Base rates will automatically pull from the staff settings in your WorkflowMax / Xero Practise Manager account. The challenge with base rates in WFM / XPM is that these do not update historically. WFM / XPM’s base rates only take effect from the date these are updated in the system. This can result in inaccurate team performance & job costing reporting if your base rates have been incorrectly entered or have never been entered into WFM / XPM.
Link reporting enables us to enter and historically capture the base rates. This ensures the team performance and job profitability reporting is calculated correctly. The account owner has the ability to assign base rates to staff members in the base rate mappings settings.
To set up base rate mappings:
1. Login to your account
2. Click on the icon in the top right corner > Base Rate Mappings
3. Click on the view symbol next to a staff members name > enter base rates for the staff member.
For a live demo of Base Rates mappings you can watch our training video here.
The Base rate mappings section lists all of your staff on the left hand side. Please note all staff who have ever entered time sheets in your account will appear on this list (whether currently employed or inactive). If a staff member is no longer employed then base rates do not need to be entered for this staff member. The staff member will have been removed from the team performance report or individual summary report when setting up Staff Mappings.
You can populate base rates as far back as you choose. To auto-populate the entire year use the green arrow symbol that will pop up when entering the first months base rate. After a staff members mappings are entered click the save button on the bottom right hand corner of the page.
We recommend entering the base rates into Link Reporting at raw cost (the salary or wage you are paying your staff). The reason for this is it allows you to run your team performance reporting based on raw cost and we have the ability to split out our company overheads apportionment for job profitability. When looking at the team members profit or ROI which is calculated based on the cost (base rate) this is the fairest way to look at our performance for our team members. The cost should be relative to what we are paying them rather than the company overheads. For example if the overheads of the business increased we wouldn't expect our team members ROI to go down. Please be aware that Link Reporting does not yet have user permissions so if base rates are entered in a raw cost, all users will see this data on the team reports.
An example of completed Staff Mappings is below: