Frequently Asked Questions (FAQs)

Updated 3 weeks ago by Carl Andreasson

Transitioning to Neo from Classic

Q: Does Neo keep our configuration from Classic?

A: Yes, you do however have to configure the new concepts of Roles and Access Rights in Neo.

Q: Is there a cost to upgrade to Neo?

A: No!

Q: Can we migrate our fixed schedules? 

A: Yes, contact our Support team.

Q: When will Classic be shut down?

A: Classic will not be reachable after 2020-12-31 as browsers will no longer support Flash after that date. For more information, please see announcement from Adobe and major web browser vendors:

Q: Will our Single Sign On process be affected by Neo?

A: No.

Q: Will the mobile app change?

A: The Quinyx mobile app remains the same when upgrading to Neo, however, the mobile team always continues to make improvements to it, so be sure to always update to the latest version. 

General usage

Q: Can we work both in Classic and in Neo?

A: Yes, Classic and Neo communicate with the same database, so any change you make in one of the interfaces is reflected in the other. 

Q: Is there a Staff Portal for Neo?

A: Not yet, but we release one by the end of 2020. It will, however, be extremely basic so as to incentivize employees to use the mobile app.

Q: Are there trainings available?

A: Yes, all available trainings, upcoming live sessions, and recordings are available here. 

Q: Is there a Neo test environment?

A: Yes. web-rc.quinyx.com

Q: Can opening hours be set in Neo?

A: Not at this time. But regular opening hours together with deviating days is something we will support in the future.

Using Quinyx Neo

Roles and Access Rights

Q: How do Admin Groups work in Neo?

A: Admin groups are not currently a feature in Neo, instead an attesting manager can create a filter for their direct reports at the regional level.

Q: What is the purpose of inherited group members and them being visible in all underlying units?

A: The purpose of inherited members is to give the person access to everything below where he/she is added. So if a person is added as for example a District Manager on a District he/she will be an inherited member of all units and sections below that. The District Manager role will be inherited down so that he/she have the same access on all groups. In the schedule view you can choose to only see people that belong to a specific unit in order to not see inherited members. The same type of filters will be added to “People” later on.

Q: I cannot login to Neo, what is wrong?

A: Have a superuser colleague ensure that you have the correct role.

Q: What does the role None mean?

A: It can mean that the user has no role in the unit you are currently viewing, but rather on for example a section. In the example, Axl has no role on Store 1, but is however a section manager on the section KÖK. You can click on None to see more detail.

Q: How do I share a staff member to several units?

A: Currently you share an employee to other units in the staff card.

Please note - once we move mobile access rights from Classic to Neo, this process will change and you will share a staff member by selecting the role and Share employee (the 2nd screenshot). Keep yourself updated on release notes.

Q: What is the difference between staff category and role?

A: Staff category is a legacy concept for access rights that will not be used in Neo. Role is a new Neo concept for managing permissions.

Absence

Q: How do I select to keep, unassign or reassign underlying shifts when adding an absence?

A: The selection is made when adding the absence. The choice will be the same for all shifts in the absence period.

Q: When a person is absent and someone else is assigned to the shift, does Neo show the audit trail of who the shift originally belonged to? 

A: The audit trail itself cannot be viewed in Neo, but is still visible in Classic and recorded in the Schedule Logs.

Q: Can I add a part time absence as a percentage? 

A: Yes

Q: How do you add an absence when you already have an part-time absence ( For example  part time sick 25% for 4 weeks, with 3 days of vacation in the middle)?

A: The outcome you are looking for is currently only possible if you add three individual absences - one part-time sick leave 25% for the first period, followed by another (full-time?) absence of three days, in turn followed by a part-time sick leave of 25% during the third period. Support for adding overlapping absences, i.e. you add the 3 days of vacation on top of the already existing part-time sick leave, is being added in the sprints to come.

Organisation

Q: Can I see more than one unit in the schedule? 

A: Yes, if they are in a district. Select the district to view the schedules for the entire district. 

Q: Can I schedule on a section level?

A: Yes, you can create and roll out a base schedule on a section, as well as publish on a section level. Just be sure to access the section in the org tree first.

 

Q: What do shared employees look like in the schedule?

A:

Daenerys belongs to another unit, but is scheduled in mine on Monday - gray lined background with a shift on it. 

Kurt belongs to my unit but is scheduled elsewhere on Tuesday - gray lined background that includes an indication of where and when he is working.

People

Q: Locked employees do not appear in Neo, how do we unlock?

A: Unlocking an employee is still something that you must do in Classic. It will be added to Neo shortly. 

Q: How do I get an overview of everyone’s assigned role in Neo?

A: Currently you can see roles by clicking through the Organisation under Account settings, or viewing roles under the Peoples tab. We will look at possibly adding a report at some point in the future.

Q: Can we bulk import employees to Neo?

A: The excel import function is not currently available, however we can help you create new users in bulk via our api. Contact support if needed. 

Agreement Templates

Q: How do I create an agreement template in Neo?

A: At this point agreement templates are still created in Classic. The very first version of agreement templates for Neo is likely to be released in Q1 2020. For additional details on when this feature will be available in Neo, be sure to check release notes continuously. 

Q: What does it look like in Neo when an employee has more than one agreement?

A:

You may choose to also display expired agreements using the Display menu on the right hand side.

Base Schedule

Q: Is there an equivalent to schedule templates in Neo?

A: Yes, the Neo concept of base schedules emcompasses both the fixed schedule and template functionalities. However, we can only migrate fixed schedules, not templates, from Classic to Neo.

Q: Can I copy a base schedule from one unit to another?

A: At the moment, this is not possible. The ambition is to add that possibility down the line, although we currently aren’t able to say when. Please keep up to date on our release notes.

Q: Why are my fixed schedules not visible in Neo?

A: The concept of fixed schedules has been improved with the new concept of base schedules. They are not the same thing, which is why your fixed schedules are not in Neo. We can however help you migrate your fixed schedules from Classic to Neo, if you like. Please contact our Support team, they will help you at no cost. 

Q: The maximum template period for a base schedule is 8 weeks. Will that be extended?

A: Yes, currently the maximum is 8 weeks, which covers the needs of most of our customers for now. We will however increase this to 24 weeks in the future.

Q: Can I roll back a base schedule?

A: No, there is no need to. If you make changes, roll it out again and Quinyx will adjust. It will however re-add shifts that you have deleted in the schedule. If you would like to start over from scratch you can delete everything by selecting Delete shifts under the More options menu on the top right hand side. For more details about this, please view the following article: https://quinyx.helpdocs.io/l/en/article/mwraoqxbyp-re-rollout-logic

Q: How do I assign shifts to an employee in different units in the base schedule?

A: Currently you cannot do that instead this employee will need to be in the base schedules of the individual units.

Q: Can I add a shift that is longer than 24 hours in Neo?

A: No. We know that we want to implement this feature, but currently we have no timeline. 

Scheduling

Q: When will the Classic “ball pit” view be available in Neo?

A: There is no current plan to recreate the ball pit as is, however we will continue to improve on existing functionality. 

Q: When will schedule time enumeration (schematidsuppräkning) be available in Neo?

A: We have yet to come to a decision in regards to this feature. Please keep up to date on release notes.

Q: You can currently see total UT hours in a period under Scheduled Staff in Classic. When will that feature be available in Neo?

A: This functionality will be implemented in Neo during 2020. 

Q: Can I drag-n-drop in Neo?

A: The drag-n-drop functionality has been replaced with the hand icon. You can copy a shift to your clipboard and then copy or move it. The main benefit of this is it makes copying an item to multiple other days and/or employees a lot faster than using drag-n-drop. 

Q: How do I mass delete? 

A: Select which dates you want to delete (max 60 days at a time) and select More Options in the top right corner. You can also filter for specific shift types or employees for example, in order to only delete specific items. 

Q: Can I copy and move several shifts at once? 

A: Yes. You can copy and move shifts for an entire period by selecting more options by the employees name. 

Q: How do I create new shift types?

A: Shift types are still created in Classic. This will be added shortly in Neo though so keep an eye on the release notes for updates.

Q: Can I sort the schedule by shift type?

A: Not currently. You can filter on shift type though. 

Q: Are all of the hours added together under nominal hours in the schedule, if the employee has several agreements?

A: No, the system currently looks at the main agreement. 

Q: How do I publish the schedule?

A: Under the Schedule, More Options in the top right hand side corner. 

Filters

Q: Can we create global filters for everyone?

A: Currently all users have to create their own filters. However, some version of  global filters is likely to be added in the future. 

Q: Can we filter and schedule on 3 locations at the same time?

A: You can combine the schedules of several locations in the same view by selecting the district, but you cannot currently filter for specific units in the district. Scheduling is still done on a unit level. 

Q: Can I filter on tasks?

A: Yes, but you need to also filter on shifts for the tasks to appear - see the image below. If you only filter on tasks nothing will appear.

Attest

Q: How do I get a clear view that all punches have been attested?

A: It is useful to create a filter on Unattested punches to make sure nothing is missed. Once everything is attested in the period, a green circle will appear around the users picture.

Attest status per unit will be added in the coming months. 

Q: Does a district manager still need to go in to each unit to attest times for local managers?

A: No! A great new benefit to the Neo structure is that the district manager can look at the schedule for the entire district. The district manager can then create a filter which includes just the local managers and can easily administer and attest their times in one view. 

Bank Holidays

Q: How do bank holidays work in Neo?

A: Bank holidays are still configured in Classic. They work in the same way in Neo as far as rules and warnings. Bank holidays are also taken into account when base schedules are rolled out. However, bank holidays are not currently visible in the schedule. Bank holiday visibility is planned for Q1-Q2 2020.

Documents

Q: Can I add documents in Neo?

A: Not currently. You can however add attachments in Q mails, and/or add documents to News, in Classic, for staff to see them in the mobile app. Being able to upload documents to the employee card is currently planned, keep an eye on our release notes for more information.

Employees

Q: Are inactive employees accessible in Neo?

A: Yes. 

Integrations

Q: An integration creates our employees. How can we prevent local managers from adding employees manually, but allow them to for example add agreements?

A: Yes, using permissions

By selecting view only for People, new users cannot be added. People agreements would allow administration of agreement templates. People details allows for administration of personal details, such as address and email address. You cannot disable/enable specific fields to be editable.

Q: Will our current integrations be affected when upgrading to Neo?

A: The short answer is no. However, if you would like to take advantage of the new possibilities to add roles and group memberships via integration you might need to make minor adjustments. If you currently use Budget and Forecast in Classic and would like to use Neo Forecast, where you can for example forecast on a 15 minute level, you will need a new integration to the REST api. Web Services 

Logs

Q: Are logs available in Neo?

A: Not yet, you need to view logs in Classic for a while longer. They will be added during 2020. Please check release notes continuously.

Overtime

Q: How do I choose between Paid OT or Saved in lieu?

A: Open the punch to edit

Printing 

Q: Can I print the schedule? 

A: Yes, there are several schedule reports under the Analytics tab. You could also use an external screenshot software (available for free and just a Google search away) to print a screenshot of your schedule. Also, we will add support for printing using keyboard shortcuts (ctrl+p / command+p) in the future.

Q: Can I print the base schedule?

A: You can use an external screenshot software (available for free and just a Google search away) to print a screenshot of your base schedule. Also, we will add support for printing using keyboard shortcuts (ctrl+p / command+p) in the future.

Qmails

Q: Can I temporarily block qmail notifications while making changes to the schedule, like I can in Classic?

A: Not at this time, however, it will come. Until then, you can unpublish the schedule while making changes.

Q: Will there be a Communications module? The option to add News?

A: It will be possible to add news in Neo, yes. This is currently planned for Q4 2020. When it comes to the Documents submodule, this currently isn’t a priority due to very low usage in our current customer base.

Q: How do I send Qmails in Neo?

A:

You can also send a Qmail straight from Schedule. See this article for more information: https://quinyx.helpdocs.io/l/en/article/celcszbmiy-qmail

Reports

Q: Where can I find reports?

A: Under the Analytics tab

Salary Types

Q: How do I add a manual salary type?

A: Select the salary type overview and click on the plus sign.

E-signature (Scrive)

Q: Can employment contracts be signed electronically in Neo?

A: Yes! It works exactly the same way as in Classic. Super fast and easy.

Statistics

Q: How do I see staff cost in Neo?

A: Under Statistics. Use the pencil to determine which figures you want to see.

Q: What is the difference between scheduled and productive hours?

A: In general productive hours do not include absences. However, productive hours are mostly used with our budget and forecast modules where you can configure a shift type count as non productive - to not be included in calculations for optimal staffing, and would not be included in scheduled hours.

Q: Why do statistics show as question marks in the monthly view?

A: This is simply a space issue. There is not enough space on the screen to display all of the numbers. You can hover on a question mark to see the number, or select a smaller range of dates. We will look at improving this experience in the future.

Time Trackers

Q: Can I see time tracker balances as I add an absence?

A: Yes

Q: In Classic I can select Check time trackers, to make sure no one is over or under? Can I do that in Neo?

A: Not currently. However, this feature is used extensively and we will improve follow up on time trackers in the future, although it might not look exactly the way it does in Classic today.

Transfer to Payroll

Q: When will transfer to payroll be available in Neo?

A: It’s currently planned for the first half of 2020.

Colors

Q: Will my branding in Classic be applied to Neo?

A: No, however you can add certain branding yourself, under account settings. 

Q: Will our shift type colors be the same in Neo?

A: Yes, however the colors are somewhat more muted.

Q: Will our color choices on various types of absences be the same in Neo?

A: No, all absences appear as black in Neo. 


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