Overview
Work Rules allow you to configure specific agreements in AgriSmart that automatically calculate additional payments when certain timesheet conditions are met. In New Zealand, these are commonly referred to as Collective Agreements or Penals and in Australia, they are commonly known as Awards or Enterprise Agreements.
Activation
Contact our Support team to activate this feature in your system, specifying the name of the agreement.
Set up
For the purpose of this article, the term Award(s) is used as a general reference. In your system, this will be replaced with the name of the agreement relevant to your setup.
Awards
Add Award
- Hover over Awards on the menu bar, then hover over Awards Register, and click Add Award.
- Enter the Name (e.g. Horticulture Award).
- Enter the Code (optional) (e.g. MA000028).
- If you already have Rules set up and want to apply them to this award, select the applicable rules in the Rule field. If you haven’t set up any Rules yet, or none of the existing Rules are relevant, leave this field blank.
- Click Save.
Edit Award
- Hover over Awards on the menu bar, then click Awards Register.
- Locate the award you wish to edit, then click the pencil icon.
- Make the necessary changes, then click Save.
Deactivate Award
- Hover over Awards on the menu bar, then click Awards Register.
- Locate the award you wish to deactivate, then click the toggle switch, then OK.
Reactivate Award
- Hover over Awards on the menu bar, then click Awards Register.
- Update the Status filter dropdown to Inactive, then click GO.
- Locate the award you wish to reactivate, then click the toggle switch, then OK.
Delete Award
- Hover over Awards on the menu bar, then click Awards Register.
- Locate the award you wish to delete, then click the cross icon, then OK.
If the cross icon is not visible, it means the award is currently in use and cannot be deleted.
Conditions
Add Condition
- Hover over Awards on the menu bar, then hover over Conditions Register, and click Add Condition.
- Enter the Name (e.g. Monday–Saturday).
- Select the Type.
- If Day is selected, choose the days of the week the condition applies to (e.g. Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday — in line with the above “Monday–Saturday” title).
- If Date is selected, choose the date the condition applies to (e.g. 25/12/2025 for Christmas Day).
- If multiple dates need to be added, click Add Date, select the applicable date, and repeat as required.
- If Hours is selected, choose the days it applies to (e.g. Mon–Sat), then select a trigger (e.g. Greater than) and enter a threshold (e.g. 38).
- In this example, if an employee works on any of the selected days (Mon–Sat) and their total hours exceed 38, the condition will trigger overtime based on the rule it is assigned to.
- Click Save.
Edit Condition
- Hover over Awards on the menu bar, then click Conditions Register.
- Locate the condition you wish to edit, then click the pencil icon.
- Make the necessary changes, then click Save.
Deactivate Condition
- Hover over Awards on the menu bar, then click Conditions Register.
- Locate the condition you wish to deactivate, then click the toggle switch, then OK.
Reactivate Condition
- Hover over Awards on the menu bar, then click Conditions Register.
- Update the Status filter dropdown to Inactive, then click GO.
- Locate the condition you wish to reactivate, then click the toggle switch, then OK.
Delete Condition
- Hover over Awards on the menu bar, then click Conditions Register.
- Locate the condition you wish to delete, then click the cross icon, then OK.
If the cross icon is not visible, it means the condition is currently in use and cannot be deleted.
Rules
Add Rule
- Hover over Awards on the menu bar, then hover over Rules Register, and click Add Rule.
- Refer to the examples below for common scenarios and how to set them up.
- This guide does not include examples for the Taxable/Non-Taxable, GL Code (optional), or Award fields, as these should be straightforward to determine.
- If Payment Type is Hourly, you can select either Employee Hourly Rate or Minimum Hourly Rate in the Hourly Rate Basis field. Select the option that aligns with your agreement.
- If any other fields are not shown in an example, they are not relevant to that rule.
- After adding a rule, ensure you click Save.
Afternoon Shift
- Name: Afternoon Shift
- Type: Time
- Activity: All (assigns all billable activity codes)
- Trigger: Between
- Threshold: 6pm-12am
- Condition: Monday-Friday
- Payment Type: Hourly
- Amount/Multiplier: 1.15
Summary: The employee will be paid at 1.15 times for any hours worked between 6pm and 12am, Monday to Friday.
Night Shift
- Name: Night Shift
- Type: Time
- Activity: All (assigns all billable activity codes)
- Trigger: Between
- Threshold: 12am-8am
- Condition: Monday-Friday
- Payment Type: Hourly
- Amount/Multiplier: 1.15
Summary: The employee will be paid at 1.15 times for any hours worked between 12am and 8am, Monday to Friday.
Overtime
- Name: Overtime
- Type: Hours Per Day
- Activity: All (assigns all billable activity codes)
- Trigger: Greater than
- Threshold: 8
- Condition: Monday-Saturday
- Payment Type: Hourly
- Amount/Multiplier: 1.5
Summary: The employee will be paid at 1.5 times for any hours worked over 8 in a day, Monday to Saturday.
Overtime (Sunday – Outside Harvest)
- Name: Overtime (Sunday – Outside Harvest)
- Type: Hours Per Day
- Activity: All (assigns all billable activity codes)
- Trigger: Greater than
- Threshold: 0
- Condition: Sunday
- Payment Type: Hourly
- Amount/Multiplier: 2
Summary: The employee will be paid double time for any hours worked on Sunday outside of harvest.
Overtime (Sunday – Harvest – First 5 Hrs)
- Name: Overtime (Sunday – Harvest – First 5 Hrs)
- Type: Activity
- Activity: Picking
- Threshold: 0
- Condition: Sunday
- Payment Type: Hourly
- Amount/Multiplier: 1.5
- Capped Hours/Time: 5
Summary: The employee will be paid at 1.5 times for the first 5 hours worked on Sunday during harvest. This applies only to the activity/activities selected in the Activity field.
Overtime (Sunday – Harvest – After 5 Hrs)
- Name: Overtime (Sunday – Harvest – After 5 Hrs)
- Type: Hours Per Day
- Activity: Picking
- Trigger: Greater than
- Threshold: 5
- Condition: Sunday
- Payment Type: Hourly
- Amount/Multiplier: 2
Summary: The employee will be paid double time for any hours worked over 5 on Sunday during harvest. This applies only to the activity/activities selected in the Activity field.
Overtime (7 Days)
- Name: Overtime
- Type: Consecutive Days Per Period
- Activity: All (assigns all billable activity codes)
- Trigger: Equal to
- Threshold: 7
- Condition: Monday-Sunday
- Payment Type: Hourly
- Amount/Multiplier: 2
Summary: The employee will be paid double time for any hours worked on their 7th consecutive day within a 7 day period.
Public Holiday
- Name: Public Holiday
- Type: Activity
- Activity: All (assigns all billable activity codes)
- Threshold: 0
- Condition: Public Holiday Dates
- Payment Type: Hourly
- Amount/Multiplier: 2
Summary: The employee will be paid double time for any hours worked on a date assigned to the Public Holiday Dates condition.
Annual Leave
- Name: Annual Leave
- Type: Activity
- Activity: Annual Leave (by default, this is a paid non-billable activity code so will need to be changed to billable for this rule to apply)
- Threshold: 0
- Condition: Monday-Sunday
- Payment Type: Hourly
- Amount/Multiplier: 1.175
Summary: The employee will be paid at 1.175 times for any hours coded to Annual Leave.
Meal Allowance
- Name: Meal Allowance
- Type: Hours Per Day
- Activity: All (assigns all billable activity codes)
- Trigger: Greater than or equal to
- Threshold: 10
- Condition: Monday-Sunday
- Payment Type: Fixed
- Amount/Multiplier: 12.00
Summary: The employee will be paid $12.00 on any day they work 10 or more hours.
Edit Rule
- Hover over Awards on the menu bar, then click Rules Register.
- Locate the rule you wish to edit, then click the pencil icon.
- Make the necessary changes, then click Save.
Deactivate Rule
- Hover over Awards on the menu bar, then click Rules Register.
- Locate the rule you wish to deactivate, then click the toggle switch, then OK.
Reactivate Rule
- Hover over Awards on the menu bar, then click Rules Register.
- Update the Status filter dropdown to Inactive, then click GO.
- Locate the rule you wish to reactivate, then click the toggle switch, then OK.
Delete Rule
- Hover over Awards on the menu bar, then click Rules Register.
- Locate the rule you wish to delete, then click the cross icon, then OK.
If the cross icon is not visible, the rule is either in use or assigned to an Award.
To attempt deletion, edit the rule, remove the award from the Award field, and click Save.
If the cross icon is still not visible, the rule has already been applied to an employee’s timesheet and cannot be deleted.
Reporting
To access the report, hover over Awards on the menu bar, then click Award Payments.
The Award Payments report shows a breakdown of all payments based on the filters selected.
Use the filters at the top of the screen to refine the report, including Team Member, Location, Team, Date range, Pay period, Type, Payment Type, Taxable/Non-Taxable, Rule, and Award. Once selected, click GO to load the results.
Each line in the report represents a payment generated by a rule. The columns display:
- Team Member: The employee the payment relates to
- Pay Period: The pay period the payment falls within
- Amount: The total value of the payment generated by the rule
- Type: The rule type (e.g. Time, Activity)
- Payment Type: How the payment is calculated (e.g. Hourly, Fixed)
- Taxable/Non-Taxable: Whether the payment is taxed
- Rule: The name of the rule that generated the payment
- Award: The Award the rule is assigned to
Use Export or Print to download or print the report.