in the top-left-hand corner. The system will then switch to the Payment View.

The Operatives Payment View table contains multiple columns that display key payment-related information for each Operative. Each column in the table is described below:

• Operative – The Operative column displays the First Name and Last Name of the Operative, which are derived from the First Name and Last Name fields on the User Details page.
• Submissions Approved – This figure represents how many Work Submissions have been Accepted before the End Of Week Day but have not yet been paid. Once the Operative has been paid, the Submissions Approved figure is reset to 0 to indicate that all Accepted Work Submissions have been paid to the Operative.
• Submissions Not Approved – This figure represents the number of Work Submissions that were submitted before the End of Week Day but have not been Accepted.
• Pay – The status of this checkbox determines whether a Payslip will be submitted for the Operative. When selected, the Work Submission Total column is updated to display the amount the Operative will be paid.
• Work Submission Total – This figure is initially displayed as £0.00 and only updates when the Pay checkbox is selected for the Operative. Once selected, it reflects the amount to be paid, calculated based on the Costs and Payment Split of the Accepted Work Submissions associated with that Operative. Once the Operative has been paid, the Work Submission Total figure is reset to 0 to indicate that there are no remaining Accepted Work Submissions pending payment.
• + / – Amount – This figure represents the Additions and Deductions amount that will be included in the Payslip. If Deductions exceed Additions, the value is displayed as a negative amount.
• View Additions – When the View Additions button is selected, the system displays the Additions & Deductions popup, where Additions and Deductions can be viewed, added, and deleted.
• Preview Payslip – When the Preview Payslip button is selected, the system displays the Preview Payslip popup. This provides a summary of Contract Works, Variation Works, Sub-Total, the 20% Sub-Contractor Rate (if the Sub-Contractor checkbox is selected in the Operative Details page), and the Total Pay Before Tax. Additions and Deductions are not included in this popup.

Paying an Operative

To pay an Operative, the user can select the Pay checkbox for individual Operatives, or use the Select All button in the top-right corner to automatically select all Operatives. The Select None button can be used to deselect all selected Operatives.

Once the required Operatives have been selected, the user can click the green SUBMIT button located in the bottom-right of the table footer. The system will then instantly create Payslips for all selected Operatives, send the Payslip Email to each selected Operative, and add the generated Payslip to the Operative Payslips area for each respective Operative.

After payment has been processed, the Submissions Approved figure is reset to 0 for each Operative that has been paid to indicate that all approved submissions have been paid. The Work Submission Total & + / – Amount is also reset to £0.00.

Additions & Deductions

When the user selects the View Additions button for an Operative, the system displays the Additions & Deductions popup.

This may be pre-populated if an Internal Charge Variation has been created and the Operative has been added as a Chargeable Operative, with Materials and Labour marked against them as an Internal Charge. When a Work Submission is Accepted for that Internal Charge Variation, or a Purchase Order is Sent, the system automatically adds the Internal Charge Deduction to the Additions & Deductions popup for the Operative. This is displayed using the Variation Number followed by the Material or Labour Item name in the Name column, while the Type column shows Miscellaneous for this type of deduction.

The Value column for these types of Deductions is calculated by taking the Cost of the Materials and Labour Items and multiplying it by the Quantity applied in the Chargeable Operatives section.

Also, this may be pre-populated if a Contra Charge has been created against the Operative and approved and claimed within an Application in the Sales Application Contra Charges section.

This is displayed by showing the Contra Charge Name in the Name column, and the Type for this type of Deduction is shown as Miscellaneous.

The Value column for the Contra Charge Deduction is calculated based on the Value set in the Deductibles sub-tab within the Contra Charge for the relevant Operative.

Preview Payslip

When the Preview Payslip button is selected, the system displays the Preview Payslip popup. This provides a summary of Contract Works, Variation Works, Sub-Total, the 20% Sub-Contractor Rate (if the Sub-Contractor checkbox is selected in the Operative Details page), and the Total Pay Before Tax. Additions and Deductions are not included in this popup.

The Preview Payslip popup provides a breakdown of the key payment components included in the Payslip. Each section within the popup is described below:

• Authorised Contract Works
  • Builder – Displays the Client associated with the work that is going to be paid for the Plot Build Stage.
  • Site – Displays the Site associated with the work that is going to be paid for the Plot Build Stage.
  • Plot – Displays the Plot associated with the work that is going to be paid for the Plot Build Stage.
  • Fix – Displays the Plot Build Stage associated with the work that has been paid.
  • Total – Displays the Total Value of the Contract Works that is going to be paid for the Plot Build Stage, which is calculated based on the Accepted Work Submissions that have been Submitted against the Plot Build Stage before the relevant week-ending period.
• Authorised Dayworks/Variations
  • Builder – Displays the Client associated with the work that is going to be paid for the Variation.
  • Site – Displays the Site associated with the work that is going to be paid for the Variation.
  • Ref – Displays the Variation Number for the Variation for which the works are going to be paid for.
  • Total – Displays the Total Value of the Variation Works that are going to be paid for the Variation, which is calculated based on the Accepted Work Submissions that have been Submitted against the Variation before the relevant week-ending period.
• Sub-Total – The Sub-Total figure represents the combined total of Contract Works & Variation Works and excludes any Additions or Deductions.
• Add 20% Sub-Contractor Rate – This is only displayed if the Sub-Contractor checkbox is selected in the Operative Details page. The figure represents 20% of the total Contract Works and Variation Works in the Payslip, excluding any Additions and Deductions.
• Total Pay Before Tax – The Total Pay Before Tax figure is the combined total of the Sub-Total and the 20% Sub-Contractor Rate figure.

Payslip Email

When a payment is submitted for an Operative, the system sends a Payslip Email to the selected Operative’s Email Address, as well as the system Payments Email. These Email Addresses are derived from the Email Address field in the User Details page and the Payments Email field in the Settings Details page.

The email that is sent is derived from the Payslip Created template from the Email Templates area.

A PDF is also attached to the email, which contains the Operative’s Payslip.

The PDF contains a range of information, as described below:

• Company Details – The Company Details section, located in the top-left corner of the Payslip, is derived from the Company Details fields in the Settings Details page.
• Engineer – The Engineer represents the Operative for whom the Payslip has been submitted.
• Works Complete W.E – Displays the week-ending date for the works that have been paid, which is calculated using the Operative Payment Approval Period and End of Week Day fields in the Settings Details page.
• Authorised By – The Authorised By user is the user who submitted the Payslip for the Operative.
• Authorised Contract Works
  • Builder – Displays the Client associated with the work that has been paid for the Plot Build Stage.
  • Site – Displays the Site associated with the work that has been paid for the Plot Build Stage.
  • Plot – Displays the Plot associated with the work that has been paid for the Plot Build Stage.
  • Fix – Displays the Plot Build Stage associated with the work that has been paid.
  • Total – Displays the Total Value of the Contract Works that have been paid for the Plot Build Stage, which is calculated based on the Accepted Work Submissions that have been Submitted against the Plot Build Stage before the relevant week-ending period.
• Authorised Dayworks/Variations
  • Builder – Displays the Client associated with the work that has been paid for the Variation.
  • Site – Displays the Site associated with the work that has been paid for the Variation.
  • Ref – Displays the Variation Number for the Variation for which the works have been paid.
  • Total – Displays the Total Value of the Variation Works that have been paid for the Variation, which is calculated based on the Accepted Work Submissions that have been Submitted against the Variation before the relevant week-ending period.
• Additions/Deductions
  • Name – Displays the name of the Addition or Deduction, which can be manually entered in the Additions & Deductions popup, or it may be a Variation Number with a Labour Item or Material Name if the Operative has an Internal Charge on the Variation, or a Contra Charge Name if one has been claimed against the Operative.
  • Value – Displays the value of the Addition or Deduction. If it is a Deduction, the Value will be shown as a negative amount.
• Sub-Total – The Sub-Total figure represents the combined total of Contract Works, Variation Works, and any Additions or Deductions.
• Add 20% Sub-Contractor Rate – This is only displayed if the Sub-Contractor checkbox is selected in the Operative Details page. The figure represents 20% of the total Contract Works and Variation Works in the Payslip, excluding any Additions and Deductions.
• Total Pay Before Tax – The Total Pay Before Tax figure is the combined total of the Sub-Total and the 20% Sub-Contractor Rate figure.