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

1. Hover over Awards on the menu bar, then hover over Awards Register, and click Add Award.
2. Enter the Name (e.g. Horticulture Award).
3. Enter the Code (optional) (e.g. MA000028).
4. 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.
5. Click Save.

Edit Award

1. Hover over Awards on the menu bar, then click Awards Register.
2. Locate the award you wish to edit, then click the pencil icon.
3. Make the necessary changes, then click Save.

Deactivate Award

1. Hover over Awards on the menu bar, then click Awards Register.
2. Locate the award you wish to deactivate, then click the toggle switch, then OK.

Reactivate Award

1. Hover over Awards on the menu bar, then click Awards Register.
2. Update the Status filter dropdown to Inactive, then click GO.
3. Locate the award you wish to reactivate, then click the toggle switch, then OK.

Delete Award

1. Hover over Awards on the menu bar, then click Awards Register.
2. 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

1. Hover over Awards on the menu bar, then hover over Conditions Register, and click Add Condition.
2. Enter the Name (e.g. Monday–Saturday).
3. 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 Job is selected, choose the job(s) the condition applies to. You can select one or multiple jobs. This means the additional amount specified in the rule will only be applied when an employee works on one of the selected jobs, based on the Job recorded on their timesheet.
   • 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.
   • If Unpaid Break is selected, enter the required break duration and select the applicable unpaid time activity code. You may need to create a suitable unpaid time activity code (such as Meal Break) before setting up this condition. This condition is used when setting up a Working Through a Meal Break rule. For example, enter 0.5 hours and select Meal Break as the break activity code. When this condition is assigned to the rule, the employee will be paid overtime until they record a Meal Break of at least 30 minutes.
4. Click Save.

Edit Condition

1. Hover over Awards on the menu bar, then click Conditions Register.
2. Locate the condition you wish to edit, then click the pencil icon.
3. Make the necessary changes, then click Save.

Deactivate Condition

1. Hover over Awards on the menu bar, then click Conditions Register.
2. Locate the condition you wish to deactivate, then click the toggle switch, then OK.

Reactivate Condition

1. Hover over Awards on the menu bar, then click Conditions Register.
2. Update the Status filter dropdown to Inactive, then click GO.
3. Locate the condition you wish to reactivate, then click the toggle switch, then OK.

Delete Condition

1. Hover over Awards on the menu bar, then click Conditions Register.
2. 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

1. Hover over Awards on the menu bar, then hover over Rules Register, and click Add Rule.
2. 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.
3. After adding a rule, ensure you click Save.

Common Examples

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.

Working Though a Meal Break

• Name: Working Through a Meal Break
• Type: Hours Per Day
• Activity: All (assigns all billable activity codes)
• Trigger: Greater than
• Threshold: 5
• Condition: Meal Break
• Payment Type: Hourly
• Amount/Multiplier: 2

Summary: Under some awards, an employee must receive a meal break of between 30 minutes and one hour no later than five hours after commencing ordinary hours, unless a different time has been agreed. If the employee is instructed to continue working during their recognised meal break, they must be paid 200% of their ordinary hourly rate until they are released for a meal break of at least 30 minutes. When this rule is assigned, AgriSmart will apply double time after five hours if a Meal Break of at least 30 minutes has not been recorded. Once the break is recorded, the employee will return to the rate that would otherwise apply. This rule only works for timesheets with start and end times. Meal breaks must be recorded using the Meal Break unpaid time activity code. If breaks are not recorded, AgriSmart will treat the employee as having worked through their meal break and incorrectly apply double time after five hours.

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

Example 1: Hours worked in a day

Scenario: Employees are entitled to a meal allowance if they work 10 or more hours in a day.

• 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: 10.00

Summary: The employee will receive a $10.00 meal allowance on any day they work 10 or more hours.

Example 2: Start and finish times

Scenario: Employees are entitled to a meal allowance if they start before 8:00am and finish after 6:30pm.

• Name: Meal Allowance
• Type: Time
• Activity: All (assigns all billable activity codes)
• Trigger: Not Between
• Threshold: 8:00am-6:30pm
• Condition: Monday-Sunday
• Payment Type: Daily
• Amount/Multiplier: 10.00

Summary: The employee will receive a $10.00 meal allowance on any day they start work before 8:00am and finish after 6:30pm.

Edit Rule

1. Hover over Awards on the menu bar, then click Rules Register.
2. Locate the rule you wish to edit, then click the pencil icon.
3. Make the necessary changes, then click Save.

Deactivate Rule

1. Hover over Awards on the menu bar, then click Rules Register.
2. Locate the rule you wish to deactivate, then click the toggle switch, then OK.

Reactivate Rule

1. Hover over Awards on the menu bar, then click Rules Register.
2. Update the Status filter dropdown to Inactive, then click GO.
3. Locate the rule you wish to reactivate, then click the toggle switch, then OK.

Delete Rule

1. Hover over Awards on the menu bar, then click Rules Register.
2. 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.

Assign Awards

Assign an Award

Individual employee

1. Hover over Setup on your menu bar and click Team Manager.
2. Navigate to the applicable employee, then click on their name to open their profile.
3. Scroll down to the Award section.
4. Click + Add Award.
5. Select the applicable Award from the dropdown.
6. The Effective Date will default to today’s date. Update this date if required.
7. Click Save.

Multiple employees

1. Hover over Setup on the menu bar, then hover over Team Manager and click Bulk Team Manager.
2. Apply any filters as required, then click GO.
3. Locate the Awards column in the table.
4. In the yellow box under Awards, select the applicable Award. To select multiple Awards, hold down the Ctrl key while making your selections.
5. Click the downward arrow to apply the selected Award(s) to all employees currently shown in the table.
6. The Award Effective Date will default to today’s date. To change this, locate the Award Effective Date column and select the applicable date using the date selector in the yellow section. Click the downward arrow to apply the date to all employees currently shown in the table.
7. Locate the Update Team Member column on the far left of the table.
8. To select all employees shown in the table, tick the checkbox in the yellow section at the top of the column, then click the arrow directly underneath it.
9. To exclude specific employees, untick the checkbox on their row.
10. To only update certain employees, tick the checkbox for each applicable employee.
11. Click Save.

Update Award Effective Date

Individual employee

1. Hover over Setup on your menu bar and click Team Manager.
2. Navigate to the applicable employee, then click on their name to open their profile.
3. Scroll down to the Award section.
4. Next to the applicable Award, update the Effective Date.
5. Click Save.

Multiple employees

1. Hover over Setup on the menu bar, then hover over Team Manager and click Bulk Team Manager.
2. Apply any filters as required, then click GO.
3. Locate the Award Effective Date column in the table.
4. In the yellow box under Award Effective Date, select the applicable date.
5. Click the downward arrow to apply the date to all employees currently shown in the table.
6. Locate the Update Team Member column on the far left of the table.
7. To select all employees shown in the table, tick the checkbox in the yellow section at the top of the column, then click the arrow directly underneath it.
8. To exclude specific employees, untick the checkbox on their row.
9. To only update certain employees, tick the checkbox for each applicable employee.
10. Click Save.

Add an Award Expiry

Individual employee

1. Hover over Setup on your menu bar and click Team Manager.
2. Navigate to the applicable employee, then click on their name to open their profile.
3. Scroll down to the Award section.
4. Next to the applicable Award, enter the expiry date in the Expiry Date (optional) field.
5. Click Save.

Multiple employees

1. Hover over Setup on the menu bar, then hover over Team Manager and click Bulk Team Manager.
2. Apply any filters as required, then click GO.
3. Locate the Award Expiry Date column in the table.
4. In the yellow box under Award Expiry Date, select the applicable date.
5. Click the downward arrow to apply the date to all employees currently shown in the table.
6. Locate the Update Team Member column on the far left of the table.
7. To select all employees shown in the table, tick the checkbox in the yellow section at the top of the column, then click the arrow directly underneath it.
8. To exclude specific employees, untick the checkbox on their row.
9. To only update certain employees, tick the checkbox for each applicable employee.
10. Click Save.

Remove an Award

An Award can only be removed from an employee on an individual basis.

1. Hover over Setup on your menu bar and click Team Manager.
2. Navigate to the applicable employee, then click on their name to open their profile.
3. Scroll down to the Award section.
4. Next to the Award you want to remove, click the cross icon.
5. Click Save.

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.