The Access Definitiv 3.16 release introduces a wide range of enhancements to many areas of the software, including Rostering, Compliance Module, Time and Attendance, Payroll, and a range of other changes.
These enhancements have been introduced to add additional functionality and features for all users.
Rostering
Line Manager/Position Based Rostering
In V3.16, we’re introducing our first option to restrict who can be added, viewed, and managed within a roster. Roster Managers (as assigned on the roster) will now have the ability to manage rosters based on a chosen position, restricting the roster to show only the staff who report up to the chosen position.
This functionality is controlled through a setting on the roster, allowing it to accommodate both Line Managers and centralised Roster Managers who require visibility and control over employees under a specific Position.
Please refer to the How to restrict who managers see in a roster Help Centre article for more information.
A New Look Roster Options and Roster Filters Drawer
The Roster Options and Roster Filters modal has been given a fresh new look to help improve usability as we add more settings to it. This now displays as a drawer that slides out from the right, making it consistent with other rostering features such as the Add/Edit Shift drawer.
Please refer to the Help Centre articles The new Roster Filters Drawer and The new Roster Options drawer for more information.
Other Rostering changes
Print View real estate has been reduced in order to increase the number of employees that are printed on the sheet.
To address variability in the number of days within a “month,” Roster Templates no longer support a monthly timeframe. This change prevents potential issues when importing templates into the roster.
The new "Manage Roster Options" permission introduced in V3.14 now operates independently of the Rostering reports permissions. This means that if a user has the "Manage Roster Options" permission at self-level, they will only see their rosters, even if they have access to rostering based reports.
If the "Manage Roster Options" permission is set at self-level, the Roster Manager will now be able to send out shift offers.
The Rostering[new] option in the sidebar menu under My Team/Employees > Team Roster will no longer show when the required roster permissions are not enabled.
Compliance Module
The following features are only available to clients who have purchased the Compliance Module:
Display Compliances
To assist users in rostering, compliances are now able to display a short code on shifts. This way, you can keep track of any compliances the employee has visually on the screen
Please refer to the Help Centre article Display Compliance Records in Rostering for more information.
Mandatory Compliances
Compliance can now be marked a mandatory for Rostering. This will display as an issue instead of a warning and block publishing of a Roster.
Please refer to the Enforce Compliance on Rostering Help Centre article for more information.
Other Compliance Changes
Compliance Types that have been referenced in Onboarding will now be archived rather than deleted to prevent data issues.
Employee Compliance records with more than one approver will no longer continue appearing in Daily Digest emails after one of the approvers has actioned them.
Compliance Records verified during onboarding will now retain their verification status when they are merged into the Employee Record on Onboarding completion.
Time and Attendance
Automatically Clock Off Option
A new option has been added under TimeClock Group Settings to automatically clock off employees who may have missed clocking off at the end of their shift. Once enabled, this option has a box to enter the Hours After Scheduled Start Time, which allows users to decide how long after an employee clocks on to wait before the system automatically clocks off the employee. Any timesheets created by this option will be flagged as Automatically Clocked Off and will require manual review before processing.
Note: Enabling this feature will automatically clock off any employees who meet the selected criteria; this may cause an influx of timesheets for historical employees who were never clocked off when the feature is first enabled.
Please refer to the Help Centre article Automatic Clocking Off Help Centre article for more information.
Other Time and Attendance changes
Fixed an issue where the "Round To Scheduled Start Time" option did not function when timesheets were set to "Create Timesheet in a Draft State." This option will now work as expected.
Terminated employees who have rostered shifts after the termination date will no longer show on the Unsubmitted Timesheets screen
Onboarding
The following features are only available to clients who have purchased the Onboarding Module:
The incumbent shown in the Position field in Onboarding, when set as “Search by Incumbent” has been updated to show the name of the person who is currently sitting in the applicable position. Previously, it incorrectly showed the name of the employee who was in the position one level up.
Payroll
Require Recalculation
A number of issues, such as double payments or invalid accrual movements, can be caused if you have multiple pay calendar periods open for the same employee.
Therefore, if the are multiple pay runs open for the same employee, and a change is made to 1 payrun. The other payrun will be flagged as requiring recalculation to ensure all transactions are up to date. Once published, the recalculation for the other payrun will be required 1 further time before not being flagged further.
Other payroll related changes
The Protected Earnings Amount (PEA) when deducting Child Support has been updated to include the applicable values for 2025. Any pay runs with payment dates from 1 January 2025 onwards will use the updated 2025 Protected Earnings Amount. (This item was released in the November Hotfix).
The Percentage of Gross Payments in the Super pay items will work as expected.
Resolved an issue where an overnight partial leave application was not calculating estimated hours, but was calculating in the payrun. Note: There is further work to be undertaken on when the partial overnight leave application does not calculate in the payrun.
Accrual Movements will be processed in the scenario of the Termination Date being the pay period end date.
STP Payruns report will display the FBT values if entered
Changes in other areas
As an extra security layer, employees will now receive an email and push notifications when their banking details have been updated. (This item was released in the November Hotfix).
The email notification will be sent to the Primary Email listed on the employee’s profile.
The push notification will be sent to any device where the employee is logged into the Definitiv mobile app.
Provide a warning message if the Branch Number on the Organisation Details is changed.
Email Tab in Organisation Settings has been renamed to Payslip.
Fixed an issue where a pay policy applied to a Role on the employee master record would revert to “Use Default.” The selected pay policy will now remain visible and persist correctly.
Fixed an issue in the Leave History table where the calendar in the Start or Finish fields would move along the page when the user scrolled. The calendar now remains fixed in place for a better user experience.
Platform Changes
These changes should not have any impact on user functionality.
Upgraded the underlying Microsoft framework that Definitiv runs on; to the latest .net 8. (Released with version 3.15).
Entity Framework has been upgraded to EFCore v9.