TimeClock Plus v7 Manual

Transcription

1 TimeClock Plus v7 Manual

2 Table of Contents Table of Contents 2 Welcome 5 About TimeClock Plus 5 System Requirements 6 Admin Server 7 Database Operations 7 Namespaces 9 Database Upgrade 11 System Update 12 TimeClock Manager 13 Filters 17 Employee Filter 17 Filter Job Code 18 Hours Menu 19 Individual Hours 19 Individual Hours Options 24 Schedules Tab 26 Accruals Tab 26 Group Hours 27 Group Hours Options 30 Exception Filter 33 Period Reports 35 Report Options 41 Period Export 43 Time Sheets 45 Employee Menu 46 Employee Profiles 46 Information Tab 49 Jobs Tab 51 Overtime Tab 55 Hours Tab 57 Leave Tab 58 Payroll Tab 61 Access Tab 62 Exceptions Tab 63 Personnel Tab 66 Custom Fields Tab 68 Employee Roles 68 Global Modification 72 Employee Messaging 73 Tools Menu 75 Import 76 Export 79 Employee Status 81 Employee Status Options 84 Request Manager 86 Other Tools 88 Unresolved Punches 88 Attendance Monitor 89 Hours Audit Log 90 Configuration Menu 92 Users 93 User Profiles 93 General Tab 95 2

3 Employee Access Tab 96 Job Code Access Tab 98 Permissions Tab 99 Passwords Tab 100 User Roles 101 Job Codes 102 General tab 104 Breaks Tab 105 Custom Fields Tab 107 Cost Codes 107 Cost Code Simple Select 107 Manage Cost Code Branch 108 Cost Code Groups 112 Cost Codes List 115 Cost Code Tree 116 Accruals Overview 117 Company 126 Close Week 126 Company Defaults 127 Global Tab 127 Manager Tab 132 Schedule Tab 133 Client Tab 134 Custom Fields 138 Other Configurations 144 Clock Configuration 144 Manage Request Templates 147 Shift Differential Module 149 Contract First 152 Automatic Breaks 153 Holidays 158 User Options 161 Company Menu 163 New Entry 163 Modules 163 Include Overtime in Regular Hours 163 Automated Import 163 Contract First 168 Daily Overtime Exemption Module 168 Employee Contracts 169 Flexible Time of Day 171 Floating Pay Period 171 Forced Overtime 172 LDAP Authentication Module 172 Paid Break Limit 173 Quad Weekly Overtime 174 Salaried Non-Exempt 174 Shift Differential Module 175 Substitute Module 178 Weighted Overtime 179 Auto Transfer Schedule Information 181 TimeClock Scheduler 182 Schedules Menu 182 Manage Schedule 182 Manage Schedule Options 184 Daily Overall Schedule 185 3

4 Weekly Overall Schedule 186 Manage Recurring Schedule 188 Manage Schedule Template 191 Staffing Requirements 195 Global Scheduler 197 WebClock 203 Clock In 204 Clock Out 205 Break 206 Change Job Code 207 View 208 View Hours 208 View Last Punch 209 View Schedules 210 View Messages 210 View Requests 211 Change Cost Code 212 Change Job Code 213 Clocks 214 Clock Status 214 General Tab 217 Clock Settings Tab 218 Punch Settings Tab 219 Hardware Extension Configurations 220 Hardware Extension Data 224 Badge Processing 224 Hardware 225 RDTg Clock Setup 225 GT-400 Handscanner Device Setup 228 Legacy Terminals (100/200 Series) 229 Using a Legacy 100/200 Series Clock Device 229 Ethernet 100/200 Series Clock Device Setup 231 Serial 100/200 Series Setup 232 How To Set Up Accruals 234 Enable Automated Reports 234 Enable Automatic Breaks 235 Enable Breaks 236 Enable Dashboard Templates 236 Enable Recurring Schedules 236 Enable Requests 237 Set Up Shift Differential 237 Enable Time Sheets 238 Glossary 239 Index 258 4

5 Welcome Welcome to TimeClock Plus! This manual is designed to help you navigate your new product. Whether you are a long-time user that just upgraded or implementing your company's first time and attendance software, this doc ument is provided to answer any questions you may have. If you have any questions, please contact our technical support team at (325) , visit our live support chat site, or send an to support@timeclockplus.com. Support is available Monday through Friday from 7:00 AM to 6:00 PM Central Time, excluding holidays. Support queries sent via typically receive a reply within two business days. TIP: Be sure to include your TimeClock Plus product key and company name when contacting support via . Your serial number can be found in the user menu found in the upper right corner of TimeC lock Manager, or on a slip of paper that ships with your installation media. After your initial 90 days of support have expired, further support is available on a fee basis. Please contact your account representative or TimeClock Plus Technical Support for more information. About TimeClock Plus The TimeClock Plus system is composed of several distinct applications, utilities, and individual features that come together to provide you with the best possible time and attendance solution. Software TimeClock Manager is the heart of TimeClock Plus. It allows users to create and modify employee and job set tings, manage hours and accruals, run reports, and oversee the majority of the system-wide company settings. TimeClock Scheduler is a distinct component of the TimeClock Plus system that allows managers to schedule their employees, oversee staffing requirements, and plan in advance for any break or vacation time. WebClock is the primary interface for employees to enter in their time. Employees can browse to the site and clock in, clock out, go on break, view hours, or perform any other necessary tasks. Clock Hub and Clock Status are used to control any physical clock devices that needs to connect to the TimeC lock Plus database. Clock Status allows a user to directly manage RDTg clock settings, as well as those of any legacy clocks run ning from Clock Hubs. Clock Hub connects directly to GT-400 handscanners and legacy 100/200 Series clocks, acts as a gobetween for the clock and database, and is typically installed locally at the clock device's location. Hardware Remote Data Terminals (RDTs) are physical clock devices that employees use to perform clock operations, as an alternative to the WebClock application. RDTs are available with several different types of employee recognition systems, including a basic numeric keypad (for the manual entry of an ID number), a barcode or magnetic card swipe, a proximity reader and even biometric recognition (e.g. fingerprint or hand scan). RDTg devices: These modular devices use Ethernet and DHCP on your local TCP/IP network to connect to your server directly via a LAN drop, or can connect remotely if you are on a WAN or if your server is access ible from the outside Internet. RDTg devices do not need a static IP address to operate, although you can assign one if you wish. 5

6 GT-400 handscanner devices: These connect directly to your TCP/IP network via a LAN drop. This means that your placement of the device will not be limited by the availability of a PC. GT-400 handscanners typ ically require a static IP address on your LAN/WAN. Legacy 100/200 Series Ethernet devices: These devices connect directly to your TCP/IP network via a LAN drop. This means that your placement of the device will not be limited by the availability of a PC. Eth ernet RDTs typically require a static IP address on your LAN/WAN. Legacy 100/200 Series Serial devices: These devices connect to a serial port in the back of a single PC or server. Biometric devices authenticate an employee for clock in/out by reading a fingerprint or handscan image, depend ing on the model you select. These devices reduce the problem of "buddy-punching," which has become a com mon problem in many work environments. Barcode peripherals are also available as hand-held scanners to be used in conjunction with barcode readerequipped RDTs. These scanners use the 3 of 9 barcode standard, and allow the system to read barcodes from doc uments (such as work orders) to collect time by work order, sub-task, and so forth. System Requirements The TimeClock Plus system has a specific set of requirements for the best possible installation. Server Requirements Minimum Windows Server 2008/2012, 7, or megahertz (MHz) Pentium 512 megabytes (MB) of RAM 1 gigabyte (GB) of hard disk space Microsoft.NET 4.0 with Service Pack 1 CD/DVD-ROM Drive Recommended 1 GHz Pentium Processor or higher 1 gigabyte (GB) or more RAM 1024 x 768 high color resolution 2 gigabytes (GB) of free hard disk space SQL Server Microsoft SQL 2012 Client Requirements Minimum Windows Vista, Server 2008/2012, 7, or megahertz (MHz) processor 512 megabytes (MB) of RAM 500 megabytes (MB) of hard disk space 1024 x 768 high color resolution Recommended 1 GHz Pentium Processor or higher 1 gigabyte (GB) or more RAM Google Chrome or Mozilla Firefox 6

7 Admin Server After installing TimeClock Plus, you will be taken to a local site on the server called the Admin Server. This will usually be located at though that may change depending on port settings used during the install process. TIP: The Admin Server can only be accessed on the license server (the computer that TimeClock Plus was installed on). To log into the Admin Server, enter the Admin Server password created during installation. TIP: The Admin Server password is created separately from the password for the ADMIN account used for logging into TimeClock Manager, and can be different. Once you have logged into the Admin Server, you can perform the following operations: Change database connection settings. Backup and restore the database. Create a new namespace or organization. Upload license files to existing companies. Update TimeClock Plus. Upgrade older TimeClock Plus databases. Database Operations The Database Operations menu allows users to determine what SQL server TimeClock Plus connects to. In addi tion, databases can be backed up and restored. Database Connection Settings Server: This is the connection path to the SQL instance the TimeClock Plus database is located at. It is usually entered as [server]\[instancename]. By default, the database can be found at (LOCAL)\TIMECLOCKPLUS. Method: The connection method used. By default, this will use TCP/IP, but Named Pipes and Shared Memory are also available. 7

8 Port: If TCP/IP is selected and your database uses a different SQL port than the default defined when installing TimeClock Plus, enter that port number here. Timeout: This setting determines how many seconds TimeClock Plus will take to attempt connecting with the database. Authentication Method: Here you select whether or not you plan on using the default TimeClock Plus cre dentials (created upon installation), or connecting using specified credentials (specified below). TIP: Unless the SQL instance was created separately from TimeClock Plus, it is best practice to use the default credentials whenever they work. Test Connection: This button allows you to test your connection settings to ensure TimeClock Plus can properly communicate with the database. Once you have configured and tested your Database Connection Settings, click Save. Backing Up A Database TIP: Backups are created on the server where TimeClock Plus is installed. It is STRONGLY RECOMMENDED that these in turn be backed up elsewhere in case of server failure. Databases can be backed up locally on the server for easy restoration in case of corruption. To back up a database: 1. Select Backup from the Database Operations menu. 2. Select the Database you'd like to backup from the table. 3. Click on the Backup button. 4. Select the location you'd like to save the backup to, then click Ok. 5. Once the backup has been created, navigate to the location where it was created and confirm that the.tcp70 backup file was created successfully. Restoring a Database 8

9 Once a database has been backed up, it can be restored from within Admin Server. To restore a database: 1. Select Restore from the Database Operations menu. 2. Enter the file path for your backup in the Backup file: field. 3. Enter the new name for the database in the Restore as: field. 4. Enter a file name for the new database in the File name: field. 5. Click Verify to validate the contents of the backup. 6. Once the file is verified, click Restore to finish the operation. Namespaces The Namespaces menu allows users to create organization and assign licenses to them. Licenses determine what features of TimeClock Plus are available to your organization, and can either be validated online or uploaded via a license file sent with your purchase. Creating a Company 1. Select Namespaces from the Admin Server menu. 2. Select the namespace you'd like to create a organization on from the list on the left. TIP: In most cases, your organization will only have one namespace. If this is the case, select <<NONE>>. Namespaces are only typically used in multi-company environments. 3. Click on the Create Company button. 9

10 4. Enter a Company ID, Company Name, and Product Key (if available), then click on the Create button. 5. If a valid license was entered, you can now log into TimeClock Manager as the ADMIN user and begin set ting up your organization. Uploading a License File If you are creating your organization on a server that does not have internet access, you can validate the license by uploading a license file. The license file contains all the information necessary to create a company. To upload a license file: 1. Select Namespaces from the Admin Server menu. 2. Select the namespace your organization is on from the list on the left. 3. Select a company with an invalid license, and click on the Upload License button. 4. Click on the Choose File button to locate and select the license file, then click Save. 5. If a valid license was entered, you can now log into TimeClock Manager as the ADMIN user and begin set ting up your organization. Deleting a Company TIP: Please bear in mind that once a company is deleted, it can NOT be recovered. Deletion is per manent unless you have a backup. 1. Select Namespaces from the Admin Server menu. 2. Highlight the namespace that contains the company you wish to delete. 3. Click on the icon next to the company ID. 4. In the confirmation window that appears, enter in the company's ADMIN password, and click Delete. This will permanently delete the company. 10

11 Database Upgrade The Database Upgrade feature allows you to update TimeClock Plus 6.0 or Web Edition 3.0 databases into TimeClock Plus v7. The old data is copied into a new database, so your old database will remain intact. BEST PRACTICES: Once you have successfully upgraded a database, back up the old database and remove it from your system. This will prevent any confusion with employees using the wrong software. The database can be backed up via Admin Server > Database Operations > Backup. Upgrading a Database TIP: Only Professional Edition 6.0 and Web Edition 3.0 databases can be upgraded with the following method. If you need to upgrade an older database, please contact TimeClock Plus Technical Support at (325) Select Database Upgrade from the Admin Server menu. 2. Click on the blue Upgrade database to 7.0 button. 3. Enter the database connection info for the existing database, and click Test Connection to ensure the information is valid. Once the source server has been verified, click Next. 11

12 4. Enter the database connection info for the SQL instance you would like to host the upgraded database on. Click Next. 5. Enter a valid License Key for the companies you would like to upgrade, then click Next. 6. Enter an ADMIN password for the companies you would like to upgrade. ADMIN is the equivalent of the SUPERVISOR user from previous editions of the software. System Update System Update allows users to update their installation of TimeClock Plus. Updates are released periodically as changes are made to the software. In addition, running an update will install any new features your organization may have purchased for your license. BEST PRACTICES: Updating the system will log off all other users currently using the software. Always back up your database before updating (Admin Server > Database Operations > Connection Set tings) and run updates at a time when you will cause the least disruption to the workforce. To update your TimeClock Plus installation, browse to Admin Server > Namespaces, and choose a namespace. Click on the gray Update button. The update process will begin automatically and may take several minutes. If you have multiple namespaces, then you will need to perform this action for each namespace listed. 12

13 TimeClock Manager TimeClock Manager is the centerpiece of TimeClock Plus. Here, you will create and manage your employees, job codes, and users, as well as edit hours and organization settings. New Organization Wizard 1. Find the organization you just created in the Select Organization dropdown. Enter ADMIN in the User ID field and click Log In. 13

14 2. Once you log into TimeClock Manager for the first time, you will automatically be taken to the Organ ization Setup Wizard. The first screen gives you a chance to change the Organization Name. Once you have decided on a name, click Next. 3. Select the start of your organization's work week. The day your work week starts is important for calculating overtime and other payroll considerations. Once you have selected the start of your work week, select Next. NOTE: This is a very important step that cannot be easily changed; if you do not know when your work week starts, check with the individual in charge of payroll before continuing. 14

15 4. Enter a password for the ADMIN account. It is strongly recommended that this account has a password that only limited individuals (such as the person in charge of TimeClock Plus and the Network Administrator/IT staff) will have access to. Other accounts can be created once you have finished creating the company. Once you have entered and confirmed a password for the Administrator account, select Next. 5. You have finished running the Organization Setup Wizard! The next steps will be to create or import employees and job codes, create users, and begin having your employees clock in and out. Please see the relevant sections on how to set-up your company. Logging into TimeClock Manager 1. On the TimeClock Manager log in screen, find your organization in the Select Organization dropdown menu. 2. Enter your User ID. This is either the default ADMIN account or one that has been created and assigned to you. 3. If your account is password-protected, enter it in the Password field. 4. Click on the Log On button to access TimeClock Manager. Navigating TimeClock Manager 15

16 Once you've logged into TimeClock Manager, you will be greeted with several elements that will assist you in navigating the application and tracking your employee hours. The primary tools you will use to navigate TimeClock Manager are: Basic Information: The top-right corner contains basic information about TimeClock Manager, such as the current week and the user currently logged in. To log out of TimeClock Manager, select the user's name and click Log Out. The Menu Bar: This strip of options, beginning with the Home icon, is the main menu within TimeClock Plus. Click on any of the sections to view the various sub-menus and features contained within. You can also click the Home icon at any point to return to the Dashboard. My Dashboard: My Dashboard allows you to customize the dashboard to show you the information you need as soon as you log into the app. Widgets can be added and configured by clicking on the Edit button. For more information, see My Dashboard. Using the My QuickLinks Menu The My QuickLinks feature allows you to save a list of features that you commonly use under a menu for easy access at any point in the software. For example, if you primarily find yourself using the Employee Status and Group Hours features, you could save them here. The My QuickLinks menu appears after adding a feature using the following steps: 1. Navigate to the section that feature is located at and select it (for example, to be able to quickly select Group Hours, you would navigate to Hours, then select Group Hours.) 2. On the feature itself, click on the star icon next to the feature name. Once the star appears in gold, the My QuickLinks menu will appear in the menu bar. Click on this star again to remove the feature. 3. Select My QuickLinks on the menu bar to view the features you have marked for easy access. 16

17 Filters Most features within TimeClock Plus allow the use of one or more filters that only display relevant information. The following section details the three most common filters. TIP: Most features contain one or more of the following filters. However, regardless of the feature, filters will serve the same function. For example, Employee Filter will always filter which employees are visible, whether you are looking at Individual Employees or running a Report. Employee Filter The Employee Filter feature allows you to include or exclude employees based on user-selected criteria. The Fil ter Employee screen can be accessed by clicking the Filter button on several screens within TimeClock Manager. After clicking on the Filter button, you will see a number of options on the left hand side for filtering employees. You can navigate between them by clicking on the option's name. The top of the window shows how many employees meet your criteria and can be refreshed by clicking the Refresh button. You can also see what employ ees meet your criteria by clicking Preview, save the filter criteria for later by clicking Save as, load previously saved filters by clicking Load, or reset back to the default criteria by selecting Reset All. TIP: By default, Exclude suspended and Exclude terminated are always checked in the Employee Status section, so any employees that are no longer with the company are always hidden from the list. Uncheck these options to view employees that are suspended or terminated. Employee Filter Options To include an option in the filter, place a check next to its name. Employee Status: This option filters by employee status. You can filter out terminated, suspended, or salaried employees. By default, terminated and suspended employees are excluded. 17

18 Employee ID: This option allows you to either include or exclude employees by their employee ID number. After activating this option, you can enter the employee ID numbers in the Manual entry field or select them from a list. Default Job Code: This option allows you to either include or exclude employees by their default job code. After you activate this option, you can enter the default job code numbers in the Manual entry field or select them from a list. Please note that this will only filter employees who have a default job code assigned to them in Employee Profiles. Classification: This option allows you to either include or exclude employees by their classification. After activ ating this option, you can enter the range of numbers in the Manual entry field or select them from the list. Department: This option allows you to either include or exclude employees by their department. After activating this option, you can select from a list of your departments. Manager: This option allows you to either include or exclude employees by the manager assigned to them. After activating this option, you can select from a list of your managers. Hire Date:This option allows you to include employees that have a hire date between two selected dates. Days Employed: This option allows you to include employees that have been working between two selected amounts of days. Custom Fields: If you have any Custom Fields set up for employees' profiles, then you can filter with those as well. Summary: This section gives a brief summary of the rules you have selected. Filter Job Code 18

19 The Filter Job Code window allows you to filter information on Employee Status and other screens in TimeC lock Manager by selecting the job codes you'd like to see. Filtering by Job Codes 1. Click on the Job Code Filter wherever it appears. 2. Select the job codes you want to see by clicking on them in the list. To select each job code, click on All (useful if you want to select all and then deselect a few job codes). To clear the list so none of the job codes are selected, click on Clear. 3. To save the filter you have created, click on Save As and enter a name for your selection. Later, if you want to apply the filter, click on Load, and the name of the desired filter. 4. Once you have selected the job codes you'd like to see, click Filter to apply your selection. 5. If you wish to disable the job code filter, re-open the Filter window and select Disable. Hours Menu The Hours menu is where many users of TimeClock Plus will be spending the majority of their time. The Hours menu allows users to: Create, edit, view, approve, and add notes to segments for employees via Individual Hours and Group Hours. Run reports on your data via Period Reports. Export data for payroll via Period Exports. Add amounts of time to employees via Time Sheets. TIP: Users will be limited to adding and editing segments to only the employees and job codes they have access to. If you find yourself needing to edit hours for a different employee or job code, seek out the individual in charge of the ADMIN account to change your permissions. Individual Hours The Individual Hours screen is where you can add, edit, and review employee hours. You can also tie together segments through breaks, approve segments, and manage missed punches from this screen. On the left side of the screen, you will see a list where the first 100 employees will appear. Specific employees or a different range can be set using the Filter button. Employees can also be filtered by typing in a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to the previous settings. The list can also be sorted in several ways in ascending or descending order by clicking the Sort button. 19

20 Once you have an employee selected, their employee information should appear in the Hours tab. This tab shows the employee name, as well as the number of Regular, Overtime 1, Overtime 2, and Leave hours worked. Indi vidual Hours also features the following controls: Date Range Picker: The Date Range Boxes allow you to manually enter in a range of dates to view. Date Range dropdown: This allows you to select from a number of commonly used date ranges (e.g., last month, week to date, yesterday). Update: Once a date range has been selected, click on the Update button to see segments from within that time frame. Add Segment: This button allows you to add a segment. Manage Segments: This button provides a drop down of options that allow you to edit, delete, or add breaks to the selected segment(s). Manage Exceptions: This button allows you to approve or deny any exceptions on the selected segment(s), as well as apply approvals to the segment(s). Exception Filter: This button allows you to access the Exception Filter and limit the segments displayed to those that meet a set exception criteria. Job Code Filter: This button allows you to access the Filter Job Code feature and limit segments displayed to only the selected job codes. Adding a Segment 1. Click on the Add Segment button to access the Edit Segment window. 2. Enter in a Date and Time in. You can use the calendar to select a date or the clock icon to enter a time as well as manually entering those numbers. 20

21 3. If the employee is currently clocked in, check Individual is clocked in. If the segment has already been completed, enter a Date and Time out. 4. If this is a time sheet entry, click Time Sheet Entry. This will enable the Hours field and allow you to enter in a segment length. The Date and Time in will remain as the anchor point of the shift. 5. If the segment is going to be tied to another segment by a break, select the appropriate option in the Break Type dropdown. 6. Select the job code this segment was worked in the Job Code dropdown. 7. If this segment is going to earn a different rate than the one normally assigned to this employee, enter it in the Rate box. 8. If the segment was the result of a missed punch, you can signify this by selecting Missed in punch and/or Missed out punch. 9. If you would like to enter in a note about the segment, do so in the Note field. 10. If your organization uses custom fields for segments worked, these can be edited by clicking on Custom Editing a Segment In order to edit a segment already in the system: 1. Click on the segment to highlight it. Then click Manage and Edit to access the Edit Segment window. 2. The Dates and Times in and out can be edited. 3. If the employee is currently clocked in, check Individual is clocked in. 4. If you want to make the segment a time sheet entry, check Time Sheet Entry. This will enable the Hours field and allow you to enter in a segment length. The Date and Time in will remain as the anchor point of the shift. 5. If rounding is enabled and you'd like to edit the actual times of the segment, check Edit actual times. 6. If you want to change the break type that is at the end of the segment, select the appropriate option in the Break Type dropdown. 7. Select the job code this segment was worked in the Job Code dropdown. 8. If this segment is going to earn a different rate than the one normally assigned to this employee, enter it into the Rate box. 9. If you would like to enter a note in for the segment, do so in the Note field. 10. If the segment includes a missed punch, you can signify this by selecting Missed in punch and/or Missed out punch. 11. If your organization uses custom fields for your segments, these can be edited by clicking on Custom. Deleting a Segment In order to delete a segment already in the system, click on the segment to highlight it. Then click Manage and Delete. This will bring up a prompt asking you to verify that you want to delete the segment. To delete the seg ment, click Ok. Add and View Segment Notes Brief (100 character or less) notes can be entered when adding and editing segments. These notes can be used to explain exceptions or edits, or anything otherwise noteworthy about the segment. Notes can also be edited by clicking on the note icon in the Notes column. To view or add segment notes: 21

22 1. Click on the Note icon in the Notes column. 2. In the Manage Work Segment Notes window you will see a list of all notes entered, with the date entered, the User ID that entered the note, and the text of the note itself. 3. To edit a note, click on the icon. This will allow you to enter in new text for the note. 4. To delete a note, click on the icon. This will permanently delete the note. 5. To add a new note, click on the Add button. This will add a new note to the segment. View Hour Edit History When hours are edited, it creates an entry in the Hours Audit Log. This allows you to see who edited a segment, as well as the date the edit occurred and what information was changed. This information can also be viewed within Individual Hours by right-clicking on a segment and selecting Audit Log. Each edit made to the segment can be seen on this screen, as well as what information changed between each edit. Approving Shifts If any of the approval types are required for your employees, you will be unable to close weeks if you have unap proved segments. To approve a segment, click on the checkbox under the appropriate header (M for Manager, E for Employee, and O for Other). To approve all the segments currently displayed for the employee, click on the appropriate approval column headers. Once the approval boxes have been checked, you can then click on the blue Apply Approval button to lock the approvals into the system, or the gray Discard Approval button to clear out the changes. Approving Exceptions 22

23 TIP: Depending on the employee's settings in the Exceptions tab, you may not be able to close the week or run reports with unapproved segments. 1. If a segment has an exception, a dot will appear in the Exception column. If a blue dot appears, the seg ment has one or more exceptions that are tracked for that employee. If the red dot appears, the segment has one or more segments that will prevent the week from closing until they are rectified or approved, at which point the blue dot will appear. 2. Select one or more segments with an exception. Right click on the segment(s) or hover over the Manage button to view the exceptions. 3. To approve exceptions, select the Approve radio button. If the exception would prevent the week from closing or reports from running with this employee, the red dot in the exception column will become a blue dot. Mass Approving Exceptions All exception types for the displayed range can be approved or unapproved at once by selecting the Resolve Period button and choosing which exceptions you'd like to approve. NOTE: Resolving exceptions will resolve ALL exceptions in that time frame, not just the ones visible on the page. Toggle Breaks If an employee forgot to take a break, or if you just want to tie together segments with a break, you can manually do so. 1. Select the segment you want to enable a break after. 2. Select Manage and click on Toggle Break. This will tie the segment together with the one below it, as long as the gap between the two is within the maximum break length. Splitting Segments Split Segment by Length 1. Right click on a segment, or select a segment and click on the Manage Segments button. Select Split seg ment by length. 2. You can then split a segment up by clicking on the icon in the wizard that appears. 3. Once the segment has been split, specify a segment length in the Length column, or by specifying a time for the segment change in each respective field in the Time column. 4. Click Save to commit the changes to the database. Split Segment by Percentage 1. Right click on a segment, or select a segment and click on the Manage Segments button. Select Split seg ment by percentage. 2. You can then split a segment up by clicking on the icon in the wizard that appears. 3. Once the segment has been split, specify a segment percentage in the Length column, or by specifying a time for the segment change in each respective field in the Time column. 4. Click Save to commit the changes to the database. Add Break 1. Right click on a segment, or select a segment and click on the Manage Segments button. Select Add break. 2. A window will appear allowing you to specify the time of the break, as well as the break type and length of the break. You can also specify where any applicable tracked information will go after the split occurs. 3. Click Save to commit the changes to the database. 23

24 Individual Hours Options The Individual Hours Options window contains options used to change what information is displayed in the Individual Hours window. Display Date format: This option determines how dates are displayed on the Individual Hours screen. You can choose from the cultural default or have months, days, and years displayed in different orders. Time format: This option determines the way time is displayed on the report. Time can be set to: Company default: The format chosen when setting up the company. Cultural default: The format chosen by the culture used on the individual's computer. Hours:Minutes: 4:15 for 4:15 PM. Hundredths: 4.25 for 4:15. Military time 1: 1615 for 4:15 PM. Military time 2: 16:15 for 4:15 PM. Hour format: This option determines if hours are displayed in minutes (e.g., 8:15 for 8:15 AM) or hundredths (e.g., 8.25 for 8:15 AM). NOTE: Regardless of settings for how hours are displayed, they will always be entered as minutes. Highlight segments that contain breaks: With this option selected, segments that contain breaks will be high lighted to make them more visible. Display actual punch times in addition to rounded times: With this option selected, if an employee is set to have their clock operations rounded, this will also show the actual time that employee performed a clock oper ation. 24

25 Always display actual times: If this is selected, the actual time will always be shown, even if it is the same as the rounded time. Ask for confirmation when deleting a segment: With this option selected, when deleting a shift, the user will be asked if they are sure they want to proceed. As deleting shifts is permanent, it is strongly recommended this be selected. Combine rates and shift premiums in the list: With this option selected, the shift premium (if enabled) for the employee will be included in that employee's rate for a segment as long as that shift has been processed. Display job code description in the list: This option shows the job code description alongside the job code number on segments worked. Display total hours for each day: This option displays the total amount of hours worked in a single day. Display day of week for each time in/out: This option displays the day next to each date. For example, Tue, 7/30/2013. Warn if the segment will exceed accrual balance: With this option selected, if entering in a shift will take that employees accrual balance below zero, a warning will be displayed. Show the user ID of the user that granted approval: Enabling this option shows the user that approved a segment. This is helpful if multiple users will be approving employee hours. Show cost code description in list: With this option enabled, cost code descriptions will display next to seg ments worked in that particular cost code. Settings Default Times: These default times are the default values for when you create a segment. You can customize the times entered here as well as the default length of a time sheet. Perform punch rounding on added shift segments: With this option enabled, the rounding settings for your employees will take effect when a shift is entered through Individual Hours. Perform break rounding on added shift segments: With this option enabled, the break rounding settings for your company will take effect when a shift is entered through Individual Hours. Warnings Accruals: These radio buttons give you different options for how accrual forecasts will post: Do not warn if balance will be negative: With this setting enabled, the system will not display any neg ative accrual balance warnings. Forecast to current date and warn if balance will be negative: This setting will forecast accruals as of today's date, and will warn about negative balances accordingly. Forecast to date of segment and warn if balance will be negative: This setting will forecast accruals as of the date of the deductive segment entered, and will warn about negative balances accordingly. Actual time: These radio buttons determine when a user is warned before a segment with actual and rounded times is edited. Individual Hours can be set to Always change time to edited time, Always keep actual times, or Always prompt the user to select the change they'd like to make. Colors The Colors section allows you to customize how certain segments are displayed. Segments with breaks, 25

26 conflicting segments, and others are highlighted so users can quickly find exceptions. To change a color associated with an exception, click on the color next to the name. Row Shading: Row shading allows you to change how alternating rows of information are displayed. If you are looking at dozens of segments worked, row shading can help you quickly sort out the information on screen. You can select how rows are shaded and what color is used here. Schedules Tab The Schedules Tab allows users to view employee schedules for the selected date range in Individual Hours. Please note that this is for informational purposes only - employee schedules cannot be edited from this tab. Accruals Tab The Accruals Tab allows users to view and edit accrual history for the selected employee. The tab becomes vis ible after selecting an employee in Individual Hours. This tab also displays any accrual balance forecasts, to help a user anticipate how the employee's accruals will post once the week is closed. Viewing and Editing an Accrual History 26

27 1. On an employee's Accruals Tab, click on the icon next to the accrual bank you'd like to edit. 2. Select the date range you'd like to view a ledger for in the Manage Accruals window. A date range can be manually entered, or select a date range from the dropdown menu. 3. To manually add an entry to the accrual ledger, click Add. 4. Select a date and enter in an amount accrued, amount taken, and/or an amount used over the limit. Please note that the date must be before the actual current date. 5. Enter in a Note for a brief description of the transaction. 6. Click Save to confirm the changes made and exit the Manage Accruals window. Group Hours Group Hours allows users to add, edit, and view segments for multiple individuals at the same time. Employee exceptions (as defined in the Exceptions Tab of Employee Profiles) can also be viewed and approved here. Below the Group Hours feature name, you will see Sort and Filter buttons. The filter buttons allow you to determine what employees will be visible when you click Update. The list can also be sorted in several ways in ascending or descending order by clicking the Sort button. The information bar contains several buttons that determine what information is available and how it can be edited: Date Range Boxes: This allows you to manually enter in a range of dates to view. Date Range dropdown: This allows you to select from a number of commonly used date ranges (e.g., last month, week to date, yesterday). 27

28 Update: Once a date range has been selected, click the Update button to see segments from within that time frame. Add: This button allows you to add hours for several employees at once. For more information, see "Adding seg ments" below. Manage: This button allows you to edit the selected segments. For more information, see "Editing segments" below. Employee Filter: This button allows you to select which employees will appear when you click Update by using the Employee Filter feature. Job Code Filter: This button allows you to select which job codes will return results when you click Update by using the Filter Job Code feature. Exception Filter: This button allows you to filter out results to only those that are flagged with a certain exception by using the Exception Filter feature. Once you have selected the range and type of segments you'd like to view, click Update. Adding Segments 1. Click on the Add button. 2. Select the employees you'd like to edit from a filter or from the list. You can use a regular Employee Filter or use the Work Filter. Work Filter The Work Filter allows you to filter employees based on hours worked as well as specific job codes. For example, if you wanted to only include employees that worked 0:01 to 32:00 hours on the week of October 6th, 2014, you would fill out those fields on the work filter. Up to two different hour filters can be created as well as a job code fil ter on the Work Filter screen. 3. Click Next. 4. Create the segment for your employee(s). For more information, see "Adding a Segment" in Individual Hours. 5. If the segment will repeat across multiple days, select how many days you'd like to include in the Repeat days dropdown. 6. Click Next. 7. View the summary for the segment(s) you are adding. If you would like to make sure the segments will cre ate correctly, click Preview. Once you are satisfied with the changes made, click Process. Editing Segments Individual segments can be edited from Group Hours. Please note that you can only edit one segment at a time - 28

29 selecting multiple segments will disable the Edit option. For more information, see "Editing a Segment" in Indi vidual Hours. Approving Shifts If any of the approval types are required for your employees, you will be unable to close weeks if you have unap proved segments. To approve a segment, click on the checkbox under the appropriate header (M for Manager, E for Employee, and O for Other). To approve all the segments currently displayed for all displayed employees, click on the appropriate approval column headers. Once the approval boxes have been checked, you can then click on the blue Apply Approval button to lock the approvals into the system, or the gray Discard Approval button to clear out the changes. Approving Exceptions Exceptions can be approved for multiple employees at the same time within Group Hours. To approve excep tions: 1. Select one or more segments that you would like to approve. 2. Select Manage Exceptions in the information bar, or right click on the Exceptions column. 3. Under the Exceptions header, you will see all the applicable exceptions for the selected segment(s). Here, you have the option to approve or unapprove the selected segment(s). If multiple segments have been selected with different approval states (e.g., some have been approved, some have not), neither option will be selected. 4. Click the Approve radio button to approve that exception for the selected segment(s). Mass Approving Exceptions All exception types for the displayed range can be approved or unapproved at once by selecting the Resolve Period button and choosing which exceptions you'd like to approve. NOTE: Resolving exceptions will resolve ALL exceptions in that time frame, not just the ones visible on the page. Deleting Segments Multiple segments can be deleted across multiple employees within Group Hours. 1. Select one or more segments that you would like to delete. 2. Select Manage in the information bar, or right click on the segment(s) to bring up the Manage menu. 3. Select Delete under the Manage Splitting Segments Split Segment by Length 1. Right click on a segment, or select a segment and click on the Manage Segments button. Select Split seg ment by length. 2. You can then split a segment up by clicking on the icon in the wizard that appears. 3. Once the segment has been split, specify a segment length in the Length column, or by specifying a time for the segment change in each respective field in the Time column. 4. Click Save to commit the changes to the database. Split Segment by Percentage 1. Right click on a segment, or select a segment and click on the Manage Segments button. Select Split seg ment by percentage. 29

30 2. You can then split a segment up by clicking on the icon in the wizard that appears. 3. Once the segment has been split, specify a segment percentage in the Length column, or by specifying a time for the segment change in each respective field in the Time column. 4. Click Save to commit the changes to the database. Add Break 1. Right click on a segment, or select a segment and click on the Manage Segments button. Select Add break. 2. A window will appear allowing you to specify the time of the break, as well as the break type and length of the break. You can also specify where any applicable tracked information will go after the split occurs. 3. Click Save to commit the changes to the database. Toggle Breaks If an employee forgot to take a break, or if you just want to tie together segments with a break, you can manually do so. 1. Select the segment you want to enable a break after. 2. Select Manage and click on Toggle Break. This will tie the segment together with the one below it, as long as the gap between the two is within the maximum break length. Group Hours Options The Group Hours Options determine how information is displayed in Group Hours. Click on the to expand a section, or click Expand all or Collapse All to show or hide each section. When you have finished making changes, click Apply to save the settings, or Cancel to go back to the previous settings. Display Date format: This option determines how dates are displayed. Dates can be set to display: Server Default: This will use the default format that the server uses. Company Default: This will use the default format chosen for the company. Day/Month Day/Month/Year Month/Day Month/Day/Year Time format: This option determines the way time is displayed in Group Hours. Time can be set to display: Company default: This is the format chosen when setting up the company. Server Default: This is the format used on the server. Server Default Fixed: The same as Server Default, but the fixed format always uses two digits for the hour (e.g. it will display 09:00 pm instead of 9:00 pm). Hours:Minutes: 4:15 for 4:15 PM. Hundredths: 4.25 for 4:15. Military time 1: 1615 for 4:15 PM. Military time 2: 16:15 for 4:15 PM. 30

31 Hour format: This option determines how segment lengths and other lengths of time are displayed on the report. Can be set to Hours:Minutes (e.g., 4:15 for four hours and fifteen minutes) or Hours.Hundredths (e.g., 4.25 for four hours and fifteen minutes). Please note that there may be rounding errors when using the Hours.Hun dredths method. These can be mitigated by extending the amount of decimal places used. Default Period: This allows you to choose which built in date range is viewed by default whenever you enter Group Hours. For instance, Open Weeks will show you all data within the open weeks in the system. Highlight segments that contain breaks: When this option is checked, segments that contain breaks will be highlighted with the color selected in the Color section below. Display actual punch times in addition to rounded times: When this option is checked, actual clock oper ation times will be displayed alongside rounded times if they are different. For example, if the employee clocked in at 8:03 AM and the time was rounded to 8:00 AM, both times will display. This option also allows you Always display actual times, which will show the actual times even when they are the same as the rounded times. Ask for confirmation when deleting a segment: When this option is checked, you will be asked if you are sure you want to delete a segment. Since deleting a segment cannot be reversed, it is strongly recommended that you leave this option checked. Combine rates and shift premiums in the list: When this option is checked, shift premiums will be calculated and applied to the rate for each segment worked. Display job code description in the list: When checked, this option will show the full description for each job code worked. If this is unchecked, it will only display the job code number. Display total hours for each day: When this option is checked, the total hours worked by an employee will dis play after the last segment of the day. Display day of week for each time in/out: When this option is checked, the day of the week (e.g., Monday) will be displayed next to each time in/out. This is useful for segments that occur when an employee is working through midnight. Warn if the segment will exceed accrual balance: When this option is checked, the user will be warned if time entered into a job that is part of an accrual bank exceeds that bank's balance. Show the user ID of the user that granted approval: When this option is selected, the user ID (the ID used to log into Manager) of the user that granted approval for this segment will be displayed. Show Cost Code Description in list: If job costing is enabled, then the cost code's description will be dis played in addition to its levels. Settings Default Times: These settings determine the default clock in and clock out times for manually created seg ments. In addition, the Default time sheet hours (the amount of time entered by default for a time sheet entry) can be edited here. Rounding: By default, added segments won't be subject to punch or break rounding segments. Checking the options for punch and break rounding will apply those settings to your created segments. Warnings Accruals: These settings allow you to choose one of three accrual warning options for situations where an accrual balance may go into negative amounts: Do not warn if balance will be negative: This option will not give you any warnings for negative bal ances. 31

32 Forecast to current date and warn if balance will be negative: Forecast to date of segment and and warn if balance will be negative Actual Time: These settings determine what will happen when you edit an existing segment with different hours: Colors Always change time to edited time: With this option selected, edited segments will always be changed to the edited time, including actual times. Always keep actual times: With this option selected, edited segments will always keep the actual time in addition to the edited time. Always prompt: With this option selected, you will be prompted for on whether or not you want to change the actual time. The Colors section allows you can change the various highlights for different types of exceptions. For example, if you wanted segments with breaks to be highlighted in gold instead of red, you would click the color square and select the new color. You can also set Row Shading to make the window a little easier to read. Choose your preferred shading color, then choose one of the three available options: None: This disables row shading. Even row shading: Every other segment will be shaded. Shade alternating date groups in the list: This will shade every other day of segments. 32

33 Exception Filter The Exception Filter allows you to filter segments in Group Hours and other features based on the exceptions flagged on those shifts. For example, if your organization required you to approve all overtime segments before closing the week or running payroll, you could filter all the segments worked that week to see just those segments that are in overtime so you could approve them all at once. Exception Filter Criteria Required for Close Week: This option filters to include segments that must be approved to close the week. Required for Payroll Reports and Exports: This option filters to include segments that must be approved to run reports or export information. Employee Approval: This option filters to include segments that require Employee approval. 33

34 Manager Approval: This option filters to include segments that require Manager approval. Other Approval: This option filters to include segments that require Other approval. Conflicting Shifts: This option filters to include segments where the employee has segments that are conflicting with one another. Short/Long Break: These options filter to include segments where the employee has taken a short or long break, as defined in their Exceptions tab. Long Shift: This option filters to include segments where the employee has worked a long shift, as defined in their Exceptions tab. Long Week: This option filters to include segments where the employee has worked a long week, as defined in their Exceptions tab. Missed Punches: This option filters to include segments containing missed punches. Overtime: This option filters to include segments in which the employee is working in overtime, as determined by the settings in that employee's Overtime tab. Absent segment: This option filters to include segments where the employee is flagged as absent. Tardy 1: This option filters to include segments where the employee is flagged as Tardy 1. Tardy 2: This option filters to include segments where the employee is flagged as Tardy 2. Early/Late In/Out: These options filter to include segments in which the employee has exceeded their schedule variance threshold, as defined in the employee's Exceptions tab. Creating an Exception Filter 1. In Group Hours, click on the Exception Filter button. 2. Select the exceptions you would like to view. For example, you could select Overtime as well as Required for Close Week to view all segments in overtime as well as anything else required to close the week. 3. Click Filter to return back to Group Hours with only the segments that meet the selected criteria visible. 4. To remove criteria, reopen the Exception Filter and click on Disable. 34

35 Period Reports The Period Reports feature allows users to create, customize, print, and save reports on employee hours across a given period. These reports can be customized to show information on selected employees and can be printed as well as downloaded in HTML, PDF, or OpenXML formats. When you enter the Period Reports screen, you will see a number of options. You can select the report you'd like to run from the left. Once you have selected a report, you'll see a number of options on the right. There are also several options at the top of the screen: Types of Reports NOTE: The availability of reports may differ slightly depending on which modules your organization has purchased. Payroll Reports Approaching Overtime Report: This report displays employees that are coming close to or are already in over time. The length of time until an employee hits overtime can be configured for daily, weekly, bi-weekly, and quad-weekly overtime as well as differently for salaried individuals in the Settings screen. Complete Payroll Report: This report displays each shift worked for each employee, including the hours worked and the total hours worked that day and week. This report is ideal for situations where you need all the information on a period on hand for an audit or payroll purposes. Day Breakdown Report: This report provides a breakdown of all job codes worked on a daily basis, giving the user totals of how many hours were worked in that day. Estimated Wages Report: This report calculates roughly how much employers can expect to pay in wages over the reporting period, based on the employee's pay rate, hours worked, and overtime modifiers. Individual Exception Report: This report details any exceptions that have been reported, and breaks it down on a per-employee basis. 35

36 Individual Job Report: This report compares the total amount of hours an employee worked and the job codes in which they worked, providing a period total and a break down by job code. Overtime Report: This report highlights all shifts responsible for creating overtime as well as an overtime total for each job code and for the pay period. Payroll Detail Report: This report breaks down individual segments worked by employees, including totals, job code rates, and break lengths. This report is ideal for situations where you need the most information for a period available in one place. Payroll Summary Report: This report simply shows the total regular and overtime hours worked for each employee. This report is ideal for when the totals for your entire company must be available in one place. Shift Note Report: This report displays all segments with a note attached as well as the full text of the note. Supplemental Pay Report: This report provides the difference of the employees' wages and tracked inform ation versus what is required to meet minimum wage. The employees' rates of pay will need to be less than the minimum wage set in the report settings; if the rate or average of pay is greater than the minimum wage, then no data will be reported. Tracked Information Summary Report: This report displays the cumulative amount of tracked fields per job code on each employee throughout the reporting period. This report is ideal for receiving quick totals for all tracked fields your organization uses. Weekly Punch Report: This report shows the individual punches an employee has made including time in, time out, and the job code. This report is ideal for situations where you simply want to see when and where your employees are clocking in and out. Weekly Schedule Report: This report will show a per-week breakdown of employees' scheduled time. Weekly Summary: This report displays hours per week (for up to a 6 week period), and separates regular, over time 1, and overtime 2 hours. Job Code Reports Job Code Information Report: This report will display a list of your employees, and will show you which job codes have been applied to those employees. Job Code Analysis Detail Report: Selecting this report gives you the option to choose what job codes you would like a summary of. It will then give you a detailed report on the total hours and estimated wages worked for each job code broken down by employee as well as totals for each job code and job code group. Job Code Analysis Summary Report: Selecting this report gives you the option to choose what job codes you would like a summary of. It will then give you a detailed report on the total hours and estimated wages worked for each job code as well as totals for each job code group. Job Code Group Detail: This report will group together hours per each job code, and will total the overall hours, regular hours, overtime hours, and wages per job code. It also contains punch information, and will group and sub total information by each sort key. That way, if you sort on Department, then you can subtotal job code information for that department. Job Code Group Summary: This report will group together hours per each job code, and will total the overall hours, regular hours, overtime hours, and wages per job code. It also groups and subtotals information by each sort key, so if you sort on Department, then you can subtotal job code information for that department. Job Code Overtime Report: This report displays each segment that created overtime as well as which employ ees earned overtime in that job code. The report also provides a subtotal of how much overtime was earned by each job code. 36

37 Job Code Split Report: This report breaks down hours into user-defined groups containing the selected job codes. Selected Job Code Report: This report provides a detailed breakdown of all hours worked per employee in job codes selected through the Job Code Filter. Scheduler Reports Schedule Variance: This report displays any inconsistencies between employee scheduled segments and the actual clock operation times for the selected period. Schedule vs. Actual Breakdown Report: This report provides a breakdown of Scheduled and Actual hours, including estimated wages, alongside a cumulative amount of the variances, per job code. Schedule vs. Actual Report: This report provides a breakdown of Scheduled and Actual hours, including estim ated wages alongside a cumulative amount of the variances per employee throughout the reporting period. Scheduled Job Code Analysis Detail Report: This report breaks down how many hours were scheduled for each job code by each employee throughout the reporting period. Scheduled Job Code Analysis Summary Report: This report summarizes all hours were scheduled in each job code for each employee throughout the reporting period. Period Reports Period Report (Detail): This report displays the cumulative hours an employee worked, sub-totaled by work week and broken down by regular, overtime 1, and overtime 2 hours. Period Report (Summary): This report displays the cumulative hours an employee worked, broken down by reg ular, overtime 1, and overtime 2 hours. Period Report (Variance): This report displays any variance in the amount of hours an employee worked in that week compared to a threshold defined in the report Settings. This report is useful for determining if an employee is eligible for hours-dependent benefits. Cost Code Reports Cost Code Budget Report: This report displays the total budget (in dollars and hours) of a cost code, as well as the segments worked in that cost code. The report also displays any variance in actual hours versus the budget. Cost Code Summary:This report provides a total amount of regular and overtime hours used in each cost code throughout the reporting period. Cost Code Summary by Individual: This report breaks down how many hours were worked in each job code by each employee throughout the reporting period. Cost Code Usage Report: This report summarizes all hours worked in each cost code by each employee through out the reporting period. Cost Code Punch Detail Report: This report displays which cost codes were used during each clock operation across the report period. Individual Cost Code Summary: This report displays a summary of all hours worked in each cost code, broken down by employee. Individual Costing Detail: This report includes a breakdown of hours by individual segment, for ease of ref erencing which cost codes have been used over time. 37

38 Period Individual Cost Report (Detail): This report only displays one cost code, and displays each employee that worked the cost code. It lists regular and overtime hours, and breaks down hours worked by individual weeks. Period Individual Cost Report (Summary): This report only displays one cost code, showing each employee that worked the cost code, as well as any regular and overtime hours worked. Accruals Reports Accrual Usage Information: This report displays the accrued time, used accrual time, and adjusted totals for the accrual banks of your employees, and shows when an amount was deducted from an accrual balance. Future Cost of Accruals Report: This report will provide a cost of an accrual balance based on the amount remaining, as well as the leave code's base rate. Period Accrual Information Report: This report displays cumulative amounts or accrued time, used accrual time, and adjusted totals. Miscellaneous Reports Anniversary Report: This report displays all hire date anniversaries that fall within the configured date, as well as how many years that individual has been employed. Birthday Report: This report displays all employee birthdays that fall within the configured date. Optionally, the employee's age can be displayed as well. Break Totals Report: This report displays all breaks taken as well as the length of breaks and the total amount of breaks that were paid. Exception Summary Report: This report will show lists of employees per each type of exception, which is ideal for identifying issues on a per-exception basis. Punch Location Report: This report provides a complete list of clock operations throughout the reporting period as well as where they were made and what method (RDT, WebClock, etc.) was used. Scheduled Reviews Report: If you schedule occasional performance reviews for your employees, then this report will display reviews scheduled within a date range, as well as their completion date. Time Coverage Report: This report breaks down a cumulative amount of hours worked within the selected day, broken down by hour. Contract Reports Contract Details Report: This report provides a list of employees under contract as well as how many days and hours they've worked in that contract. Contract Variance Report: This report compares the hours each employee worked versus those that they are contracted to work, as well as providing a variance in hours and days. Other Reports Employee Accrual Bank Report: This report will show you which accrual banks have been assigned to your employees. Employee Information Report: This report will provide a list of employees, and can be configured to display any type of employee personal information that you may need. Schedule Request Report: This report provides a list of all employee requests during the selected time period, as well as what leave code the request was made in, and its approval status. 38

39 Substitute Report: If you have the Substitute Tracking module enabled, then this report will display a sub stitute's punch info, and the name of the person that he/she substituted for. Configuring a Report 1. Select the report you'd like to run from the Period Reports screen. 2. Apply the desired Employee and Job Code Filters by clicking the buttons at the top of the screen. 3. Enter in the date range for the report or select a predefined date range from the dropdown. 4. Click on Settings to change individual facets of the report. These settings are unique to each report, so for example if you want to remove employee social security numbers from the Period Report (Summary), you would uncheck "Print social security number at top of page" in the Settings menu. 5. If you would like to change the font, spacing, or page orientation used on the report, click on Page Layout at the bottom of Settings. 6. Once you have customized the report, click Save to commit these changes and return to the Period Reports screen. 7. Click on the Download button to change the output the report uses. The types of output TimeClock Plus pro duces are: HTML: The output is produced in a.html file that can be opened by a web browser. PDF: The output is produced in a.pdf file that can be opened in Adobe reader or another program designed to read.pdf files. As the.pdf report is more difficult to edit than the other formats, many companies use this for producing reports to send out. OpenXML: The report is produced in a.xml file that can be opened in Microsoft Excel or OpenOffice Calc. 8. Click Preview to see an example report and make sure that it includes all of your criteria. 9. Once you have configured the report, click on your output type (e.g., HTML) to create a downloadable report. If you wish to print a hard copy, click Print to send the report to a printer. Saving a Report Reports can be saved for later use. To save and access reports: 1. Select the report that you would like to save and configure the settings as you normally would. 2. Click on the Save as button. 3. On the Saved Report menu, select a Category you'd like to save this report under. Similar reports can be grouped in the same category for easy access. Give the report a unique name. 4. If you'd like to allow other users to access this saved report, check Make report visible to all users. 5. To create an employee filter that will consistently be used on the saved report, check Save employee fil ter and create the filter. 6. To create a unique set of options the report, check Save options and configure the report. 7. Click Save to add the report to Saved Reports. 8. To run this report later, select Saved Reports under the Reports menu. Automating Reports When a user is saving a report or editing a report that has already been saved, they can set it up to be sent out 39

40 using Automation Utility. To do so: 1. When adding or editing a saved report, click Add under the Report Automation header. 2. Create a Description for the automated report. This is how it will appear in Automated Tasks. 3. Select the User to run automation. The report will be ran with the permissions of this user. 4. Choose whether or not you want the automation to be Active by toggling that checkbox. 5. Select a Reporting Period. This is the range of dates the report will run for. The different Reporting Peri ods that can be selected are: Fixed Period: The report will always run between the two selected dates Fixed to today: The report will always run from the selected date to the current date at the time of automation Fixed to yesterday: The report will always run from the selected date to the day before the auto mation is run. Floating period: The report will run using a defined period from the Period dropdown. This range can be modified by changing the Period start and stop offset times to go forward or back sev eral days. 6. Click Next to view the Output Options. Select whether you would like to Generate a single report that contains all information, or Generate personalized reports for each employee included (each report will be rendered separately). Additionally, pick at least one type of output from the Output Formats column. 7. If you would like the report to be sent even when there is no relevant information, check Generate out put even if there is no data to include. If the report generates exceptions and you would like to view them, check Include exception log with output. 8. Click Next to access the list of Mailing Recipients. Here you can enter in a list of addresses you'd like to have the report sent to. If you are logged in as a non-admin user and would like to receive the report, check Include the user that runs automation as a recipient. 9. Click Next to edit the body of the . This is a brief message that will be sent along with the reports. If left blank, just the reports will be sent. 10. Click Next to schedule when the report is sent. Click on the icon to set up a Schedule Task Rule. Chose when you'd like to Execute the rule: Once: The report will run and be sent once at the scheduled date and time. Every: The report will run every X minutes, starting from a date and (optionally) ending at a set date. Daily: The report will run at a set time on each of the selected dates, beginning on the first date and (optionally) ending at the second date. Monthly: The report will run at a set time on a certain day of the month. Optionally, and end date can be configured here. Yearly: The report will run on a set time and date each year until the optional end date is reached First: The report will run on the first day of the week in a selected month plus or minus a set amount of days at the specified time (for example, the First Monday of January plus 7 would run the report on the second Monday of January). Last: The report will run on the last day of the week in a selected month plus or minus a set amount of days at the specified time (for example, the Last Friday of January minus 7 would run the report on the second-to-last Friday of January). 11. Click Save to commit the Scheduled task, and Finish to save the report. The report should now appear in Manage Automated Tasks. 40

41 Report Options The Options menu of the Payroll Report screen provides users with options to customize the format and con tent of their Payroll Reports. Please note that these are general options in regards to how the report and employ ees are formatted and displayed; for control over the information the report displays, click on each individual report's Settings button. Click on the to expand a section, or click Expand all or Collapse All to show or hide each section. When you have finished making changes, click Save to save the options, or Cancel to go back to the previous settings. Formatting Options Time format: This option determines the way time is displayed on the report. Time can be set to: Company default: The format chosen when setting up the company. Server default: The format chosen by the culture used on the database server. Server default fixed: The format chosen by the culture used on the database server, but always using two digits for the hour (e.g. 04:15 pm for 4:15 pm). Hour:Minute: 4:15 PM. Hundredths: 4.25 for 4:15 PM. Military time 1: 1615 for 4:15 PM. Military time 2: 16:15 for 4:15 PM. Date format: This option determines how dates are displayed. Dates can be set to display as the company default, the server default, Month/Day/Year, or Day/Month/Year. Hour format: This option determines how segment lengths and other lengths of time are displayed on the report. Hours can be set to display HH:MM (e.g., 4:15 for four hours and fifteen minutes) or HH.HH (e.g., 4.25 for four hours and fifteen minutes). Please note that there may be rounding errors when using the HH.HH method, which can be mitigated by extending the amount of decimal places used. Decimal places: If you are using HH.HH for your report, this is where you determine how many decimal places the time goes out to before rounding. For example, a segment that is seven hours and nineteen minutes long 41

42 comes out to hours. If the decimal places are set to two, the segment is rounded to 7.32 hours. While this still converts to 7:19, over time this can lead to employee hours being off by several minutes. Setting the Decimal places value would record the accurate length of hours. Name format: This option determines how employee names are displayed. The options are: Full name: John Smith Partial name: J. Smith Last, First: Smith, John Normalize employee names to same case: Checking this option will show all employees with the same casing. This is useful if you have imported employee information from multiple sources and some employees are in upper case. Normalize job code names to same case: Checking this option will show all job codes with the same casing. This is useful if you have imported job code information from multiple sources and some job codes are in upper case. Miscellaneous First, Second, and Third sort keys: The sort keys determine the order by which your employees are displayed. You can use up to three sort keys. The employees will then be sorted by the first key. Once employees are sorted, the second key runs to determine those employees that have the same criteria for the first key. The types of sort keys used are: ID Number: The employee's ID number. Last Name: The employee's last name. First Name: The employee's first name. Export Code: The export code assigned to an employee. Social Security: the employee's social security number. Classification: The employee's assigned classification. Department: The employee's assigned department. Manager: The user that the employee is assigned to. Badge Number: The employee's assigned badge number. Default reporting period: This option selects the time frame reports will default to. Print Options Hide overtime 1 column if not present on report: With this option selected, Overtime 1 will not be displayed on the report if none of your employees went into overtime during that period. Hide overtime 2 column if not present on report: With this option selected, Overtime 2 will not be displayed on the report if none of your employees went into Overtime 2 during that period. Use bold printing to emphasize totals: With this option selected, totals on reports will be bolded for emphasis. Report line spacing ( ): This option allows you to set how much space appears between lines of a report. For example, if you wanted the report to be double-spaced (a blank line between every line of data) you would enter 2. 42

43 Shading color for shaded sections on reports: This option allows you to select what color will appear on shaded sections within the report. Shaded sections can be defined in the Settings for most reports. Period Export The Period Export screen allows you to export segments worked to a third party payroll software. The exact steps to performing a period export will depend on the export module you are using, but the general layout of the Payroll Export screen remains the same. For more information on how to configure the Period Export screen for your payroll software, please refer to the module documentation. At the top of the Period Export screen is an information bar. This allows you to select what software you'd like to export to and the date range you'd like to export. There are also four buttons for configuring and customizing your report Employee Filter: This button brings you to the Employee Filter screen. Job Code Filter: This button brings you to the Filter Job Code screen. Save: This button allows you to save an export configuration for later use (see Saving a Template below). Load: This button allows you to load a saved configuration. Configuring the Export 1. Select the program you'd like to export to from the dropdown list. 2. Change the basic configuration of the export such as whether or not the hours are split by job code (recom mended for most exports) and the name of the export file in the Settings section. 3. Assign payroll items and configure options specific to your payroll items in the Configuration section. 4. Determine how the export will be displayed in the Options section. 5. If you'd like to filter the export to only display certain employees or job codes, use the Employee Filter and Job Code Filter buttons at the top of the screen. Performing the Export 1. Once the export has been configured, click Generate to begin the export process. If you have not saved your configuration, you will be asked if you'd like to do so now. 43

44 2. If any exceptions occurred during the export process, the Show Exceptions button will become active. Clicking this button allows you to see the errors and exceptions that occurred while creating the report. 3. To download the export file for your payroll software, click Download. Saving a Template 1. Once your export has been configured, you can save it as a template in order to easily access it in the future. To do so, click on the Save button. 2. On the Save Export Screen, enter in a name for the template. 3. Configure the options for the template: Default: Enabling this option automatically loads this saved template when you enter the Period Export screen. Make Public: Enabling this option makes this template available for all other users that have access to Period Export. Save output file name: Enabling this option saves the file name for the export for future use. Save employee filter: Enabling this option saves the employee filter options you are using (if any) for future use. Save job code filter: Enabling this option saves the job code filter options you are using (if any) for future use. Save current options: Enabling this option saves the options configured for the export for future use. 44

45 4. Once you've configured the template, click Save to store the template for future use. 5. If you'd like to delete a previously saved template, click the icon next to the template name. Time Sheets The Time Sheets feature allows users to assign time sheets for up to a week to any number of employees. This fea ture can be used to quickly add time sheets to multiple employees for events such as vacations or Holidays. In the example below, we will be assigning a day of vacation to all of our employees for the company's Fourth of July pic nic. Creating Time Sheets 1. Select Time Sheets from the Hours menu. 2. Select the employees you would like to create time sheets for from the employee list, or set an Employee Filter to only include specific employees. Once your employees have been selected, click Next. 3. User the Previous and Next buttons to select the week you'd like to enter in time sheets for. If you'd like to enter in a time sheet for Saturday or Sunday, click on the Display weekends checkbox. 4. Once you've selected the week you'd like to add hours for, click Add on the day you'd like to create a time sheet for. By default, the day will populate with an anchor time and length of the time sheet. 45

46 5. To edit the details of the time sheet entry, such as the anchor time, hours, job code, cost code, rate, or notes, click on the Edit button. 6. To add an additional time sheet for the same day, click on the Add button again. 7. If you'd like to copy the time sheet segment to other days of the week, click Copy and select which day(s) you'd like to create time sheet segments for. 8. To remove a segment, click Clear. Once the time sheets for the week have been created, click Next. 9. On the Summary screen, you will see a brief summary of the time sheet segment(s) you are adding. Click on Preview to validate the time sheets without actually creating them. If the previewed operation doesn't have any errors, create the segments by clicking Process. BEST PRACTICES: Always select Preview before processing an operation that adds segments to mul tiple employees. Adding a time sheet can't be easily undone, so previewing an operation will help you pinpoint any errors made and prevent the need to delete successful time sheets and try again. Employee Menu The Employee menu is where many users of TimeClock Plus will be spending the majority of their time. This menu allows users to: Create Employee Profiles and edit the employees' information, job codes, managers, and exceptions. Create Employee Roles that allow for multiple employees to be assigned the same settings. Modify multiple employees' data all at once via the Global Modification tool. View, edit, and delete Employee Messages that have been sent globally. Employee Profiles Employee Profiles is where you will add and edit employee information. It is also where you will assign job 46

47 codes to the employee. On the left side of the screen, you will see a list where the first 100 employees will appear. Specific employees or a different range can be set using the Filter button. Employees can also be filtered by typing a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to the previous settings. The list can also be sorted by several methods in ascending or descending order by hovering over the Sort button and selecting a method. Once you have an employee selected, their employee information should appear in the header bar. This bar shows some basic information about the employee, such as their name, ID, Manager, Department, Default Rate, and Job Code. Each tab includes multiple sections. Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Adding an Employee 1. Click the Add button in the top right corner of the screen to bring up the Add Employee Wizard. 2. Enter in basic employee information on the General Information screen. The three fields required to add an employee are First Name, Last Name, and Employee ID, which should automatically fill in with the first available number. Additional fields may be required, which can be configured in the Manager Tab of Company Defaults. Once you have entered the required information, click Next. 47

48 3. Assign a job code to the employee Job Codes screen. To assign a job code to an employee, click Assign. In the Assign Job Code Items window, you will have the option of clicking one or more job codes and clicking Assign to assign them to an individual. You can also change the default rate for the selected job code(s) by clicking on the Rate dropdown below the job code list. Once you have assigned a job code, you can click Next to go to the final screen, or Finish. 4. If desired, select the job code an employee will default to on the Defaults screen. Setting a job code as default automatically selects the job code for that employee. 5. Once you are happy with the employee s settings, click Finish to add the employee to the employee list. Assigning a role to an Employee If you have set up roles via Employee > Employee Roles, you can assign the role to the employee on any tab in 48

49 Employee Profiles. 1. To assign a role, click on the gray Select Role button on the right side of the window, and choose a role from the list. 2. If the role utilizes automatic breaks or recurring schedules (which are both set up on the Hours Tab of the employee and role profiles), then you can set effective dates for both of those features. 3. Once the desired settings are in place, click Select to save the role to the employee. Adding a Photograph to an Employee 1. To add a photograph to an employee, click on the Edit Photo link on the left side of the employee's pro file (next to the employee list). This will open up a Manage Photo window. 2. Choose the Browse button. This will allow you browse and locate a photograph of the employee. 3. Click Update. This will save the photograph to the employee's profile. 4. To delete a photograph, click Edit Photo again, and choose the Delete button in the Manage Photo win dow. This will clear the photo from the employee's record. Deleting an Employee Click the Delete button to bring up the Delete Employee prompt. On this screen you can delete the employee by clicking the green Ok button. TIP: It is strongly recommended that you do not delete employees that already have hours logged in the system. Deleting an employee will also delete ALL of their records. If an employee no longer needs to be on the list, consider suspending the employee (by checking Suspended in the Information Tab of Employee Profiles) or entering in a Termination Date. Information Tab The Information tab of Employee Profiles is where users will enter in general information about an employee after the employee been added to the system. The only fields required in the General tab are First and Last Name. However, it is strongly recommended that you include a Hire Date in order to make sure that some func tions of the software (accruals and other behind-the-scenes calculations) process properly. 49

50 Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Personal Employee ID: The employee's numeric employee ID. This is how many individuals will log into WebClock or clock devices to perform clock operations. First Name: The employee s first name. Last Name: The employee s last name. Address: These two fields are for entering in an employee s address. City: The city in which the employee resides. State: The two-letter abbreviation of the employee s state of residence. Zip: The employee s postal code. Gender: A dropdown menu to select the employee s gender. DOB: The employee s date of birth, written as mm/dd/yyyy (e.g., 1/4/1970 or 10/14/1982). SSN: An employee s nine-digit social security number. The employee s address. Cell: The employee s cell phone number. Phone: The employee s phone number. Company Classification: This is where you can set a numeric classification of the employee. Classifications are numeric iden tifiers that you can use to filter employees (e.g., 1 for full-time, 2 for part-time, 3 for variable-hour.) Department: This field is where you will set the employee s department, and it accepts both text entry and drop down selection entry. You can type a new department into the field like you would for any other blank, and when you save the employee, the department will be available in the dropdown for other employees. Along those same lines, you can choose a previously entered department from the dropdown if another department is available. Export Code: This is where you will enter in an employee s export code. This is the identifier you will use when exporting data for a payroll software. Please refer to the documentation for your period export module on when and how to use this field. Hire Date: This is where you ll enter in the employee s hire date. Though not required for employee entry, it is recommended that a hire date is entered to make sure accrual rules and other behind-the-scenes calculations pro cess correctly. Termination: If an employee is no longer with the company, this is where you can enter the employee s ter mination date. Entering a date for employee termination will mark an employee as terminated for filtering and report purposes. The employee will also be unable to log in and perform clock operations. Suspended: This checkbox indicates whether or not the employee is suspended. When checked, this employee will count as suspended for filtering and report purposes. The employee will also be unable to log in and perform clock operations. 50

51 Work status: This allows you to designate your employees as Full time, Part time, or neither, for filtering pur poses. Other Network ID: This is the employee s identifier on your local network. LDAP User Name: If you have the LDAP authentication module, this will be the employee's LDAP identifier. PIN: This is where you will enter an employee s Personal Identification Number (PIN). This can be used when the employee clocks in and out to provide additional security. Badge: This is where you will enter in an employee s badge number. The badge number can be used on a clock device with badge-reading capabilities to identify the employee. Jobs Tab The Jobs tab is where you manage the job codes assigned to the selected employee. From here, you can add, edit, and delete job codes that the selected employee has access to as well as change employee settings for each job code. 51

52 NOTE: Changes made on the employee job code level will be unique to that employee. For example, changing an employee's rate in a job code that they are assigned will not change that for any other employees. To modify existing job codes for several employees, see Employee > Global Modification. The Jobs tab consists of three sections: Job Code, Default, and Rate Change History. Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes to the tab, click Save to save your work or Cancel to go back to the previous settings. Assigning a Job Code 1. Click Assign to open up the Assign Job Code Items window. 2. At the bottom of the window, select a job code not already assigned to the employee. To filter job codes by name or ID, type the criteria in the search bar and click Search. Click the X button to clear the search. 3. To change the rate that the employee will earn in that job code, select the appropriate option under Rate. 4. Once you have one or more job codes selected, click Assign to assign those job codes to the employee. Changing Job Code Settings 52

53 Click on the icon to access the Configure Job Code window. Note that the modified settings here will only affect the selected employee. To change the default settings of a job code for all employees, see Job Codes. Overwrite individual s default pay rate: This checkbox allows you to enter in a unique rate of pay for this employee when working in this job code. Active: Flagging the job code as Active allows the user to clock in and out. If this is not checked, the job code will still be assigned to the user, but he or she will not be able to clock in or out using it. Clockable: The clockable checkbox determines whether or not a user can clock in or out. If it is unchecked but the code is active, the user will not be able to clock in or out in the job code, but their manager could assign a shift. Unclockable job codes are most often leave codes such as Sick or Vacation. Allow time sheet entry: Enabling this option will allow the user to enter time sheets for this job code in WebC lock. This is useful for traveling employees or those that may not have access to the clock normally. Time sheets must also be enabled in the employee's Manage tab. Auto transfer hours from schedule during close week: Enabling this option will automatically transfer sched uled hours in the upcoming week as hours worked in this job code by the employee. If enabled, hours will transfer as part of the close week process. Overtime These settings determine how overtime is calculated within this job. The options selected here will determine how these hours count toward the settings in the Overtime Tab. No Overtime: Hours worked in this job do not earn or count towards overtime. Counts toward overtime: Hours worked in this job do not earn overtime, but will count towards the overtime threshold if the employee also works in a job code that earns overtime. Counts toward and earns overtime: Hours worked in this job code count towards and earn overtime. Force Overtime Settings:These options determine whether or not the job code forces overtime hours. You are given the following options: Do not force overtime: Hours are calculated normally. Force overtime 1: Hours worked in this job code will automatically be processed as overtime 1. Force overtime 2: Hours worked in this job code will automatically be processed as overtime 2. Tracked Fields Tracked fields are numbers that you can require an employee to enter before or after working a segment. Com mon uses for Tracked fields are miles, tips, calls, parts, and other variables that may change with each shift. Up to three different tracked fields can be defined within the Company Defaults. The software can be set to ask employees to enter in any of the tracked fields manually,when they clock in or out, or both. 53

54 Custom: Clicking the Custom button will allow you to access custom fields that have been assigned to the Employee Job Code feature. For more information, see Custom Fields. Deleting a Job Code To delete a job code from the employee, click on the icon. This will remove the job code from the employee. If the employee already has hours in this job code, clicking on the icon will bring up a screen suggesting that the user to make the job code inactive instead. This is to ensure that you have accurate records for this employee. Changing Job Code Defaults The Default section contains several options that determine the employee's default rate, job code, and if the job costing module is enabled, default cost code and group. Default pay rate: This is the employee's default hourly rate. Job codes that use the default option will pay this amount per hour. Default Job Code: This is the employee's default job code. If you'd like the employee to always clock in using this job code, check Use default job code when clocking in. (the employee can always change job codes later). Default Cost Code: This is the employee's default cost code. If you'd like the employee to always clock in using this cost code, check Use default cost code when clocking in. (the employee can always change cost codes later). Cost Code Group: This is where the user assigns a cost code group to this employee. Rate Change History Whenever you alter an employee's default rate, or the rate of one of that employee's job codes, then a record will be created in the Rate Change History section. These changes can be easily referenced here with the Search bar, and the list of changes can be downloaded via the Download button. 54

55 Overtime Tab The Overtime tab screen is where you can configure the overtime settings for the selected employee, such as rate, when overtime takes effect, and the overtime calculation. Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work, or Cancel to go back to the previous settings. Rules Overtime Type This is where you will select the type of overtime used by this employee. Each employee can earn overtime based on the following options in the dropdown list: Weekly Overtime: Overtime is based on X hours in the system week (defined to the right). Daily Overtime: Overtime is based on X hours in the day (defined to the right). Best of Weekly vs. Daily: The system will calculate overtime using both weekly and daily. Overtime will be based on the higher of the two totals Bi-Weekly Overtime: Overtime is calculated on X hours in a 14 day period, as defined by the bi-weekly base date during company setup. Best of Bi-Weekly vs. Daily: Overtime will be calculated using both daily and bi-weekly methods Salaried: No overtime will be calculated. However, if selected, an option will become available below to enter the salaried amount per year. This amount will be used in calculating labor cost. Both Daily and Weekly Overtime: The system will calculate overtime on a daily and weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then regular hours are calculated to determine weekly overtime. 55

56 Both Daily and Bi-Weekly Overtime: The system will calculate overtime on a daily and bi-weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then regular hours are calculated to determine weekly overtime. Both Daily and Weekly Overtime (2): The system will calculate overtime on a daily and weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then all hours are re-calculated to determine weekly overtime. The weekly and daily overtimes are merged to obtain the calculations for the period. Both Daily and Bi-Weekly Overtime (2): The system will calculate overtime on a daily and biweekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then all hours are re-calculated to determine weekly over time. The weekly and daily overtimes are merged to obtain the calculations for the period. Each of these options (with the exception of Salaried) will give you the following options: Individual also earns a salaried amount X.XX per year: If enabled, you can enter in a salaried amount this employee receives. This amount will be reflected in labor costing. Ignore regular hours for this individual: With this option enabled, only overtime for this employee will be reflected in reports and exports. Overtime Settings Overtime Settings are where you will configure when an employee goes into overtime. Depending on the over time type, you will be asked to enter in the amount of hours required to go into Overtime 1 and Overtime 2 per day and/or week. Since Overtime 2 pays out more than Overtime 1, the time for Overtime 2 must be greater than Overtime 1. Multipliers This is where you will define the rates for Overtime 1 and Overtime 2. By default, Overtime 1 is set to 1.5 (timeand-a-half) and Overtime 2 is set to 2 (double time). However, this amount can be customized to meet the needs of your company. Advanced If your employees receive Overtime 1, Overtime 2, or a special premium on a sixth or seventh consecutive day worked, or if they receive any of those options on a day marked as a holiday in Company > Holidays, then you can define those thresholds in the Advanced section. 56

57 Hours Tab The Hours tab of Employee Profiles is where you manage the settings related to clock operations and hours for an employee, such as clock operation restrictions and shift rounding. Click on the icon to expand out a section, or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Rounding Automatic Rounding: These settings allow you to automatically round shifts to a certain amount of time. This does not require the use of a schedule, but will automatically take place after round-up time. The first field must evenly divide into 60 and the second field must be less than the first field. Valid numbers for the first field are 2, 3, 4, 5, 6, 10, 12, 15, 20, or 30. When using rounding, the actual time will be recorded and viewable as well as the rounded time. Example: Molly's manager wants her shifts to round to 15 minutes when Molly clocks in or out. With the current settings, if Molly were to clock in at 8:55, it would round to 9:00. If Molly was running late and clocked in at 9:06, it would still round back to 9:00. However, if she clocked in at 9:08, the clock-in time would round to 9:15. If she were to clock in at 9:23 it would round 9:30, and so on. Schedule Rounding: These settings allow the employee s clock operations to be rounded to their schedule. For this option to work correctly, a schedule must be set for the employee. When using rounding, the actual time will be recorded and viewable as well as the rounded time. Example: In order to prevent Jeremy from clocking in early or "riding the clock" to get a few extra minutes at the end of his scheduled shift, the manager has set up Schedule Rounding to round any time clocked 30 minutes before the shift to record as his scheduled start time. So if Jeremy were to clock in at 8:33 when he is scheduled for 9:00, his time in would be marked as 9:00. Similarly, to prevent Jeremy from hanging around after he is supposed to go home, the manager has set him to round at 10 minutes after clocking out. So if Jeremy was supposed to leave at 5:00 but did not clock out until 5:07, the recorded time would read 5:00. Schedule 57

58 Individual participates in auto copy of schedules during close week: If this option is enabled this employee s schedule will copy over from Scheduler into the upcoming week when performing a Close Week operation. Assign Schedule: This is where you will assign Recurring Schedules to an employee. For more information, see Manage Recurring Schedule in TimeClock Scheduler. Automatic Breaks The Automatic Break section is where you can assign rules created in Automatic Breaks. These rules are added to the employee by clicking on Assign. Assigned rules can also be edited to have a start and end date. Time Zone The Time Zone section is where you can set an alternate time zone for the employee. This is especially useful if the employee works in a time zone other than the one set in the Global Tab in Company Defaults. To enable an alternate time zone for the employee, place a check mark next to Enable time zone, choose the desired time zone from the dropdown menu, and click Save at the top of Employee Profiles. Leave Tab The Leave tab is where you can assign request templates, set request approval levels, and assign accrual banks to an employee. Request Templates Created Manage Request Templates can be added to an employee in this section by clicking on the Assign but ton. Once assigned, the template can be used by the employee when creating time off requests. Assigned tem plates can be deleted by clicking on the icon next to its name. Requests 58

59 The Requests section allows users to determine how many levels of approval are required for a time off request from the employee. Approving requests in TimeClock Plus can occur on up to three levels. For example, a request could require approval from a shift/team supervisor (level 1), department manager (level 2), and an exec utive or HR representative (level 3). Accrual Banks Assigning and Removing Accrual Banks 1. Click on the Assign button. 2. Select the Accrual Bank(s) you'd like to assign. 3. Click on Assign. 4. To delete an assigned Accrual Bank, click on the icon. 5. Click Save to confirm the changes to the Leave tab. Modifying Accrual Banks 59

60 1. Click on the icon next to the Accrual Bank you'd like to edit. 2. Edit the Accrual Rules assigned to this bank. Like job codes, Accrual Banks can be edited on the employee level. 3. Accrual Banks can be edited similarly to the initial set-up. For more information on editing banks, see Accruals Overview. 4. Click Save to exit the Configure Accrual Bank screen, and Save to confirm the changes to the Leave tab. Viewing the Accrual Ledger 1. Select the Accrual Bank you'd like to edit the ledger for. 2. Select the date range you'd like to view a ledger for. A date range can be manually entered, or you can select a date range from the dropdown menu. 3. To manually add an entry to the accrual ledger, click Add. 60

61 4. Select a date and enter in an amount accrued, amount taken, and/or an amount used over the limit. Please note that the date must be before the actual current date. 5. Enter in a Note for a brief description of the transaction. 6. Click Save to exit the Add screen, and Save to confirm the changes to the Leave tab. Payroll Tab The Payroll tab is where you can view cumulative amounts in job codes, and assign shift schedules for shift dif ferential. Cumulative The Cumulative section allows users to view how many hours have been worked in any given job code over a defined time-span. By default, the employee's hours for the year to date will be visible, but other date ranges can be defined by entering the desired dates in the date range boxes and clicking Update. Each job code the employee has worked hours in will be visible as well as the number of regular and overtime hours that employee has clocked in that job code. 61

62 Shift Differential If you have set up shift schedules in Shift Differential Module, then you can assign the shift schedule in the Shift Dif ferential section here. Simply choose the desired shift schedule from the Shift schedule dropdown, and click Save to apply the changes. Access Tab The Access tab of Employee Profiles is where you will assign what users have access to this employee, who can approve employee shifts, and which clock configuration the employee will use in the various time entry locations. Click on the icon to expand out a section, or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Access You can assign a user (an individual's TimeClock Plus managerial login) access to an employee by clicking the green Assign button. Doing so will bring up the Assign Users screen. From here, you can select a user and click Assign to give them to the employee. Once a user has been assigned, you can select the user from the Manager dropdown to assign that user as the employee s manager. To give a user acceptance permission, check that user's Request Notifications checkbox. Clock Configurations The Clock Configurations section allows you to select the WebClock, Mobile Clock, and Telephone Clock configurations this employee uses. You can select an existing configuration (created and managed in Con figuration > Other Configurations > Clock Configuration) from the dropdown list next to each feature, or click Create New to create a new configuration. 62

63 Exceptions Tab The Exceptions tab allows you to define what exceptions are tracked by the software, as well as when the soft ware will count an abnormal clock operation as an exception. Click on the icon to expand out a section, or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Approvals Track employee approval: With this option checked, segments without employee approval will be tracked for this employee. This option includes several sub-options: Employee can view: Check this box to allow the employee to view their own unapproved segments. Requires approval before closing the week: When this box is checked, segments must be approved by the employee before the week can be closed. Requires approval before exporting: When this box is checked, segments must be approved by the employee before hours can be exported. Track manager approval: With this option checked, segments without manager approval will be tracked for this employee. This option includes several sub-options: Employee can view: Check this box to allow the employee to view their own unapproved segments. Requires approval before closing the week: When this box is checked, segments must be approved by the manager before the week can be closed. Requires approval before exporting: When this box is checked, segments must be approved by the manager before hours can be exported. 63

64 Track other approval: With this option checked, segments without other approval will be tracked for this employee. This option includes several sub-options: Employee can view: Check this box to allow the employee to view their own unapproved segments. Requires approval before closing the week: When this box is checked, segments must be approved by the other supervisor before the week can be closed. Requires approval before exporting: When this box is checked, segments must be approved by the other supervisor before hours can be exported. Shift Exceptions Track conflicting shift: With this option checked, segments that share time with another segment (e.g., clocking in while already clocked in) will be flagged. This option includes several sub-options: Employee can view: Check this box to allow the employee to view their own conflicting shift segment exceptions. Requires approval before closing the week: When this box is checked, long shifts must be approved before the week can be closed. Requires approval before exporting: When this box is checked, long breaks must be approved before hours can be exported. Track short break: With this option checked, segments that include or end in a short break (defined in that break's settings) will be tracked for this employee. This option includes several sub-options: Employee can view: Check this box to allow the employee to view their own short break exceptions. Requires approval for clock operation: When this box is checked, an employee returning from a short break must be approved by a user with access to that employee before the clock operation can be com pleted. Requires approval before closing the week: When this box is checked, short breaks must be approved before the week can be closed. Requires approval before exporting: When this box is checked, short breaks must be approved before hours can be exported. Track long break: With this option checked, segments that include or end in a short break (defined in that break's settings) will be tracked for this employee. This option includes several sub-options: Employee can view: Check this box to allow the employee to view their own long break exceptions. Requires approval for clock operation: When this box is checked, an employee returning from a long break must be approved by a user with access to that employee before the clock operation can be com pleted. Requires approval before closing the week: When this box is checked, long breaks must be approved before the week can be closed. Requires approval before exporting: When this box is checked, long breaks must be approved before hours can be exported. Track long shift: With this option checked, shifts that are longer than the length of time specified in this field will be tracked for this employee. This option includes several sub-options: Employee can view: Check this box to allow the employee to view their own long shift exceptions. Requires approval before closing the week: When this box is checked, long shifts must be approved before the week can be closed. Requires approval before exporting: When this box is checked, long shifts must be approved before hours can be exported. 64

65 Track long week: With this option checked, shifts within a work week that total to an amount longer than the length of time specified in the field will be tracked for this employee. This option includes several sub-options: Employee can view: Check this box to allow the employee to view the long week exceptions. Requires approval for clock operation: If this is checked, then an employee with a long week will need to be approved to clock in by a user who has access to that employee. Requires approval before closing the week: When this box is checked, long shifts must be approved before the week can be closed. Requires approval before exporting: When this box is checked, long weeks must be approved before hours can be exported. Track missed in/out punches: When these boxes are checked, segments that contain a missed punch will be tracked for this employee. These options each include several sub-options: Employee can view: Check this box to allow the employee to view their own missed punch segments. Requires approval before closing the week: When this box is checked, segments containing missed punches must be approved before the week can be closed. Requires approval before exporting: When this box is checked, segments containing missed punches must be approved before hours can be exported. Track overtime: With this option checked, segments that put the employee in overtime will be tracked. This option includes several sub-options: Employee can view: This allows the employee to see their overtime exceptions. Requires approval for clock operation: When checked, the employee will not be allowed to clock in if they are in overtime, unless approved by a user who has access to that employee. Requires approval before closing the week: When this box is checked, segments overtime segments must be approved before the week can be closed. Requires approval before exporting: When this box is checked, segments containing missed punches must be approved before hours can be exported. Schedule Exceptions Track absent segment: With this option checked, absences (clock operations that occur further than the length of time entered in this field from the scheduled time)will be tracked for this employee. This option includes sev eral sub-options: Employee can view: Check this box to allow the employee to view their own absences. Track tardy 1 and 2: With these options checked, clock operations that occur after the length of time specified in this field from the scheduled clock operation will be tracked for this employee. This option includes several suboptions: Employee can view: Check this box to allow the employee to view their own tardies. Requires approval before closing the week: When this box is checked, long breaks must be approved before the week can be closed. Requires approval before exporting: When this box is checked, long breaks must be approved before hours can be exported. Track early/late clock in/out: With these options checked, clock operations that take place outside of the range (s) entered will be tracked. Each option includes its own sub-options: 65

66 Employee can view: Check this box to allow the employee to view their own schedule variance. Requires approval for clock operation: If checked, then the employee will be forced to get approval for their clock operation at the entry location by a user who has access to the employee. Requires approval before closing the week: When this box is checked, schedule variance must be approved before the week can be closed. Requires approval before exporting: When this box is checked, schedule variance must be approved before hours can be exported. Personnel Tab The Personnel tab of Employee Profiles is where you will manage employee notes, reviews, and messages. Notes Notes are brief messages about the employee you would like to keep on their file. To add a new note, click Add. On the Add Note window, you can enter in a brief (100 character or less) description and a note about the employee. The buttons below the description allow you to make the text bold, italicized, or underlined, as well as 66

67 change the size. Once written, notes will appear in a table below the Add button listed by description. To view or edit a note, click on the icon to the left of the description. Reviews The Review section is where you schedule and record reviews with your employees. In order to schedule or add a review, click Add. On the Manage Review screen, you can add a date and time for the review by typing it in or selecting it from the calendar button. You can also click Calculate to calculate a date that is a definable number of days after a defin able date or after the employee s hire date anniversary. For example, scheduling 90 days from 5/22/2014 would set the scheduled review date for Wednesday, 8/20/2014. Once an employee s review has been completed, the date can be entered in the Completion date field. Notes about the review can be placed in the Comments field. Managing Individual Messages 1. Select the employee you would like to view messages for in Individual Hours. 2. Select the Personnel tab, and open the Messages section. 3. Select the date range you would like to view messages from and click on Refresh. 4. Click on the icon to edit the message start and stop dates. You can also delete a message by clicking on the icon, and view if the message has been marked as read or not by looking in the Read column. 67

68 Custom Fields Tab The Custom Fields tab is where custom fields created by either the user or modules will appear. For more inform ation on creating a custom field, see Company > Custom Fields. Please note that all custom fields created in the same category will appear in that section. If "Certification," "Date of Expiration" and "Emergency," were all in the category "Employee Information," all three would appear under the "Employee Information" section. Click on the icon to expand out a section, or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Employee Roles The Employee Roles feature allows users to create and configure roles. Roles are predefined settings in Employee Profiles that can be assigned to multiple employees. Roles can be created for different types of 68

69 employees, and information changed in an employee role will automatically be applied to all employees that the role has been assigned to. Creating an Employee Role 1. Navigate to the Employee Roles feature in the Employee section, then click on the Add Role button. 2. Enter the ID you would like to use for this rule. 3. Enter the Description you would like to apply to this Role, then click Add to create it. Editing an Employee Role 1. Select the Employee Role you would like to edit. 2. Select the tabs you would like to edit information for. The information changed here will apply to all employees with this role, unless the role is overridden on the employee level. The following information can be set for a role: General Tab Here you can change the role Description as well as the Classification and Department of the role. Jobs Tab The Job Code tab contains several options for how the role will interact with previously assigned job code items: Assignment clears non-role job code items: Job Code items not assigned to this role will be removed/deactivated from the employee when this role is assigned Assignment resets role job code items: Job code items will reset back to those on the role when the role is assigned to the employee. Unassignment clears role job code items: Removing this role from an employee will also remove job codes added through this role. Assigning a job code to a role involves the same steps as assigning them to an employee. Job codes can exist alongside job codes assigned to an employee individually. Overtime Tab Overtime Settings and Multipliers can be assigned to the role here. Hours Tab Rounding, Clock Configurations, and Automatic Breaks can be assigned to a role here. In addition, three additional 69

70 rules can be checked to change how Automatic Breaks assigned by the role interact with existing breaks: Assignment clears non-role automatic break rules: Automatic break rules not assigned to this role will be removed/deactivated from the employee when this role is assigned. Assignment resets role automatic break rules: Automatic break rules settings will reset back to those on the role when the role is assigned to the employee. Unassignment clears role automatic break rules: Removing this role from an employee will also remove automatic break rules added through this role. Leave Tab This tab allows you to assign Request Templates, request approval levels, and Accrual Banks to employees fol lowing the role. Payroll Tab If you need to assign a shift schedule to all employees with this role, you can do so in the Shift Differential section. Access Tab Users and Clock Configurations can be assigned here. Users will be able to access all employees that have been assigned this role. There are also three additional rules that can be checked to change how users assigned by a role interact with those assigned individually: Assignment clears non-role user access: User access rules not assigned to this role will be unassigned. Assignment resets role user access: Assigned users already assigned to this employee will reset to role settings when the role is assigned to the employee. Unassignment clears role automatic user access: Removing this role from an employee will also remove user access added through this role. Exceptions Tab Exception tracking and approval settings can be assigned to the role here. Custom Field Tab Any custom fields added by a module or for your company can be filled out here. Assigning an Employee Role 70

71 Once a role has been created and saved, you can assign it to an employee using the following steps: 1. Access Employee Profiles and select the employee you would like to add a role to. 2. Click on the Select Role button. 3. Select the role you would like to assign from the list, and click Submit. To override sections of the role, browse to the relevant tab and check Override role settings. Deleting an Employee Role Employee roles can be deleted. This will also remove the role from any employees that it has been assigned to. Settings assigned by the role will continue to apply to the employee unless a setting has been checked to prevent this. 71

72 Global Modification Global Modification is a powerful tool that allows you to change information for multiple employees at the same time. Global Modification allows you to change most aspects of the Employee Profiles screen for multiple employ ees at the same time. For example, if you need to assign a job code to multiple individuals at once, then Global Modification would be the ideal tool to accomplish that. BEST PRACTICES: Great care must be taken when using this tool, as many changes made through Global Modification cannot be easily reversed. Therefore, it is STRONGLY RECOMMENDED that any use of Global Modification be preceded by using the Preview button to view the results without writ ing them to the database. Using Global Modification 1. Select Global Modification from the Employee menu. 2. Select the Employees radio button and click Next. 3. Select which individuals you would like to modify, by selecting employees from Employee Filter criteria or selecting them individually from a list. Click Next. 4. Select the Employee setting you would like to modify from the first column. 5. Select the section that contains the option you'd like to modify from the second column. 6. Depending on your previous selections, you may have to select the Operation you'd like to perform in the third column. Once you have decided on the changes you'd like to make, click on Next. 7. Depending on your selections, you may have to select job codes, accrual banks, or other items from the pro gram to modify. Select the required items and click on Next. For more information on the choices you can make here, see the section on that feature. 8. You will be presented with a list of options that you can change within the software. Select the changes you'd like to make. On several items, you will have a dropdown box that presents three options. Yes and No will change that option for all selected employees, and No Change will leave that option alone based on the settings for that particular employee. Once you've made your changes, click on Next. NOTE: Employees with roles assigned will not have their role settings modified through a global oper ation unless Override Role was selected. 9. You will be presented with a summary of what will be modified and how many employees will be affected. Once you have verified the results, click on Process. TIP: It is STRONGLY RECOMMENDED that you click Preview to make sure that the changes made are the ones you specified; changes made via Global Modification CANNOT be reversed. 72

73 Globally Modifying Roles 1. Select Global Modification from the Employee menu. 2. Select Modify Roles and click Next. 3. Select the Employee setting you would like to modify from the first column. 4. Select the section that contains the option you'd like to modify from the second column. 5. Depending on your previous selections, you may have to select the Operation you'd like to perform in the third column. Once you have decided on the changes you'd like to make, click on Next. 6. Depending on your selections, you may have to select job codes, accrual banks, or other items from the pro gram to modify. Select the required items and click on Next. For more information on the choices you can make here, see the section on that feature. 7. You will be presented with a list of options that you can change within the software. Select the changes you'd like to make. On several items, you will have a dropdown box that presents three options. Yes and No will change that option for all selected employees, and No Change will leave that option alone based on the settings for that particular employee. Once you've made your changes, click on Next. 8. You will be presented with a summary of what will be modified and how many employees will be affected. Once you have verified the results, click on Process. TIP: It is STRONGLY RECOMMENDED that you click Preview to make sure that the changes made are the ones you specified; changes made via Global Modification CANNOT be reversed. Employee Messaging Employee Messaging is a feature that allows users to send out messages to individuals or the entire company. These messages can serve as reminders, and can be displayed for a set amount of time. Sending a Company-Wide Bulletin 73

74 1. Click the gray Compose Message button (shaped like an envelope) in the upper right hand corner from anywhere in Manager. 2. Select Company-wide Bulletin. 3. If you would only like the message to display over a certain time frame, check Message start and/or Mes sage stop, and select the date and time you would like the message to start and stop displaying. 4. If you would like employees to be able to mark the message as read (preventing it from automatically dis playing), check Message can be marked as read. 5. Type out your message in the text box and click Send to send the message to all employees this user has access to. Sending an Individual Message 1. Click the gray Compose Message button (shaped like an envelope) in the upper right hand corner from anywhere in Manager. 2. Select Individual Message. 74

75 3. If you would only like the message to display over a certain time frame, check Message start and Mes sage stop and select the date and time you would like the message to start and stop displaying. 4. If you would like employees to be able to mark the message as read (preventing it from automatically dis playing), check Message can be marked as read. 5. Select the employees you would like to send messages to by clicking on Select recipients. Here you can select the employees you would like to send a message to by selecting them from a list or creating a filter. 6. Type out your message in the text box and click Send to send the message to the selected recipients. Managing Company Bulletins 1. Select Employee Messaging from the Employee menu. 2. Enter in a date range you would like to view company bulletins for and click Refresh. 3. You will see a list of all current company bulletins. To edit the start and stop time for a company bulletin, click on the icon. You can delete a company bulletin by clicking on the icon. Managing Individual Messages 1. Select the employee you would like to view messages for in Employee Profiles. 2. Select the Personnel Tab, and open the Messages section. 3. Select the date range you would like to view messages from and click on Refresh. 4. Click on the icon to edit start and stop dates for unread messages. You can also delete a message by clicking on the icon, and view if the message has been marked as read or not by checking the Read column. Tools Menu The Tools menu allows users to access a variety of tools that are useful for managing employees and data. These tools include: Import: This is used to import a variety of data into TimeClock Plus. Export: This allows you to pull any kind of raw data from TimeClock Plus. Employee Status: This allows you to check and see what your employees are up to. Request Manager: Your employees' time off requests are managed here. Unresolved Punches: If you utilize a clock device with fallback mode enabled, then punches done while offline may show up here. Attendance Monitor: This allows you to keep tabs on your employees scheduled time versus their actual time. Calculator: This is a simple calculator that can add amounts of time in hours and minutes, and convert those amounts into hundredths. Hours Audit Log: When edits are made to an employee's time, those edits are catalogued here. 75

76 Import The Import function allows you to import delimited or fixed length files containing employee information into TimeClock Plus. This allows you to quickly integrate information from another program into your database, pre venting the need to double-key employee information or segments. TIP: If you are creating a new organization, employee information can be quickly imported from else where by creating a.csv file with the relevant information. Please note that a numerical Employee ID is required when importing employee information. Importable Information Employee Information Employee Accruals Employee Job Code Information Employee Punches Employee Rate Changes Job Code List Schedules Employee Segments Preparing a File for Import 1. If you are importing information from another program, check that program's documentation for exporting information. 2. If you are entering in the information yourself, create a plain text file. 3. With one line for each piece of information, enter in the relevant field separated by a comma. Once you have entered in the fields you wish to import, hit enter to create a line break. 76

77 4. Repeat this process for each piece of information you'd like to import. Make sure that the information is presented in the same order on each line. Importing Information from a Delimited File 1. To import information from a file, choose the file in the Import menu by clicking on the Choose File but ton. 2. Select the type of data you'd like to import from the drop down menu. 3. Select Delimited ASCII Text. By default the delimiter will be set to comma, but you can also select from other common delimiters or enter one of your own. 4. If the document has multiple delimiters between fields you wish to import, select Treat consecutive delimiters as one. If you are importing information where some of the fields might be blank, it is recom mended you do not use this option. 5. If you wish to skip the first records in the file, select the rows you'd like to leave out in the Records to skip field. 6. If the first line of the file is a header that identifies each field in the file, check "Use the first line in the file as the header to automatically map the fields" 7. Once you have configured the import, click Next to map the fields. 8. On the Map data screen, you will see the different fields within the file along with the first imported field. Next to the field, there is a Mapped as drop down. This is where the fields will be matched in TimeClock Plus. 9. If the field has characters at the beginning that shouldn't be imported, select the number of characters to Offset. 10. Once you map the fields you'd like to import, click Next. 11. If the required fields have been mapped, you are taken to the Review screen. If you'd like to save the mapped fields for future imports, select Save Import Settings. 12. If you are unsure if the import will be successful, click on Validate to test the import. This will run the import and report any errors. 13. Once you have verified the import, click Import. Importing Information from a Fixed Length File 1. To import information from a file, choose the file in the Import menu by clicking on the Choose File but ton. 2. Select the type of data you'd like to import from the drop down menu. 77

78 3. Select Fixed Length ASCII Text. 4. If you wish to skip the first records in the file, select the rows you'd like to leave out in the Records to skip field. 5. If the first line of the file is a header that identifies each field in the file, check "Use the first line in the file as the header to automatically map the fields" 6. Once you have configured the import, click Next. 7. On the Mark fixed length fields screen, you will see the first several rows. Click where you would like the division lines to be. For example, if the first two characters of a line are the employee number, click after the second character to create that division. 8. Once you have defined the divisions of your import file, click Next. 9. On the Mapped Fields screen, you will see the different fields within the file along with the first imported field. Next to the field, there is a Mapped as drop down. This is where the fields will be matched in TimeC lock Plus. 10. If the field has characters at the beginning that shouldn't be imported, select the number of characters to Offset. 11. Once you map the fields you'd like to import, click Next. 12. If the required fields have been mapped, you are taken to the Review screen. If you'd like to save the mapped fields for future imports, select Save Import Settings. 13. If you are unsure if the import will be successful, click on Validate to test the import. This will run the import and report any errors. 14. Once you have verified the import, click Import. 78

79 Export The Export feature allows you to export information (such as employee information or segments worked) for other software or for simple record keeping. The export is customized and generated as a plain text file with com mas separating the different fields. Exporting Information 1. In TimeClock Manager, browse to Tools > Export. 2. Select the type of information you'd like to export from the drop down menu in the upper left corner of the screen. 3. If you'd like to customize the header of the export click Add Fields under Header. Then click on the icon to customize the text, or the icon to remove it. 79

80 4. To add fields to the body of the export file, select Add Fields under Body. 5. Click on the icon next to a field to configure it, or the icon to remove it. 6. If you want to create a blank line between each record, add the New Line field. 7. If you'd like to include a footer, configure it in the same way that you configured the header. 8. Click Save if you'd like to store this configuration for future use and then click Generate to create a copy of the export. 9. Click Download to save a local copy of the report in the selected format. Exportable Information Employee Information Employee Accruals Employee Job Code Information Employee Rate Changes Job Code List Schedules Employee Segments Configuring Export Options 80

81 1. Click on the Options button in the top right corner. 2. Select the format from Fixed, Delimited, or XML. 3. If the Delimited format is active, select the type of delimiter you'd like to use from the drop down. By default, the export will use a comma delimiter. 4. If the Delimited format is active and you'd like fields to be in quotation marks, check Surround strings in quotes below the format. 5. Click Save to commit your changes. Employee Status The Employee Status features allows users to monitor employees work status in real time. From the Employee Status screen, you can see which employees are clocked in, what job code they are working in, and how long the employee has been clocked in. You can also switch job codes for your employees and clock them out. 81

82 After entering Employee Status, you will see a list of your first 100 employees. The top bar will show the number of employees clocked in, clocked out, on break, and on leave. There are also several buttons you can use to filter and edit the Employee Status information: Refresh: This button updates the employee information. Employee Filter: This button allows you to filter your employees. For more information, see Employee Filter. Job Code Filter: This button filters clocked in employees by their current job code. For more information, see Fil ter Job Code. Options: This button allows you to change a number of settings for Employee Status. For more information, see Employee Status Options. Print: This button allows you to print the currently selected tab. Employee Status Tabs There are also a number of tabs that allow you to view the employee list in different ways: All: This tab allows the user to view every employee they have access to, their status, and (if clocked in) their job code, time in, and location. Clocked In: This tab only shows clocked in employees, as well as the job code that each employee is clocked in to, the time they clocked in, and the location of the clock operation. On Break: This tab only shows employees that are currently on break, as well as the job code that employee is clocked in to, the time they took a break, the duration of the break, and the location of the clock operation. Not In: The Not In tab only shows employees that are not currently clocked in. Not In also contains a number of sub-options: Absent: This view displays only employees that have not clocked in at all during their scheduled segment, which has already passed. Scheduled: This view displays only the employees that are not clocked in and are scheduled to be clocked in that day. Not Scheduled: This view only displays the employees that are not currently clocked in and are not sched uled to be clocked in currently. Auto Out Segments: This will show you any employees who have used an Auto Out segment. On Leave: This option will show any employees that are actively using a leave code. It will also show you any available shift notes for that segment. Absent: This tab shows you all employees who did not clock in during the day, if they were scheduled to do so. Last Punch: This tab shows each employee, their status, their last clock in, and their last clock out. On Leave: This tab displays employees that are currently clocked into a leave code as well as any shift notes about that segment. Hours: This tab shows each employee, their hire date, the amount of hours worked today, the amount of hours worked this week, their employee status, and the last time that employee clocked out. To sort employees on any tab of the Employee Status list, click on the column header. To manage individual employees, right click on a name or select Segment. 82

83 TIP: Multiple employees can be managed at once in Employee Status. To do so, hold down the Con trol key and click on the employees you would like to edit, then perform the desired action using Man age. Clocking Employees Out from Employee Status 1. Select the employee(s) you wish to clock out from the Employee Status list. 2. Right click on the employee or click on Segment, then select Clock Out. 3. In the Clock Out window, enter the date and time you want the segment to end on, then click on Clock out. Changing an Employee Job Code 1. Select the employee(s) you wish to change job codes for from the Employee Status list. 2. Right click on the employee or select Segment, then select Change job code. 3. Enter the date and time at which you want to change the employee's job code, as well as the new job code, then click on Change. Creating a Call Note Call Notes allow you to place a brief note next to an individual's status in Employee Status. This can be used to show why an employee is not present, or whether or not that employee has been called to pick up a shift. To cre ate a call note: 1. Select the employee from Employee Status. 2. Click in the Call Note column for that employee. 83

84 3. Enter a brief note for the individual, as well as an expiration date and time. 4. Click Save to add the note for this individual. This note will display next to the employee's information until the expiration time is reached. Managing an Employee's Hours 1. Click on an employee from the Employee Status list. This should highlight the employee. 2. Right click on the employee and select Individual Hours. This will take you to the Individual Hours win dow for this employee. Viewing an Employee's Shift Information 1. Select an employee from the Employee Status list. 2. Right click on the employee and select View Shift Info. 3. On the Shift Information window, you will see all segments that the employee worked today. Employee Status Options The Options menu for Employee Status allows you to change how much of the information displays within Employee Status. 84

85 Highlight segments over and Hours: Enter in two different times for which you'd like to see when shifts go over. By default, this will highlight shifts at 8 hours and again at 12 hours to provide a quick visual reference for when an employee has worked a long shift. Include classification: Checking this option allows you to view the employee's classification on the Employee Status screen. Include department: Checking this option allows you to view the employee's department on the Employee Status screen. Show actual time for last punch: Checking this option allows you to view the actual time for the last clock oper ation the employee has performed instead of the rounded time recorded by the system. Include phone numbers: This option allows you to display employees' phone numbers, which is useful for situ ations where you may need to contact them. Double Click Action: Select one of the options as the action you'd like Employee Status to perform when you double click on an employee in the list. Open Clock Out: Double clicking will open the Clock Out window. Open Change Job Code: Double clicking will open the Change Job Code window. Open shift info: Double clicking will open the employee's shift info. Open Individual Hours: Double clicking will open that employee's Individual Hours window. Change Highlights: The bottom row of options allows you to change how a shift is highlighted if it meets the lis ted criteria. You can pick from a number of preselected color options, or select the red X if you do not want shifts of this type highlighted. 85

86 Request Manager The Request Manager feature allows users to view, add, edit, approve, and deny employee time off requests. Time off requests can be submitted by the individual, or created by the user in any leave code(s) that the employee may have access to. Navigating Request Manager 1. Access Request Manager in the Tools menu. 2. By default, employee requests will be visible in a Calendar view. In order to view employee requests in a sortable list, select the List tab. 3. On the Calendar tab, the amount of requests seen per day can be selected by changing the value of the Requests per calendar day field. you can filter requests by employee or leave code by selecting Filter. The status of a request (approved, denied, or pending) can also be filtered by checking and unchecking the appropriate options in the information bar and selecting Apply. 4. To have finer control over what request elements are visible, switch to the List view. In addition to the options available in Calendar view, segments can be organized by entering in a date range and clicking Refresh. Segments can be grouped by a number of criteria, such as the individual's ID Number or Request Date by selecting the appropriate sort criteria in the Group by dropdown and clicking on Apply. Adding a Request 86

87 While employees can create their own request segments with the appropriate clock configuration, users are also able to create request segments for employees they have access to. To create a request segment: 1. Click on the Add button on the information bar, or select the plus sign in Calendar view on an appropriate day. 2. Select the employee you would like to create a time off request for from the Employee dropdown. 3. Select the date you would like to create the request for. The date must be within the range defined in the Client Tab of Company Defaults. 4. Select the Start time, which will be the anchor point for the leave time sheet. Enter in the length of the leave request in the Hours field. For example, if you wanted to create a leave request from 9:00 AM to 5:00 PM, you would enter a start time of 9:00 AM and a length of 8: Select how many days you would like the request to repeat for. By default, the request will only be entered for the initial date requested. To create identical requests on the subsequent days, select the num ber from the Days field. 6. Select the Leave Code this employee will use for this time off request. If enabled in Company Defaults, an unspecified leave code can be selected. Please note that any unspecified leave codes must be replaced with a valid leave code before the segment can be approved. 7. Enter in a description for this leave request. Depending on the setup in Company Settings, this step may or may not be optional. 8. Click Save to add this request. Editing a Request Users are able to edit the details of pending requests entered by users or individuals. This allows users to change the date range, leave code, or other aspects of the request before it is approved. To edit a request: 1. Select the request from either Calendar or List view, then select Detail by either right clicking on the seg ment or selecting it through the Manage dropdown button. 2. On the Employee Request Detail window, you will be able to see information regarding the request as well as its approval status and description. To change the date, time, or job code, click on the Edit button. 3. If you would like the request to automatically create a time sheet for hours worked, check Automatically assign hours. If you would like the request to automatically be added to that employee's schedule, check Automatically schedule. The employees hours and schedule for the time period of the request can be viewed by clicking on the Individual Hours and Manage Schedule buttons. 4. A note can be entered about the request in the Manager Note section. This allows users to keep track of 87

88 reasons for individual requests. 5. Click Save to commit these changes to the request segment. Approving and Denying Requests Once a requested time off segment has been entered, a user with proper permissions can approve or deny the request. Approving requests in TimeClock Plus can occur on up to three levels. For example, a request could require approval from a shift/team supervisor (level 1), department manager (level 2), and an executive or HR rep resentative (level 3). The approval levels can be configured on a per employee basis in that employee's Hour tab, while the approval levels a user can provide are configured on that user's Permissions tab. Requests must be approved by all required levels before they will be flagged as Approved. Approving or denying a segment also removes the ability to edit that request. If Automatically assign hours and Automatically schedule are checked, the segment will be created within each respective feature. To approve a segment, select it from either Calendar or List view. Right click on the segment or select the Man age dropdown. Select the level of approval you would like to grant. Once all required levels have been approved, the segment will be marked as Approved. To deny a segment, select it from either Calendar or List view. Right click on the segment or select the Manage dropdown. Select Deny from the list to mark the segment as Denied and prevent further editing. Please note that this will deny the request, regardless of whether or not it is partially approved. Deleting a Request Requests can also be deleted if they have been entered in error. Deleting a request will completely remove it from the system. To delete a request, right click on the segment or select the Manage dropdown. Click on Delete. On the confirmation screen, click Ok to permanently delete the request. Other Tools Unresolved Punches 88

89 If your organization uses clock devices with fallback capabilities or mobile apps that allow for offline punches, the Unresolved Punches feature allows users to view clock operations performed while offline, edit them as neces sary, and import them in as hours worked. TIP: Offline punches that did not create an error will automatically import when the application goes back online. Unresolved Punches is used to verify clock operations that created one or more errors, to allow for correction and import as necessary. Viewing and Importing Unresolved Punches 1. Access Unresolved Punches from the Hours menu. 2. If you would only like to view punches from one application (for example, just unresolved punches from a clock device), select it from the Application Filter. 3. Enter a Date Range you'd like to see unresolved punches for, or select one from the Date Picker, then click Update 4. The first 100 unresolved punches for the period will be displayed. Search for specific employees using the Search bar. 5. You will see a list of employees that performed unresolved clock operations, as well as the Operation in question, the Time the operation was performed, the Job Code used, the number of Attempts made, and a brief Error message as to why the punch is unresolved. 6. Click on the icon to view that employee's Edit Hours window for the time period of that clock oper ation. If you'd like to see the reasons that each punch remains unresolved, click on the number in the Attempts column. 7. Check the segments you would like to add to the hours worked for that employee and click on Import. Alternately, to remove these segments, click on Delete. Attendance Monitor The Attendance Monitor is a tool that allows users to view employee attendance. Attendance Monitor can be configured to display employees that have either clocked in or are scheduled to clock in within a specified date range. NOTE: The Attendance Monitor will display employees scheduled to work. Accordingly, using this fea ture requires your employees to have schedules set up within Scheduler. Filtering Employee Attendance in Attendance Monitor 1. Select Attendance Monitor from the Hours tab. 89

90 2. Choose what information you would like to see from the Attendance Filter dropdown. For example, if you would like to see what employees should be working today, select Scheduled to be working. 3. If necessary, create an Employee Filter or Job Code Filter to narrow the results to a specific criteria. 4. Select a time range for when you would like to view hours, or select a predefined time range from the dropdown menu. For example, if you would like to see which employees were supposed to clock since this morning, you could select "Last four hours" from the dropdown menu to automatically configure that time range. 5. Click Update to view any employee records that meet your criteria. If you would like to print or save a report containing these employee records, select the Download button in the top right corner. Hours Audit Log The Hours Audit Log allows users to view and search for edits made to employee segments. While many oper ations performed within TimeClock Plus will be performed by the employees themselves and will not require user oversight, the Hours Audit Log provides a permanent record of segments that were added, edited, or deleted by users, as well as information on where, when, and by whom these changes were made. Navigating the Hours Audit Log Group by: This dropdown determines how hours will be sorted within the Hours Audit Log. Sorting can be done by: Date edited Date worked Department Employee ID Employee name Physical location User Search on dates edited: Selecting this radio button searches for segments edited within that date range. For example, if you were to search for segments edited in the month of October 2015, all segments that were edited during that time frame would appear, regardless of when the segment took place. 90

91 Search on segment times: Selecting this radio button searches for segments whose times fall within that date range. For example, if you were to search for segments in the month of November 2015, all edited segments that took place during that month that would appear, regardless of when they were edited. Date Range: The date range boxes allow you to select a date range for the edited hours you would like to see. In addition, several common date ranges (such as month to date, open weeks, or pay period) can be selected from the dropdown menu. Refresh:Once a date range and other criteria have been defined, clicking on the Refresh button allows you to view relevant segments. Hours Audit Log Filters Employee Filter: The Employee Filter allows you to filter employee segments by a number of criteria, such as hire date, employee number, or length of employment. Job Code Filter: The Filter Job Code allows you to filter employee segments by the job code(s) the employees worked in. Advanced Filter: This filter is comprised of several smaller filters: Edit Filter: Enabled by checking Include changes to segments, the Edit Filter allows you to filter employee segments by the type of edit (adding, editing, or deleting). Approval Filter: Enabled by checking Include approvals, the Approval Filter allows you to filter employee segments by exception type, override method, or triggering (type) of operation. Location Filter: Enabled by selecting the Include specific features radio button, the Location Filter allows you to filter by where the segments were added or edited. TIP: The Edit and Approval Filters can be fine-tuned by clicking on the various option icons next to their check boxes. Performing an Hours Audit 1. At the top of the window, select the date range desired for the hour audit. If necessary, select how seg ments will be grouped and the criteria for the date range. 2. If desired, filter the audit by selecting the valid filter. Segments can be filtered by employee or job code as well as type of edit or exception type. 3. Once you've configured your audit, click the gray Update button. 4. A list of all relevant segments will appear below the information bar. Segment groups can be expanded or collapsed by clicking on the icon next to the group. 5. If the employee you are looking for doesn't appear on this list, type in their name or Employee ID into the Search bar and click on the magnifying glass icon. 6. Each edited segment has a icon to the right. Click on this icon to open up the Hours Audit Log His tory. This window will show the time, location, user, and values for each version of the segment. 91

92 7. Each individual edit can be selected from the list on the left of the Hours Audit Log History. Addi tionally, edits can be browsed by clicking the up and down arrows. 8. Each edit will display the old and new values for each applicable field. If nothing was changed for a field, a single value will appear across both fields. Configuration Menu The Configuration menu is where users can configure organization information, such as job codes, cost codes, and accruals. Under the Configuration menu, users can: Create and edit Job Codes. Create and edit Cost Codes and assign them to Cost Code Groups. Create and modify Automatic Break Rules. Create Accrual Rules and assign them to Accrual Banks. Create and modify other Users, including editing employee and job code access as well as permissions and Dashboard Templates. Create Custom Fields. Create and Manage Holidays. Create Clock Configurations for employees and clock devices. Change Organization Settings. Change their own User Options. 92

93 Users User Profiles The User Profiles feature is where you will add and edit other users, as well as their access and rights. It is also where you will assign job codes and employees to your users. Users are defined as any people who have a login account for accessing TimeClock Manager, Scheduler, or Clock Status, with the express purpose of manipulating and/or viewing data. For this reason, users are typically managers or supervisors. On the left side of the screen, you will see a list where the first 100 users will appear. Specific users or a different range can be set using the Filter button. Users can also be filtered by typing in a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to the previous settings. The list can also be sorted in several ways in ascending or descending order by clicking the Sort button. Once you have a user selected, their information should appear in the header bar. This bar shows some basic information about the user, such as their department and employee ID. It also contains the Delete button, which allows you to delete the selected user. See the Deleting a User section below for more details. In addition, you can use the Apply Dashboard Template button to give a pre-made dashboard widget con figuration to the user. To learn how to do this, see Dashboard Templates. Each tab includes multiple sections. Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Adding a User 93

94 1. Click the blue Add button in the upper right corner. 2. Enter the desired User ID for the new user. This is what the user will use to access TimeClock Manager and Scheduler. 3. Enter in the user's First and Last Name. 4. If you would like to base this user's rights on that of an existing user, select the donor user in the Template dropdown. 5. Once you have entered in the basic user information, click Add to enter in the user. Deleting a User To delete a user, select the user in the user list, and click Delete. This will bring up a prompt asking if you are sure you want to delete this user. If you are sure, click Ok to permanently delete the user. 94

95 General Tab The General tab is where you will manage the basic information about the user, such as name, address, and network ID. Click on the to expand out a section or click Expandor Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Personal ID: The user's login ID. This is what the user will use to log into Manager and other TimeClock Plus applications. First Name: The user's first name. Last Name: The user's last name. Employee Number: The user's employee number if they are also in the system as an employee in Employee Pro files. The employee ID number can be typed in, or you can click on the dropdown to select the employee profile from the list. Active: This check box determines whether or not the user is active. A user must be active to log into TimeClock Manager. Network ID: The user's network ID. Address: The user's address. Department: This field is where you will set the user s department, and it accepts both text entry and dropdown selection entry. You can type a new department into the field like you would for any other blank, and when you save the user, the department will be available in the dropdown for other users. Along those same lines, you can choose a previously entered department from the dropdown if another department is available. Options Manager and Scheduler start in: These will determine whether a certain utility will automatically open as soon as the user logs into TimeClock Manager or Scheduler. 95

96 Use shared configuration in reports: With this option selected, reports will run with the same settings other users and the ADMIN user have saved. Otherwise, the report configuration will be unique to the user. Notify for update: If checked, then the user will be notified when there is a system update available. Show active items by default: If enabled, the user will not see inactive items unless they filter to include them. User must change access password after days: With this option enabled, the user will periodically be required to change the password they use to access TimeClock Manager and Scheduler. This feature also allows you to view how long it has been since the user's last password change. Employee Access Tab The Employee Access tab is where you will determine which employees a user has access to. Please note that this does not determine what the user can do with these employees; to set up those rights, see the article about the Permissions Tab. By default, the user will have the User has access to all employees option selected, which will give them access to every employee in the company. To only give the user access to specific employees, follow the instruc tions below. Assigning an Employee Filter to a User One way to assign employees to a user is to give the employee access to a certain employee filter. For example, you might assign a certain department to a user, allowing that user to only see employees assigned to that depart ment. This is especially useful if an employee switches departments, as the user's access will automatically update itself once the change occurs. To assign a filter: 1. Click on User has access to employees in the following filter. 2. This will provide you with a dropdown where you can choose which employee filter you would like to give the user access to. 3. If you do not have a filter set up yet, or if you would like to set up a new filter, click on the Create New but ton. This will allow you to name a new filter, and set it like you would for a standard Employee Filter. 4. If you need to edit an existing filter, you can do so by selecting the filter and clicking the Edit button. 96

97 Assigning Specific Employees to a User 1. Click on User has access to only specific employees. You will see the employee list and Assign button below become active. 2. Click on Assign to view the Assign Employee window. 3. On the Assign Employee window, click on an employee to add them to the list of employees that the user has access to. You can sort the employees according to the different columns by clicking on the column head. If you are searching for a specific employee, type the appropriate name or ID into the Search box to filter the list. Once you have one or more employees selected, click Select to add them to the employee list. 4. You will now see a list of employees this user has access to beneath the Assign button. To remove an employee from the list, click on the icon in the left-most column of the employee list. 5. Once you have selected the employees for this user, click Save to confirm the changes, or click Cancel to revert the changes. 6. To display suspended or terminated employees within the list, check Show suspended/terminated. 97

98 Job Code Access Tab The Job Code Access tab is where you will determine which job codes a user has access to. Please note that this does not determine what the user can do with these job codes; to set up those rights, see the article on the Per missions tab. By default, the user will have the User can manipulate hours for all job codes option selected, which will give them access to every job code in the company. To only give the user access to specific job codes, follow the instructions below. Assigning Specific Job Codes to a User 98

99 1. Click on User can manipulate hours for only specific job codes. You will see the Job Code List and Assign buttons below become active. 2. Click on Assign to view the Job Code Access window. 3. On the Job Code Access window, click on a job code to add it to the list of job codes that the user has access to. You can sort the job codes according to the different columns by clicking on the column head. If you are searching for a specific job code, type the appropriate description or ID into the Search box to fil ter the list. Once you have one or more job codes selected, click Select to add them to the job code list. 4. You will now see a list of job codes this user has access to beneath the Assign button. To remove a job code from the list, click on the icon in the left-most column of the list. 5. Once you have the appropriate job codes selected for this user, click Save to confirm the changes, or click Cancel to revert the changes. 6. To hide inactive job codes from the list, check Active only. Permissions Tab The Permissions tab allows you to change what features the user can access within TimeClock Plus. Most aspects of each feature can be edited, allowing granular control of what each user can do within the software. Editing a User's Permissions 1. After selecting a user from the list, select Apply specific permissions to user. 2. Permissions appear in a tree view below. If the box next to a permission or permission set is blank, that user does not have access to it. If the box contains a checkmark in a white background, that user has full access to that feature, as well as any sub-features. If the box contains a check mark on a gray background, the user has access to some of the sub-features. For example, if you wanted to remove the rights to delete hours from a user, Hours and Manager will show partial access. 3. Click the plus sign next to a feature to view its sub-features. For example, expanding out Manager will dis play the different menus within manager. Expanding out a menu will display the features contained within that menu. Expanding out a feature will allow you to change individual rights within that feature, such as being able to renumber employees. 4. In addition to access rights to various features, System Wide rights can be set. When checked, these rights allow the user to view and edit sensitive information, provided they have access to that feature. 5. Once a user's permissions have been set, click Save. When the user logs in, they will only have access to the selected features. NOTE: Users can only assign permissions they themselves have access to. 99

100 Passwords Tab The Passwords tab is where you can change the passwords that a supervisor uses to log into TimeClock Man ager and Scheduler, override WebClock restrictions, and authorize restricted actions on a remote data clock device. System Access The System Access password is what the user will need to log into TimeClock Manager and TimeClock Sched uler. It is recommended that this password be unique for each user. To change this password, type in the new password in both New Password and Re-Enter New Password and click Update. WebClock Override The WebClock Override password is what the user will need to override restrictions on WebClock. The user will also require override permissions. To change this password, type in the new password in both New Password and Re-Enter New Password and click Update. Clock Override The Clock Override password is what the user will need to override restrictions on a clock device. The user will also require override permissions. This password must be numeric unless the clock device has a badge reader, in which case the password should be what the override badge reads. To change this password, type in the new password in both New Password and Re-Enter New Password and click Update. Clock Edit Hours The Clock Edit Hours password is what the user will need to edit hours on a clock device. The user will also require permissions to edit hours. 100

101 To change this password, type in the new password in both New Password and Re-Enter New Password and click Update. User Roles The User Roles feature allows for users to create sets of user permissions to assign to other users of TimeClock Plus. This is useful if multiple users' settings need to be updated at once. Creating a User Role 1. Select User Roles from the Users menu in the Configuration section of TimeClock Plus. 2. Click on the Add button. 3. Enter a brief Description for the new User Role. If you'd like to base this role on an existing role, select that role from the Copy settings from dropdown. 4. Select what permissions this role will have. NOTE: Users can only assign permissions they themselves have access to. 5. Once the user role has been configured, click Save. Assigning a User Role to a User 1. Select User Profiles from the Configuration section of TimeClock Plus. 2. Select the user you'd like to apply a role to, and click on their Permissions tab. 3. Select Assign user to role and choose the role you'd like this user to have from the dropdown. 4. Once the role has been added, click Save to commit the changes. The next time the user logs in, they will have the access rights assigned by that role. 101

102 Job Codes The Job Codes feature allows users to add, edit, and delete Job Codes. On the left side of the screen, you will see a list where the first 100 job codes will appear. Specific employees or a different range can be set using the Filter button. Job codes can also be filtered by typing in a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to show every code. The list can also be sorted by Job Code ID or Description in ascending or descending order by clicking the Sort button. Once you have a job code selected, their employee information should appear in the header bar. Hovering your mouse over the job name will provide basic information, such as the Job Code ID, Rate, and Group it belongs to. Adding a Job Code 102

103 1. Click on the Add button in the top right of the Job Codes screen. 2. Enter in an unused number in the New Number field to act as the new job code's ID. 3. Enter the name of the job code in the Description field. 4. If you want to base the new job code settings on an existing job code, select it in the Template drop down. 5. Once you have entered information for the new job code, click Add to add the job code to the list. Deleting a Job Code To delete a job code, click on the Delete icon. You will then be asked if you want to delete the job code. If so, click Ok to remove the job code from your database. 103

104 NOTE: Deletion will only work with job codes that do not have any segments assigned to them. If one or more employees have hours in the job code, you will instead be asked if you would like to deactivate the job code on the master level and/or employee level. Disabling the job code on the mas ter level will prevent all employees from clocking into the job code. Disabling it on the employee level will only disable it for the employees that currently have it active. General tab The General tab is where you will enter job code information such as the description and default rates. Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Information Number: This is the job code's identifying number. Numbering allows you to order your codes however you wish. Description: The name of the job code. Group: The group name for sorting purposes. Active: Checking the Active option means the job code is currently in use and employees can clock in under it if assigned. Please note that marking a job code inactive here will deactivate it for every employee it is assigned to. To make a job code inactive for just one employee, deactivate it in their Job Code Tab. Leave Code: Checking this option will mark the job code as a Leave Code. Leave Codes are often used for hol iday, paid time off, bereavement, or vacation, and will display differently in some reports and export modules. 104

105 Defaults Default Pay Rate:The default rate of pay for this job code. This is used if you need to keep track of estimated wages on a per-job basis. Clockable: Checking this option determines whether or not an employee is able to clock in and out of this job code. If unchecked, a manager can still assign that job code to a segment or the employee can enter in a time sheet if enabled. Many times, Leave Codes are not Clockable to prevent employees from clocking in to them. Allow Time Sheet Entry: If this option is enabled as well as Allow employee to manually enter time or amount based time sheets from client applications in the Management tab of Employee Profiles, the employee will be able to enter in time sheets for this job code. Auto transfer hours from schedule during close week: If this option is enabled, all hours scheduled for employees who worked in this job code will transfer from Scheduler when you close the week. Do not pay: This option will deactivate all overtime and rate calculations for the job code. This is useful if you are creating an unpaid leave code. Overtime: Earns Overtime Settings: These options determine whether or not the job code counts towards overtime. Each job code must have one of the listed options. No overtime: Hours worked in this job code do not count towards or earn overtime. Counts Overtime: Hours worked in this job code do not earn overtime, but will count towards overtime if the employee has worked forty or more hours in job codes that earn overtime. Earns Overtime: Hours in this job code will count toward and earn overtime. Force Overtime: These options determine if the job code automatically pays out overtime. If the job pays out nor mally, select Do not force overtime. If any time in the job code is paid overtime, select Force Overtime 1 or Force Overtime 2 to pay out at the employee's respective overtime rate. Tracked Fields Tracked fields are numbers that you can require an employee to enter before or after working a segment. Com mon uses for tracked fields are miles, tips, calls, parts, and other variables that may change with each shift. Up to three different tracked fields can be defined within Company> Company Defaults, at the top of the Global Tab. The software can be set to ask employees to enter in any of the tracked fields when they clock in, out, or both. It is also possible to make a tracked field a user-only entry. Breaks Tab The Breaks tab in Job Code allows users to configure break settings within each job code, for each active break. 105

106 Breaks can be configured to be paid or unpaid, and break minimums and rounding rules can be created on a per employee basis. NOTE: Breaks are enabled in Company > Company Defaults on the Global Tab. Paid Break Settings Break is paid: This option must be checked in order for employees to be paid for breaks within this job code. Up to minutes are paid if the break does not exceed minutes: This option allows you to determine how long a break can be while still being eligible for pay, and how much of that break will count as paid. For example, if up to 15 minutes are paid if the break does not exceed 30 minutes is entered, an employee will be paid for up to 15 minutes of a break as long as they clock back in before a half hour has passed. Configuring Break Minimums and Rounding Override Company Settings: This option must be checked in order to configure the rest of the options. Check ing this will override company break settings as long as an employee takes a break while clocked into this job code. A long break is considered: This option allows you to enter in the length of time an employee will have to be on break to have it be considered a long break. A short break is considered: This option allows you to enter in a length of time for which an employee will be considered to have taken a short break if they clock in under it. Round breaks to nearest minutes: This option rounds the break to the nearest amount of minutes entered. For example, if you have entered nearest 15 minutes and don't use any of the options below, a break of 17 minutes will be rounded to 15, and a break of 24 minutes will be rounded to 30. If you want the break to round up at a certain amount of time, check Round first X minutes up at Y minutes, and enter in the amount of time you would like it to round. For example, if you set round first 15 minutes up at 8, any time spent on break between 8 and 15 minutes would round to 15 minutes. If you want additional rounding segments to round at a different time, check Round other X minutes up at Y minutes. For example, if you wanted additional 15 minute segments to round up at 10 minutes, any time on break between 8 and 15 minutes would round to 15, then any time between 16 and 24 minutes would round to 15, and minutes would round to

107 Custom Fields Tab The Custom Fields tab is where custom fields created by either the user or modules will appear. For more information on creating a custom field, see Company > Custom Fields. Please note that all custom fields created in the same category will appear in that section. If "Requires Cer tification?" and "Shift Supervisor Required?" were all in the category "Safety Procedure," both would appear under the "Safety Procedure" section. Cost Codes Cost Code Simple Select 107

108 The Cost Code Simple Select screen is where you can create and edit cost codes. To select a cost code, you can search for it using the search bar on the left hand side, or select it from the drop down menu for each level. The cost code's settings and information can be managed on its General Tab and its Custom Fields Tab. Creating a Cost Code 1. Click Add. 2. Enter in the first level of the cost code. For example, this could be "North Location." 3. Enter in a second level for the cost code. In the example above, this might be "Commission #9." 4. Continue to add the other levels of cost codes as needed. 5. Click Save to save the cost code. TIP: Cost codes can be as simple as one level, or as complex as all five. Only the first level is required; all others are optional. Manage Cost Code Branch The Manage Branch feature allows users to copy, delete, and toggle activation for whole branches of cost codes. This allows you to copy sub-branches from one level to another. This is useful for creating a new level one cost code that might share levels two and three with an existing cost code. Copying a Branch 1. Select Copy Branch in the Manage Branch menu. 108

109 2. Select the branch you would like to copy. Selecting a branch will copy all of the sub-branches to the des tination. For example, selecting a level one cost code will copy all level two and three cost codes beneath it. Check Display active cost code items only to only view active cost codes. 3. Select the destination for the copied branches. For example, if you wanted to copy levels 2 and 3 from one job code to levels 4 and 5 of another branch, you would select the level 1 cost code in Copy From and the level 3 cost code you'd like to copy to in Copy To. 4. Check Copy custom fields if you would copy custom fields to the new branch. 5. Click Preview to view the results of the copy operation. Once you have verified the results, begin the copy operation by selecting Finish. Deleting a Branch 1. Select Delete Branch in the Manage Branch menu. 109

110 1. Select the branch you would like to delete. Selecting a branch will delete all of the sub-branches. For example, selecting a level one cost code will delete all level two and three cost codes beneath it. Check Display active cost code items only to only view active cost codes. 2. If you would like to deactivate cost codes in which employees have already worked, check Deactivate instead of deleting cost codes with hours. TIP: Since deleting a cost code will also delete all records of hours worked within that cost code, it is STRONGLY RECOMMENDED that this option be checked. 3. Click Preview to view the results of the delete operation. Once you have verified the results, begin the delete operation by selecting Finish. Activating a Branch 1. Select Activate Branch in the Manage Branch menu. 110

111 2. Select the branch you would like to activate. Selecting a branch will activate all of the sub-branches. For example, selecting a level one cost code will activate all level two and three cost codes beneath it. Check Display active cost code items only to only view active cost codes. 3. Click Preview to view the results of the activation operation. Once you have verified the results, begin the activation operation by selecting Finish. Deactivating a Branch 1. Select Deactivate Branch in the Manage Branch menu. 111

112 2. Select the branch you would like to deactivate. Selecting a branch will deactivate all of the sub-branches. For example, selecting a level one cost code will deactivate all level two and three cost codes beneath it. Check Display active cost code items only to only view active cost codes. 3. Click Preview to view the results of the deactivation operation. Once you have verified the results, begin the deactivation operation by selecting Finish. Cost Code Groups 112

113 The Cost Code Groups feature allows users to create groups that contain multiple cost codes that can then be assigned to specific jobs and individuals. This can be used in situations where an organization may have hundreds or thousands of cost codes, but employees only need access to a select few. Creating and Adding Rules to a Cost Code Group 1. Select Cost Code Groups from the Cost Codes section in the Configuration menu of TimeClock Man ager. 2. Click on the Add button. 3. Enter a Description of 40 characters for the cost code group and click Add. 4. The cost code group will appear on the list of available groups on the left side of the screen. Click on Add Rule to create the first rule for the group. 5. Select whether or not the rule will include or exclude the selected cost codes by using the Inclusion drop down. 6. Select a level of job code you would like to include. For example, selecting a level 1 cost code will select all level 2 and below cost codes. Selecting a level 1 cost code and a level 3 cost code will include any com bination of cost codes that use those two levels. Once you have selected the levels you would like to include or exclude, click Save. 7. To fine-tune the rule by adding or removing additional cost code, click on Add Rule to create additional rules. 8. Once you are finished creating rules, the total amount of cost codes that are included in the cost code group will appear on the information bar. If you would like to see a list of the specific cost codes included in this group, click on Preview. 9. Once you are satisfied with the cost code group, click on Save to commit the changes made to the data base. Editing Cost Code Rules 1. Select Cost Code Groups from the Cost Codes section of the Configuration menu in TimeClock Man ager. 2. Select the cost code group you'd like to edit from the list on the left. 113

114 3. Select the rule you would like to edit and select the icon. Rules can be filtered by using the Search func tion. 4. Edit the rule to include and exclude your desired job codes. 5. If you'd like to delete a rule, click on the delete icon. This will permanently delete this rule. Testing Cost Code Groups 1. Select Cost Code Groups from the Cost Codes section of the Configuration menu in TimeClock Man ager. 2. Click on the Test button. 3. Select the two groups you would like to test from the group dropdowns. Select the method of the test you'd like to use. Intersection will include cost codes that apply to both groups, and Union will include cost codes that are in either group. 4. Click on the Update button to view the test settings. The cost codes that meet your selected method will appear in a list below. This list can be searched by typing in a cost code ID or description in the search bar. Assigning Cost Code Groups to Employees 1. Browse to Employee > Employee Profiles. 2. Select the employee you would like to assign a cost code group to, and navigate to their Jobs tab. 3. Under the Defaults section, select the cost code group you'd like to assign to this employee from the drop down menu. 4. Click on the Save button to save this employee's cost code settings. Assigning Cost Code Groups to Job Codes Please note that assigning a cost code group to a job code in Job Codes will NOT change the cost code group 114

115 settings for employee's that already have that job code assigned. To assign a cost code group to a job code: 1. Browse to Configuration > Job Codes. 2. Select the job code you would like to assign a cost code group to from the list on the left. 3. Under the Defaults section, select the cost code group you'd like to assign to this job code from the drop down menu. 4. Click on the Save button to save this employee's cost code settings. Cost Codes List The Cost Codes List feature allows you to see all cost codes created for your organization. From here, cost codes can be added, edited, or deleted as required. If your organization uses several cost codes, they will be broken up by pages. Other pages can be viewed by clicking the Next (>)or Previous (<) buttons, or selecting the desired page number from the dropdown. Cost codes can also be copied, deleted, activated, or deactivated through the Manage Cost Code Branch button. Creating a Cost Code 1. Click Add. If a job code is selected, you will be asked if you would like to base the new cost code on the selected code. Click Yes to create a new level based on the cost code or a cost code for that branch. 2. Enter in the first level of the job code. 3. If required, enter a second level for the cost code. 4. Continue to add the other levels of cost codes as needed. 5. Click Save to save the cost code. Editing a Cost Code 1. Select the cost code you'd like to edit from the list, and click on the Edit button. 2. In the Edit Cost Code window, change any information you need to on the cost code (such as stage, description, budget, or note) and click Save. NOTE: Changing the description for any of the levels may move that cost code elsewhere, depending on if any of the parent levels were changed. Deleting a Cost Code 1. Select the cost code you would like to delete from the list. To select multiple cost codes, use the check boxes on the left side of the grid. 2. Click on the Delete button. You will be asked if you are sure you want to permanently delete this cost code. If so, click Ok. 115

116 Cost Code Tree The Cost Code Tree feature allows you to see all cost codes created for your organization, organized by level. From here, cost codes can be added, edited, or deleted as required. If your organization uses several cost codes, they will be broken up by pages. Other pages can be viewed by click ing the Next (>)or Previous (<) buttons, or selecting the desired page number from the dropdown. Hovering your cursor over a cost code will present you with a Manage Cost Code Branch button or Edit button, depending on if the selected item is a branch or an actual cost code. If it is both, both items will appear. If expand ing out a cost code would push some of the levels beneath it into another page, you will see some reminder text of how many additional cost codes of that level exist on the next page. When viewing the next page, all parent levels of the currently selected cost code will be visible. Cost codes can be copied, deleted, activated, or deactivated through the Manage Branch button. Creating a Cost Code 1. Click Add. If a cost code is selected, you will be asked if you would like to base the new cost code of selec ted code. Click Yes to create a new level based on the cost code or a cost code for that branch. 2. Enter in the first level of the job code. 3. If required, enter a second level for the cost code. 4. Continue to add the other levels of cost codes as needed. 5. Click Save to save the cost code. Editing a Cost Code 1. Select the cost code you'd like to edit from the list, and click on the Edit button. 2. In the Edit Cost Code window, change any information you need to on the cost code (such as stage, description, budget, or note) and click Save. NOTE: Changing the label for any of the levels may move that cost code elsewhere, depending on if any of the parent levels were changed. Deleting a Cost Code 1. Select the cost code you would like to delete from the list. To select multiple cost codes, use the check boxes on the left side of the grid. 2. Click on the Delete button. You will be asked if you are sure you want to permanently delete this cost code. If so, click Ok. 116

117 Accruals Overview Accruals are how the software keeps track of hours earned. Accruals are commonly used to track sick time, vaca tion time, paid time off, and other forms of paid leave. The accrual process in TimeClock Plus consists of two major parts: Accrual Rules determine how many accrual hours are earned by the employee. These can be set to be earned based on hours worked, or a static amount can be assigned to the employee on designated dates. Accrual Banks determine how many hours accumulate in accrual banks. These hours can then be used in the job codes designated in the bank. Accrual Rules and Accrual Banks are kept in separate features. Both can be accessed under the Configuration menu. Example Rob's employees receive two weeks of vacation and personal time on their hire date. In addition, for every hour worked over 40 in the week earns the employee another tenth of an hour (six minutes) of time towards vacation or personal time. To accurately reflect this, Rob will create two accrual rules. One will not be based on hours worked and will post on the employee's hire date anniversary. The other will be based on hours worked and will only reflect time worked over 40 for the week. The examples throughout the accrual section will explain in greater detail how Rob will set up this accrual system. Creating an Accrual Rule Not Based on Hours Worked 1. Select Accrual Rules in the Configuration section. 2. Click on Add. 117

118 3. Enter in a Rule ID and Description. 4. Select the radio button: Rule is NOT based on hours worked during a period. 5. Select the amount the accrual rule will post in the Hours to accrue on post date field. 6. Click Next. 7. Select when you would like the accrual rule to post. Accruals can be posted at certain intervals (such as weekly bi-weekly) as well as monthly or yearly on specific dates. 8. If necessary, place a check mark next to Accruals begin posting, and specify a span and unit of time based on the hire date. If left unchecked, then accruals will begin posting immediately. 9. If necessary, place a check mark next to Accruals stop posting, and specify a span and unit of time based on the hire date. If left unchecked, then accruals will post indefinitely. 118

119 10. Click on Next to view a rule summary. If the information looks correct, select Finish. Example: All of Rob's employees receive two weeks of vacation or personal time starting one year after they begin working at his organization. Rob's organization defines a work week as 40 hours. When creating this rule, Rob will select the Rule that is NOT based on hours worked during a period and set the hours to accrue as 80 (two 40 hour weeks). After clicking Next, Rob will select Yearly on hire date plus 0 days. With this option selected, every time an employee with this rule assigned has an anniversary, they will receive 80 hours of time. He will then check Accru als begin posting and set the time to 1 year. This ensures that employees will not receive the accrual hours until they have worked there at least one year. Since this will continue indefinitely, Rob will leave Accruals stop post ing unchecked and click Finish to add the rule. Creating an Accrual Based on Hours Worked 1. Click on Add. 119

120 2. Enter in a rule ID and description. 3. Select the radio button: Rule is based on hours worked during a period. 4. Enter in the amount of hours that will have to be worked before the employee begins accruing hours in the Process accrual only if counted hours are above field. 5. Enter in the amount of Hours to accrue for each counted hour in decimal format. 6. If the accrual also posts a flat number of hours on the post date, enter that amount in Hours to accrue on post date. 7. Click Next. 8. Select the job codes that will count towards this accrual. By default, All job code items is selected, but you also have the option to only use clockable job codes, or select from a list. Once you've configured the job codes, click Next. 120

121 9. Select whether Regular, Overtime 1, or Overtime 2 count towards accruing hours. In addition, if you would like to limit the hours counted to a certain range, enter those hours in the Of the hours counted field. Once you've configured the hours that count, click Next. 10. Select when you would like the accrual rule to post. Accruals can posted at certain intervals (such as weekly or bi-weekly) as well as monthly or yearly on specific dates. 11. If necessary, place a check mark next to Accruals begin posting, and specify a span and unit of time based on the hire date. If left unchecked, then accruals will begin posting immediately. 12. If necessary, place a check mark next to Accruals stop posting, and specify a span and unit of time based on the hire date. If left unchecked, then accruals will post indefinitely. 121

122 13. Click on Next to view a rule summary. If the information looks correct, select Finish. Example: In addition to the flat amount of personal time Rob's employees receive, they are also eligible for additional per sonal time for every hour worked over 40 in the week. To reflect this, Rob will create a Rule based on hours worked. This rule will provide 6 minutes of personal time per hour over 40, so Rob will use the following settings: Process accrual only if counted hours are above: 40 Hours to accrue for each counted hour: 0.1 Hours to accrue on post date: 0 After clicking Next, Rob will choose what job codes will count towards earning hours. Rob only wants clockable hours to count (so taking extra vacation time doesn't earn more time off), so he will select All clockable job code items. If Rob wanted to only include certain job codes, he could also select them by selecting Only selected job code items and pick the specific job codes. After clicking Next, Rob can select what kind of hours will count. To make sure only overtime counts, he will uncheck Regular hours. He wants all hours over 40 counted, so he will set Of the hours counted, use only the hours between 40 and 200 (200 being more hours than there are in a week). After clicking Next, Rob will select the period for this rule. Since he wants these to be posted per week, he will select Weekly. Since this will only apply to employees that have worked at his organization for over a year, Rob will enter Accruals begin posting 1 year after hire date. Once the rule is configured according to company policy, Rob will click Finish to create it. Creating an Accrual Bank Once you have created Accrual Rules, you must assign them to one or more Accrual Banks. Accrual Banks are where the hours earned from Accrual Rules are stored and determine how they can be used. To create an Accrual Bank: 1. Click Add on the Accrual Bank screen. 122

123 2. Enter in a Bank ID and Description of the bank. 3. Click Next. 4. Assign one or more Accrual Rules this bank will use by clicking Assign and selecting them from the list, then click Next. 123

124 5. Assign the job codes that will use hours from this accrual bank. Any time this employee enters in a seg ment in one of the selected job codes, it will deduct from this bank. Once you've assigned the appropriate job codes, click Next. 6. Select whether or not the amount of hours accrued will cap. An accrual cap is a point when the bank stops counting hours. Besides not capping accruals, there are two options: Hours Accrued: Accruals will not post for that period if the amount of hours accrued reach the cap. This doesn't take into account hours used in the week being closed, so if an employee is capped at 100 hours and uses 8 the week that the accruals will post, the cap will still see 100 hours and not post any more hours to this bank. Hours Remaining: This option takes into account the amount of hours used, and will post accruals as long as that employee has hours remaining under the cap. In the previous example, the employee would be left with 92 hours. With hours remaining, the bank would see that the hours remaining were under 100 and post accruals. 124

125 7. Select when this cap will reset. If Entire history is selected, the cap will never reset. Otherwise, the cap can be reset yearly on the hire date anniversary or a specific date. 8. Enter the accrual cap in the Cease accruing hours if hours exceed field. 9. Click Next. 10. Select when the accruals reset. If Do not automatically reset accruals is selected, accruals in a bank will not reset. Otherwise, the accruals can be set to reset on the employee's hire date anniversary or a specific date. If a reset date is selected, you can also enter in an amount the cap will reset to. For example, if the amount is set to 30, the accrual hours will reset to 30 hours if the employee has more than 30 hours in the bank. If there are less than 30 hours in the employee's bank, the amount will stay the same. 11. Click Finish to save the Accrual Bank. Example: Rob is ready to create his Accrual Bank. After clicking Add and typing in a description, he will click Next. Here, he will assign his Vacation and Personal job codes to this bank. This means that employees can use the time accrued in this bank towards either of those job codes. After clicking Next, Rob can select when the accruals cap. Company policy dictates that the maximum amount of time an employee can have for vacation or personal time is six weeks, so Rob will set the cap to Hours Remain ing and enter 240 hours in the Cease accruing hours if hours exceed field. He would then click Next. Rob's company does not reset accruals, but if they did, he would select when the hours reset and to what amount. Since he is not using this option, he is just going to click Finish to create the bank. Assigning an Accrual Bank to an Employee Once an Accrual Bank has been created, it must be assigned to an employee. 1. Select an employee in Individual Hours. 2. Select the Leave tab. 125

126 3. Click Assign and select the bank(s) you'd like to assign to the employee. 4. Click on the icon to customize this bank for the employee. 5. Click Save to commit the changes. Company Close Week The Close Week section is where you will close the TimeClock Week. Closing the week is an essential function of TimeClock Plus as it commits the hours worked to the database, as well as performs behind-the-scenes cal culations for accruals, absences, tardies, and cumulative totals. In addition, employees will be unable to clock in if the TimeClock Week is 56 days (8 weeks) from the current date. 126

127 Closing a Week 1. Select Close Week from the Hours menu. 2. Click on Close Week to close the current TimeClock Week. 3. If there were no errors in the close week process, the current week in the upper right hand corner of the program will reflect the new week. 4. If you receive an error, reference the Frequent Errors section below. Unclosing a Week If you need to access a week that has already been closed, you can unclose the week. Unclosing a week will revert all the calculations made (such as accruals and absences) to the amount in the previous week. 1. Select Close Week from the Hours menu. 2. Click on Undo Close Week to revert TimeClock Plus to the previous week. 3. If there were no errors in the unclose week process, the current week in the upper right hand corner of the program will reflect the previous week. Frequent Errors There are a number of reasons a week may not close. When the software is unable to close a week, you will be noti fied of the reason the close operation failed. Some of the more common reasons for failures are: Unapproved missed punches: If one or more employees have missed punches that have not been approved, the week will not close. See Group Hours for more information on how to correct missed punches. Employees still clocked in: If one or more employees are still clocked in during the week, the week will not close. See Employee Status for more information on how find clocked in employees to clock them out. Unapproved shifts: If one or more employees have segments that require certain types of approval (e.g. long week, conflicting segments, overtime, etc.), then the week may not close. See the Exceptions Tab in Employee Profiles for more information on setting the various approval requirements for closing the week, and Group Hours for information on approving multiple segments at once. Prevent close week options: If one or more of the options to prevent close week operations is checked in the Manager Tab of Company Defaults, the week will not close if that criteria is met. Company Defaults Company Defaults is where you will configure global options to meet the needs of your company. Global Tab 127

128 The Global tab of Company Defaults is where you will configure settings related to calculating hours and breaks. Click on the to expand out a section, or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. Display Options Company Name: This is where you will enter the name of the company. This determines how the company name is displayed for all users as well as on reports. Refer to individuals as: This determines how employees (the people who clock in and out using WebClock) are referred to throughout the software. Refer to job items as: This determines how job items (the tasks individuals clock in and out of) are referred to throughout the software. Refer to costing items as: This field determines how cost items (specific tasks or work orders within a job) are referred to throughout the software. Refer to Accrual Banks as: This field determines how accrual banks (where employee paid time off is tracked) are referred to throughout the software. Tracked Fields: These options determine whether or not tracked fields are enabled for your company, as well as what these fields are labeled as and how many decimal places are allowed when entering this information. Time format: This determines how time is displayed within TimeClock Plus. Server Default: This is how time is displayed on the server. Server Default Fixed: The same as Server Default, but displays the time using a consistent amount of digits, such as 04:15 PM. Hours:Minute (HH:MM PP): For instance, 4:15 PM. Hundredths (HH.HH): For instance, for 4:15 PM. Military time 1: For instance, 1615 for 4:15 PM. Military time 2: For instance, 16:15 for 4:15 PM. Date format: This determines how dates are displayed within TimeClock Plus. Server Default: (How the date is displayed on the server) Month/Day/Year: (3/15/2016 for March 15th, 2016) Day/Month/Year: (15/3/2016 for March 15th, 2016) Hour Format: This determines how hours are displayed within TimeClock Plus. Hours can be displayed as Hours:Minutes (HH:MM; e.g., 2:20 for 2 hours, 20 minutes) or Hours.Hundredths (HH.HH; e.g., 2.34 for 2 hours, 20 minutes). If HH.HH has been chosen, the dropdown box next to the hour format determines how many decimal places the hours will go out to. Having more decimal places ensures greater accuracy when calculating hours. Rate precision: Select the desired number of decimal places for rates. For example, if an employee is paid $ , select a rate precision of 4. Calculations Calculate hours counting toward overtime but not earning overtime first: If this option is checked, any 128

129 job codes that are configured to count towards overtime, but not earn overtime will be calculated at the begin ning of the overtime period. Example: If an individual who is paid overtime after 40 hours works 38 hours Monday through Thursday, then works an addi tional 4 hours in a job code that counts toward, but does not earn overtime on Friday, then that individual will not be paid overtime unless this option is checked. If it is checked, the 4 hour segment will be pushed to the begin ning of the week for overtime calculation. Include shift differential premium in base rate when calculating overtime: With this option checked, any premium pay for shift differential will be included when the base rate is multiplied while calculating overtime. Include shift differential premium in base rate when calculating overtime: If this option is checked, any premium the employee receives from the Shift Differential module will be included in the base rate when cal culating overtime. Otherwise only the base rate will be considered. How do forced overtime segments count toward overtime: This dropdown menu configures how job codes that are configured to force overtime are calculated when it comes to determining overtime. Example: If an employee who has overtime at 40 hours in a week has worked 8 hours in a job that forced overtime and 40 hours in a regular job code. How this will be calculated depends on the setting chosen: Always counts: With this option selected, hours worked in a job code that forces overtime will count towards that individual's overtime for the period. In this case, the worker will have 32 hours of regular time, and 16 hours of overtime. Never counts: With this option selected, hours worked in a job code that forces overtime will not count towards the individual's overtime for the period. In this case, the worker will have 40 hours of regular time, and 8 hours of overtime. Use job code settings: With this option selected, the way the overtime will be calculated will depend on the settings for the individual job codes. How many hours constitute a day worked: Enter the minimum amount of time needed to work in a segment for it to be considered a day worked. For example, if you do not want to consider an employee having worked that day until they have worked 30 minutes, you would enter 0:30 into the box. Check the Include non-clock able hours if you want non-clockable job codes to count towards a worked day. Maximum length of a worked segment: Enter the maximum length an employee can work in a single seg ment. If you also want to restrict the amount of time that can be used on a single time sheet, select Also restrict time sheets. Bi-weekly/Quad-weekly base date: If you are using bi-weekly or quad-weekly overtime, accruals, and/or pay periods, then you will need to set the first day of a bi-weekly or quad-weekly cycle here. Pay period: This allows you to set how your pay periods are handled, for the purposes of the built in reporting date ranges. Breaks 129

130 The Breaks section is where you will configure the types of breaks your company uses. You can configure up to five different types of breaks, though configuring each type will follow the same instructions Configuring Breaks 1. Select the Active checkbox. Employees can only use active break types. 2. Enter in the name of the break in Break type. This is what the employee will see when they go on break. 3. Configure the lengths of time that will be considered a long break or short break in their respective fields. Short breaks are breaks that are too short to be considered a full break. For instance, if you specify 0:05 as your short break length, and an employee takes a three minute break, then the break will not be counted as a break. Long breaks are the maximum amount allowed for the time in between segments to be con sidered a break. For instance, if you specify 0:45 as your long break length, and an employee takes an hour-long break, then the break will not be counted as a break. 4. If you want to have breaks round to a certain amount of time, select Round breaks to nearest X minutes and enter in the amount of time you want the break to round toward. 5. If you want the break to round up at a certain amount of time, check Round first X minutes up at Y minutes, and enter in a time you'd like it to round. For example, if you set round first 15 minutes up at 8, any time spent on break between 8 and 15 minutes would round to If you want additional rounding segments to round at a different time, check Round other 15 minutes up at Y minutes. For example, if you wanted additional 15 minute segments to round up at 10 minutes, any time on break between 8 and 15 minutes would round to 15, then anytime between 16 and 24 minutes would round to 15, and minutes would round to 30. Maximum Break Length: This is the amount of minutes an employee can take on a break and still have it be con sidered a break rather than a clock out. This number can be set as anything between 1 and 240 minutes. The Automatic Break Preference determines what type of Automatic Break will take precedence if both types of automatic breaks apply to a segment. Select Shift based or Time of day based to determine what type of Automatic Break will be applied. Cost Code Items Cost Code Status Names: Each cost code can be marked as having up to ten different statuses. By default, these are referred to as "Stages," but here you can rename them according to your organization's preferences. 130

131 User defined field names: Each cost code also has four user defined check boxes. The name used for each of these boxes can be changed here. Cost Code Level Names:Each cost code can consist of up to five levels. If you would like to refer to the levels as something else, you can change them here. Cost Code Groups: These settings determine what cost codes an employee is allowed to use when clocking into a job code that is restricted by group. Intersection will include cost codes that apply to both groups, and Union will include cost codes that are in either group. Password Policy The Password Policy feature lets you define minimum requirements for user passwords. Each password can be configured separately. To edit a password, click on the icon. Passwords can be required to have a certain num ber of lowercase letters, uppercase letters, numbers, and special symbols. TIP: Please note that if any password requirements have been entered, you must enter in a maximum length for the password that must be at least as long as the total amount of required characters. Time Settings This is where you can select the method for displaying the current time. By default, time will be displayed as per the database server. Different methods for displaying time can be selected from Time retrieval method: Use database server time with no adjustments: This method will simply use the time on the database server. Use database server time adjusted to a particular time zone: This method will use the time on the database server but will adjust it for a specific time zone (selected from the Time zone dropdown). This is often used in situations where the database server is located in another time zone from the organization itself. Use application server time (not recommended): This method uses the time on the client computer rather than the computer where the database runs. Due to the potential for abuse by employees, it is strongly recommended that this option not be used. Mail Settings These settings allow you to configure how TimeClock Plus interacts with your server. This is required for any utilities in TimeClock Plus that send s to users and employees. SMTP Server: This is the name or IP address of your SMTP server. SMTP Port Number: The port number for SMTP traffic. 131

132 Enable encryption (TLS): Checking this box enables Transport Layer Security (if enabled for your mail server). Outbound server requires authentication: Check this box if the outbound server requires authentication. User ID and Password: If authentication is required, enter your network user name and password. Test address: This allows you to test the mail server settings by entering in an address and pass word, and clicking the Test settings button. Manager Tab The Manager tab in Company Defaults is where you can edit settings related to TimeClock Manager. Accruals Accruals post on the day of the week: This option determines when accruals post when the week is closed. For example, if this option is set to post on Saturday, then any time an accrual rule will post hours to a bank, the hours will post on the Saturday of the closing week. Do not post accruals for individuals marked as suspended: When this option is checked, accruals will not post for suspended individuals. Do not post accruals for individuals past the termination date: When this option is checked, accruals will not post for individuals once the system date passes their termination date. Do not post accruals prior to hire date: When this option is checked, accruals will not post until the system base date has passed the employee's hire date. View Options: These options determine the ranges in which employees can view their accrual information: View entire history: The individual's complete accrual history will be displayed. View from a specific date: The individual's accruals will only be displayed from the date selected here. View from individual's hire date: The individual's accruals will only be displayed from the individual's hire date. View remaining balances only: Individuals will only see their remaining accrual balances. Employee Entry By default, when you create a new employee, you will be required to enter their first and last name. If you would 132

133 like to require additional information when creating a new employee, check the relevant box under Employee Entry. Add Employee Schedule a review day(s) after hire date when a new individual is added: When you add an employee to the system and specify a hire date, then the system will schedule a review for that employee in the amount of time specified. Automatically grant current user access to all individuals added by this user: This option will auto matically assign access to all employees a user creates, in cases where a user may have limited employee access. This can prevent potential duplication of effort. Close Week Prevent close week if active employee overtime periods have not ended: This option prevents weeks from closing if the overtime period for an employee is still active. For example, if an employee is set to bi-weekly overtime, the week will not close until that period has ended to ensure that overtime calculates correctly. Prevent close week if employee could continue working segments in the week: This option will prevent the week from closing if employees are still able to work segments. This will prevent a manager from closing the week too early. Skip pre-close error check when closing the week: If this option is checked, the software will make a quick pass over the data in the week being closed to ensure that the week will close properly. If this option is unchecked, the software will examine each shift in detail, which can lead to a delay of several minutes before find ing out the reason a week cannot close. Use default cost code for auto transferred segments that require a cost code: If this option is selected, if a segment is transferred in for any reason without a cost code assigned to it, it will use the employee's default cost code. Segment Approvals The Segment Approvals section contains settings for how segments can be edited with approvals. Each option allows you to set conditions for Employee approval, Manager approval, Other approval, and approvals of shift exceptions. Clear the following if the segment is edited: This option will clear the selected approvals from a segment after it has been edited. This requires individuals to approve edited hours again to ensure they are accurate. Prevent editing of segment with any of the following: This option prevents editing of any segment after the selected approvals. Prevent deletion of segment with any of the following: This option prevents users from deleting segments with the selected approvals. Schedule Tab The Schedule Tab allows users to enable the automatic transfer of any scheduled information. This is useful if there is any time off scheduled for a far-off date outside the normal range for TimeClock Manager. To enable the auto transfer option, place a check mark next to Enable automatic transfer of schedule inform ation. Then you can set up when the schedule transfers occur by clicking on the Configure Processing button and changing the time when the processing occurs. After doing this, click Save to commit the changes. 133

134 Client Tab The Client tab of Company Defaults allows you to change settings related to employees using WebClock to perform clock operations. Click on the icon to expand out a section or click Expand All or Collapse All to show or hide each section. When you have finished making changes, click Save, or Cancel to go back to the previous settings. The Client tab of Company Defaults allows you to change settings related to locations where employees will perform clock operations and enter information, such as in WebClock or within clock devices. Click on the icon to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings. General Employee Access Select break type to use as break button text: This option allows you to determine the label on the break but ton in WebClock. For example, if you have multiple breaks set up for Break, Paid Break, and Lunch and want the button to read "Lunch", you would check this option and select Lunch from the dropdown. Allow break button: Enable this option to allow employees access to the Break button for going on break. This causes segments to be created before and after the Break in a single shift, rather than having two (or more) shifts on the same day as it would by using Clock Out and Clock In to go on, and return from break. Allow employee to change pin number: Enable this option to allow employees to change their PIN. If you want employees to remove their PIN, check Allow employee to set blank pin number below. Employee View Access Allow viewing of hours worked: Checking this option allows employees to see the segments they have worked by pressing the View button in WebClock or View/Self Service on a clock device. Checking this option also makes the following sub-options available: Allow approving of punches (WebClock only): Selecting this option allows employees to approve their punches in WebClock if they are required to do so. Allow viewing of entered shift notes (WebClock only): Selecting this option allows employees to view shift notes that they or their managers have entered about their shifts in the View Hours screen. 134

135 Allow viewing of schedules up to how many weeks: Enabling this option will allow employees to view their schedule as well as their schedule for the number of weeks ahead as selected in the dropdown box. Allow viewing of messages: Enabling this option will allow employees to view messages when performing clock operations. Allow viewing of last punch: Enabling this option will allow the employee to view the last punch performed. If you use rounding and would like the employee to see the actual time clocked in, check Display actual times instead of rounded. Miscellaneous Display employee ID when performing a clock operation: Enabling this option displays an additional prompt to confirm the employee ID and name. This can be used to keep employees from accidentally clocking in with a similar employee ID. Prevent clock in if a conflict exists: If this option is enabled, employees will not be able to clock in if there is a conflict with an existing segment. If this option is unchecked, the software will allow the employee to clock in, and will flag the segments as conflicting. Round to the minute if not already rounded to schedule: If this option is enabled, clock operations will be rounded to the nearest minute if the employee is not already set up to have their clock operations round to their schedule. Allow time sheet entry up to day(s) in the future and day(s) in the past: This option determines how many days from the current date an employee can enter a time sheet using WebClock, provided they have the proper permissions. Display employee ID when performing a clock operation: Selecting this option displays an additional prompt confirming the employee ID and name. This can be used to keep employees from accidentally clocking in with a similar employee ID. Prevent clock in if a conflict exists: If this option is selected, employees will not be able to clock in if there is a conflict with an existing segment. If this option is unchecked, the software will allow the employee to clock in, and will flag the segments as conflicting. Perform automatic rounding if not already rounded to schedule: If this option is enabled, clock operations will be rounded to the nearest minute if the employee is not already set up to have their clock operations round to their schedule. Allow time sheet entry up to day(s) in the future and day(s) in the past: Selecting this option determines how many days from the current date an employee can enter a time sheet through WebClock or through a clock device, provided they have the proper permissions. Missed Punches 135

136 Missed punches occur when an employee performs a clock operation they are already on file as having done. For example, if an employee forgets to clock in after lunch and attempts to clock out at the end of the day, there will be a missed punch because the last clock operation was already a clock out. There are four company-wide settings for missed punches. Also In-punches and Out-punches can both be set independently. Deny clock in/out until the punch is corrected: These options will not allow the employee to perform the clock operation until a manager corrects the missed punch. Record a blank time in/out and flag as a missed punch: These options create a blank time for the missed punch and allow the employee to perform the clock operation. The time of the missed punch must be entered before the week can be closed. Record the schedule time in/out (if available) and flag as a missed punch: If the employee is work ing on a schedule, this option records the time they were supposed to clock in or out, and allows the employee to perform their clock operation. Allow the employee to enter the time in/out and flag it as a missed punch: This option allows the employee to enter in the time that they were supposed to clock in or out, and flags it as a missed punch. Allow the employee to enter a note for the missed punch: This option allows employees to enter in a note about their missed punch. If you would like to require the employee to enter in a note, select Require the employee to enter the note. Allow the employee to enter a note for the missed punch: This option allows employees to enter a note about the missed punch. Select Require the employee to enter the note to force this option. Enter missed punches for segments exceeding: This allows the system to automatically create a blank Missed Out Punch for any clocked in segments that exceed a certain time limit. The automation to manage this is set up via the Configure Processing button. Employee ID Preference These options allow you to determine how employees will log into WebClock or clock devices. Employee ID only: The employee can only log in using their Employee ID number. Badge number only: The employee can only log in using their badge number. Employee ID and then badge number: The employee can log in using their Employee ID or badge number, and the system will look at all available employee ID numbers before looking at badge numbers. Badge number and then Employee ID: The employee can log in using their badge number or Employee ID, and the system will look at all available badge numbers before looking at employee ID numbers. Request Entry These options pertain to how Requests are entered by employees and users in TimeClock Plus. Allow entry of time-off request with unspecified leave code: This option will allow employees and users to make requests without selecting a specific leave code. Note that all request segments must have a leave code assigned before they can be approved. Force unspecified leave code entry: This option forces employees to put in an unspecified leave code, requir ing a user to manually assign a leave code before the request can be approved. Allow entry of a description when submitting a time-off request: This allows employees and users to enter a brief description of the time-off request. If Require a description to be entered is also checked, a description must be entered. 136

137 Send notification to individual's request managers when a pending request is removed: If e- mail settings have been enabled, then this option sends an to the employee's request managers when the employee deletes a pending request. Send notification to individual's request managers when a request is entered: This option sends an to the employee's request manager(s) when an employee or user enters a time-off request. Minimum days advance notice required to enter a request: This option determines how many days in advance from the current date an employee must enter in a time-off request. Allow time-off requests that are up to how many days prior to the current date: This option determines how many days prior to the current date an employee can enter a time-off request. Regardless of this setting, times cannot be entered for closed weeks. Request Days: These options allow you to set what days an employee can request off. When a day has been unchecked, employees will not be able to make requests on that day of the week. For example, unchecking Saturday would prevent any employees from entering time off requests for Saturdays. Time-Off Request Default Times: These fields determine the default values for the start time and/or length of a request. Request Processing These settings determine the actions TimeClock Plus takes when a time-off request has been approved or denied. Automatically assign hours on final approval: Selecting this option will automatically assign the requested time off to the hours the employee has worked when the request is fully approved. Automatically schedule hours: Selecting this option will automatically create a scheduled segment with the requested time off in TimeClock Scheduler when the request is fully approved. Approve and Deny Notifications: These dropdown boxes allow you to select how employees will receive noti fication of their request approvals or denials: via , a TimeClock Plus message, both, or neither. In addition, each message template can be changed by clicking on Edit Message. 137

138 Custom Fields Custom Fields are input fields created by the user to store information about employees or jobs that may not be stored in TimeClock Plus by default. For example, if you need to keep track of which of your employees are registered nurses and which ones are licensed vocational nurses, you could create a field to keep track of the licenses your employees have. Another field could be created to keep track of the date said license expires. On the left side of the Custom Fields window, you will see a list of created custom fields. Please note that custom fields created by modules will not appear on this list. You can determine what rules appear on the list by clicking on Filter and selecting rules that only correspond to certain features or input types. Custom fields can also be filtered by typing a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to the previous settings. Finally, the list can also be sorted by several methods in ascending or des cending order by hovering over the Sort button and selecting a method. Once you have selected a custom field, the category and description of the field will appear in the header bar. Types of Input There are a number of ways a custom field can allow the input of data. There are also three Edit types, or ways to determine how that data is entered, one of which must be selected regardless of input method: Edit only: When this method is selected, the information will be typed in manually. Item list: When this method is selected, the information will be selected from a drop down list of pre-determ ined options. The wizard will also give you a chance to edit the items that will appear in this list, as well as the order and default value (if any). Item list with edit: When this method is selected, the user will have the option of selecting the information from a drop down list or entering it in themselves. The wizard will also give you a chance to edit the items that will appear in this list, as well as the order and default value (if any). Besides selecting an Edit type, you must select an Input type. This will determine what information is entered in the custom field: 138

139 Text: This option allows text entry. Text can be entered as Alpha only (letters only), Alpha-numeric (letters and numbers), Alpha-numeric (letters, numbers, and symbols), or Allowed characters. Allowed characters allows you to type in the characters you would like to limit the field to. Note that if you want to limit the input to the let ters A through J, each letter must be typed in individually. Typing A-J would only allow the characters A, J, and -. The allowed characters can be viewed by clicking on the question mark icon next to the field. Number: This option allows numeric entry. A Minimum and Maximum Valuecan be assigned. You can also determine the amount of Decimal places used as well as enter a Default value for the field. Date: This option allows you to enter in a full date (A month, day, and year) or select a date from the calendar drop down. Partial Date: This option allows you to enter in a month and date or select a date from the calendar drop down. Time: This option allows you to enter in a time. Custom Format: Selecting this will allow you to define the custom format by either entering in a Sample or cre ating their own Custom format. The Custom format field allows you to define the characters used. It also allows for the entry of unique stand-in characters: > will allow the user to enter in alphabetical characters and forces them into uppercase.? allows both upper and lower case alphabetical characters. # allows numeric characters & allows any printable characters (alphabetical, numeric, or symbols) to be entered. \ makes the next character entered be treated as literal. For example, if you type in \A, the first character will always be a capital A. Creating a Custom Field 1. Click on Add at the top right of Manage Custom Fields. 2. Enter in the Category the custom field is under. This determines how the custom field is sorted in Man age Custom Fields as well as what section it appears under on the relevant Custom Fields section/tab. 3. If the custom field should only be accessible by select users, check Private. This will prevent anyone who doesn't have permissions to view private fields from viewing or editing the custom field. 139

140 4. Select the Input method type and Edit type the custom field will use. Input method type changes the characters the field can use. The Edit type is how the information will be selected. For more information, see Types of Input above. 5. Click Next to advance to the next screen. 6. Select one or more features you'd like this custom field to be attached to: Employee Profiles: The custom field will be attached to the employee. It can be edited in the Custom Fields tab of Employee Profiles. Employee job code: The custom field will be applied to the employee's assigned job codes. It can be accessed by clicking the Custom button within the Configure Job Code screen on that employee's Job Code tab. Cost Codes: The custom field will be applied to cost codes. It can be edited in the Custom Fields tab of Cost Codes. Job Codes: The custom field will be applied to job codes in the Custom Fields tab of Job Codes. Segments: The custom field can be edited for each segment worked. It can be edited by clicking the Custom button on the Edit Segment window. 7. Depending on the input type selected, either click Next to advance to the next screen or Finish 140

141 8. For text, numeric, or custom field input, the next screens will help you define the field. For more inform ation on how to edit this information, see Types of Input above. 9. Once the custom field has been created, click Test to make sure the field was created correctly. Example - Creating a Text Custom Field Breanna is a manager for Medcorp Clinics. When entering in her employees, she wants to make sure that there is a custom field containing that individuals nursing certification. To do this, she will go to the Manage Custom Field feature and click on Add. She plans on creating a Category for multiple custom fields, so she names it Employee Information. She names the custom field "Certification" in the Description field. She wants the certification to be selected from a drop down list with the option to enter in a new certification, so she selects Text for the input type and Item list with edit for the edit type before clicking Next. On the Select Features screen, Breanna will select where this custom field will apply. Since this will only be used for employee information, she will check Employee Profiles and click Next. Now Breanna will select the type of validation used. Since she is just entering in acronyms, she will select Alpha only and click Next. 141

142 On the next screen, Breanna will enter in the Max length of the field as well as select whether or not the text will be forced into a specific Case. Since she is entering in acronyms, she sets the Max length to 10 and forces the input to uppercase by selecting it from the Case drop down. After clicking on Test to make sure the input follows the rules she created, Breanna clicks Next advance the screen. On the List Options screen, she can create options for the list by clicking Add. She makes sure to click Show none option for employees such as volunteers that do not have any certification. She creates options for medical doctors (MD), registered nurses (RN), licensed vocational nurses (LVN), and certified nursing assistants (CNA). She can determine how these options are presented by clicking the up and down arrows in the Order column. Once she is happy with the options presented, she can click Finish to create this rule. Example - Creating a Date Custom Field Since Breanna's state requires medical licenses to be renewed after a certain period of time, she wants to keep track of when her employee's licenses will lapse to prevent any delays in work. To track this, she is going to create a custom field for dates. Since she wants this field to be next to the Certification field, so she also types in "Employee Information" in the Category field. This will include the custom field alongside the Certification field. For Description, she enters "Expiration Date." Breanna will select Date for the input type and Edit only for the edit type before clicking Next. For Select Features, Breanna will select Employee Profiles. Since the date field doesn't require any cus tomization, she'll click Test to make sure the field is set up correctly, then Finish to save this custom field. Example - Creating a Custom Format Field Medcorp Clinic's company policy dictates that each employee has an emergency contact. To create this, Breanna will create a custom field with a customized format. She will include it in the Employee Information Category, and create a rule with the Description "Contact number." For input type she will select Custom field and Edit only for the edit type before clicking Next. For Select Features, Breanna will select Employee Profiles and click Next. 142

143 On the Custom Format screen, Breanna will enter the format she'd like the custom field to have. Since she would like to include phone numbers with area codes, she will enter (123) into the Sample field. Once she has entered that in, the Custom field will read (###) ###-####, indicating that numbers can be entered in place of the # signs. She can click Test to make sure the field accepts input correctly. She will then click Next. On the final screen, she can determine if there is a default entry for this field. Since each employee will have a dif ferent emergency contact, she will simply click Finish to create this rule. Editing a Custom Field 1. Select the pre-existing custom field from the list on the left. 2. In the General tab, you can edit the Description and Category, as well as whether or not the field is Act ive or Private. 3. If you want to change the type of field, click Edit to access the Custom Field Wizard for this rule. 4. Select the feature(s) this rule will appear in the Select Feature header. 5. Depending on what input type is selected, you can edit the different variables in the sections below Select Feature. For more information, see Types of Input above. Deleting a Custom Field 1. Select the custom field you'd like to delete from the list on the left. 2. Click on the Delete button in the information bar. 3. You will be asked if you are sure you want to delete this custom field. If the custom field has any inform ation entered, you will see the exceptions and be asked if you want to deactivate this custom field. This is recommended, as deleting the custom field is an irreversible process that also deletes all data entered into the field. 143

144 Other Configurations Clock Configuration The Clock Configuration feature allows users to create custom configurations that determine the features and options that are available to an employee who logs in using WebClock or another client application. Saved Clock Configurations can be assigned to employees on the Hours Tab of Employee > Employee Profiles, and to clock devices via the General Tab in Clock Status. Saved clock configurations will appear on a searchable list on the left. Selecting a clock configuration will display the number of employees and clock devices that this configuration has been assigned to. Adding a Clock Configuration 1. Click the Add button in the upper right hand corner of the screen. 2. Enter a Description for the new clock configuration. This is how the configuration will labeled when assign ing it to employees or clock devices. Click Next to continue. 144

145 3. Select which clock operations the employee will have access to on the Punch Settings screen, and click Next to continue. 4. If you would like to restrict clock operations to specific job codes, check Enable job code restrictions and click Assign to select what job codes the employee will have access to. 5. Select what other options you would like enabled for this configuration, then click Finish to save and add the new configuration. Operations Allow clock in: This option allows the employee to clock in. Allow clock out: This option allows the employee to clock out. Allow break: This option allows the employee to go on break. Allow change job code: This option allows the employee to change job codes (if more than one job code is assigned to the employee) Allow change cost code: If job costing is enabled for your company, this option allows the employee to change cost codes. 145

146 Allow view (hours, schedules, etc.): This option allows the employee to view their hours and last punch. Allow time off request: This option allows the employee to make a time off request. Allow a job code change into the same job code: This option allows the employee to change job codes into the job code they were already working in. This creates a new segment. Ask for cost code on job code change: This option requires the employee to enter a cost code when they change job codes. Ask for job code on cost code change: This option requires the employee to select a job code when they change cost codes. Default to last cost code used when clocking in: This option automatically selects the last cost code used when the employee clocks in. Restrictions Enable job code restrictions: When checked, this option creates a job code filter for the employee. What this means is that employee will only be able to perform clock operations in the filtered job code(s). Once this option is checked, you will need to click Assign to create the job code filter for this configuration. Options Show employee confirmation on manual entry: This option shows a confirmation screen whenever an employee clocks in with their employee ID. This screen confirms the employee's name as well as the date and time, and requires the employee to acknowledge that this information is correct before allowing them to finish the clock operation. Show employee confirmation on badge entry: This option shows a confirmation screen when an employee clocks in by using a badge. This screen confirms the employee's name as well as the date and time, and requires the employee to acknowledge that this information is correct before allowing them to finish the clock operation. Show pin entry if employee performs clock operation with a badge: This option requires the employee to enter their PIN when clocking in using a badge for added security. Auto select default cost code when returning from a break: This option automatically selects the assigned default cost code when the employee returns from their break. Otherwise, the employee will be asked to enter in the cost code they are working in when clocking in after a break. Auto select default job code when returning from a break: This option automatically selects the assigned default job code when the employee returns from their break. Otherwise, the employee will be asked to enter in the job code they are working in when clocking in after a break. Display actual punch times in view hours: If rounding is enabled for this employee, the rounded time for each clock operation will be displayed in View Hours. If this option is checked, the actual time will also be dis played. Display totals in hours:minutes when viewing hours: When this option is checked, total hours worked will be displayed in hours and minutes. If unchecked, hours will be displayed in hours.hundredths (e.g., 4 hours 45 minutes would be displayed as 4.75) 146

147 Manage Request Templates The Manage Request Templates feature allows you to create predefined segments that employees can select when requesting time off. This feature also allows you to define the default request period, which can be used to limit requests made by employees to certain times or lengths. Creating and Editing a Request Template 1. Select Request Templates from Configuration > Other Configurations. 2. Click on the green Add button to create a new Request Template. 3. Enter a Name for the new template, then click the blue Add button. This name will be how employees will select the template when making requests. 4. You will automatically have the new template selected. The following aspects of the template can be edited: Start time: This is the anchor time the requested segment will use. Check Employee can over ride start time to allow employees to enter their own anchor times. Hours: This value represents how many hours the request will use. For example, a request with an anchor time of 9:00 AM with 8 hours will go through 5:00 PM. Check Employee can override hours to allow employees to enter their own lengths. Job Code: This field is the job code that this template will use. Check Employee can override job code to allow employees to select their own leave code. Description: This is an optional description for the template, for user referencing purposes. 5. Once the request has been edited, click Save to commit the changes made. 147

148 NOTE: Any edits made to a request template that has already been applied to an employee will change for the employee for future requests. Requests that have already been entered with the template will not be changed. Assigning Request Templates to Employees Once a template has been created, it must be assigned to employees. To assign a template to an employee: 1. After logging into TimeClock Manager, select Employee Profiles from the Employee menu. 2. Select the employee you would like to assign a request template to, then navigate to their Hours tab. 3. Select the Request Templates section and click on the Assign button. 4. Search for the request template you would like to assign, or find it on the list of available templates. Once you have selected one or more templates, click on the Assign button. 5. Click on the Save button to commit the changes made on the Hour tab. Templates can also be added to multiple employees at once using Global Modification or Employee Roles, both located in the Employee menu in TimeClock Manager. Using Templates When Creating Requests Once a template has been assigned to an employee, that employee can use it to quickly enter in a request. To use request templates: 1. Have the employee log into WebClock and navigate to the Requests feature. 2. Enter a request by clicking on the plus sign next to a date. 148

149 3. If more than one template is available, they will appear in the Templates table on the left side of the Add Employee Request window. 4. Select the template you would like to use, edit as necessary, and click Save. Shift Differential Module The Shift Differential module allows users to create and assign shift schedules that modify employee rates of pay. These shift schedules can be assigned to employees and will, when processed, modify the rate of pay the employee receives. In the examples below, we will be watching Jessica as she sets up TimeClock Plus for Mercy Parks, a 24/7 clinic that has established rate supplements for employees working the day shift, overnight, and on weekends. In addi tion, working the overnight shift on Fridays and Saturdays automatically adjusts the employee's job code to one tied to an accrual rule used to determine extra comp time. Creating a Shift Schedule 1. Select Configuration > Other Configurations > Shift Schedules. 2. Click on the Add button in the top right to create a new shift schedule. Enter a new description name for the schedule and click Add. 149

150 3. A shift schedule will automatically be created with a 24 hour period split into two different shifts. In our example, Mercy Parks uses a three shift rotation starting with a Morning Shift from 7:00 AM to 3:00 PM, an Afternoon Shift from 3:00 PM to 11:00 PM, and an Overnight Shift from 11:00 PM to 7:00 AM. To create a new shift, click on the Add button above the table of shifts. NOTE: All shifts must add up to 24 hours and cannot overlap. If there is a period of time that an employee would not earn a shift premium between two earning shifts, a separate shift with no adjust ments will be created. 4. With the appropriate amount of shifts created, you can now assign start times for each shift. Note that the end times will automatically adjust to form a continuous 24-hour period. To remove a shift, click on the icon. 5. Click on the icon to access the Edit Shift Definition window. Here you can manually assign a Shift number as well as a Translated shift number (the number the shift will use in reports and exports. You can also define a "grace period", or the amount of time an employee can clock in before or after a segment to receive the shift premium. If you would like segments to be tied together in the break column, check Tie this shift together with the next segment. EXAMPLE: If the grace period is set up to allow employees to clock in up to 15 minutes early and have their time be assigned to this shift, an employee can clock in at 10:47 and have that count as being part of the overnight shift. If the grace period were set to 10, the employee's records would show that she worked 13 minutes in the Afternoon shift before switching over to the Overnight shift. If the grace period were set to 0, any time the employee clocks in before 11:00 PM would count as time worked in the previous shift. 150

151 6. Once the segment times have been set, click on the Rate Adjustments button to access the Rate Adjust ment window. Here is where you will the amount the employee will receive for working in this shift. Rate options can be set for the entire week, or for specific days. EXAMPLE: Since Mercy Parks does not offer any premium pay for special days of the week, she will select All days use same settings under Adjustment Settings. Since the morning shift doesn't receive any adjustment, she will start by editing the afternoon shift. Here, her employees receive an extra dollar for every hour worked in this shift, so she will select Base rate plus amount and enter in Employees working overnight receive a 15% bonus on hours worked, so on that shift Jessica will select Base rate plus percent and enter in Once your shifts have been defined, click Save to commit the changes made to this shift schedule. Adding Job Code Adjustments Occasionally some shifts will call for that employee to log that time in a separate job code. At Mercy Parks, Jessica has set up a special, non-clockable job code for employees that work overnight on Fridays and Saturdays. In addi tion to the premium for these shifts, this job code is tied to an accrual rule that earns the employee comp time at a rate of hours for every hour worked (essentially earning an hour of comp time for each eight hour shift). In order for overnight shifts on the weekend to adjust to this job code, Jessica must do the following: 1. After selecting the shift schedule, select the Job Code Adjustments tab. 2. Select the Base job code you would like to modify. Only eligible shifts worked in this job code will be changed. 3. Enter a description for the job adjustment, and select the days that this rule will process. 4. Select the shift you'd like to change job codes on and select the job code from the dropdown. 151

152 5. To change the rates for that segment, click on the Rate Adjustments button. There are a few additional options for the rate adjustment. Use individuals rate for job code will use the rate for the new job code. Use default shift rate calculations will use the same rate calculations the employee would receive in the original job code. 6. Click on the Validate button to check if all employees with this shift schedule assigned have the appro priate job codes. Once you have validated your adjustments, click Save to commit these changes. Enabling Shift Scheduling on Job Codes and Employees To enable shift processing on a job code level, check Process shift differential in the Defaults section of the General tab of Job Code. NOTE: This will not change the process settings for employees that already have the job code assigned. This setting can be changed for several employees at once through Employee > Global Modification or through Employee > Employee Roles. To set up job code processing on a per-employee basis, edit that job code in Employee Profiles. Select how you would like it to process shift differentials by choosing Yes, No, or Follow Master (use the Job Code settings). On the employee's Payroll tab, select the shift schedule you'd like that employee to use. Click Save to commit these changes. Manually Processing Shifts Shift Differentials can also be processed manually. To process a shift without waiting for automation: 1. Highlight the segment you would like to process in Individual Hours or Group Hours, then select Pro cess Segment from the Manage menu. 2. To remove shift premiums from one or more segments as well as unlink them, select those segments and click on Reset Shift Processing from the Manage menu. Contract First The Contract First module is a companion to Employee Contracts. It takes hours in a job code that has been applied to a contract and calculates them first. 152

153 For example, a contract is created for hours in Job Code 2. The employee works 34 hours in Job Code 1 (8 on Monday and Tuesday, 9 on Wednesday and Thursday) and 8 hours in Job Code 2 on Friday which causes the employee to earn overtime (42 hours). Normally, without this module, the employee would earn overtime for the shift on Friday since that shift put her over 40. With this module, the hours on Friday will be calculated first (since they are contracted hours) and the employee will earn overtime for the shift on Thursday. NOTE: If the setting Calculate hours counting toward overtime but not earning overtime first is enabled, both contract hours and hours that count toward overtime but do not earn overtime will be cal culated first by chronological order. Configuring Contract First Module 1. Navigate to the General tab of Company Settings. 2. Navigate to the Floating Pay Period module. 3. Check Enable to turn this module on for the entire organization. 4. Navigate to the Overtime tab of Individual Hours to enable this module for an employee. NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. Automatic Breaks The Automatic Breaks features is where users can create rules for automatically deducting breaks from employee shifts. These are primarily used in situations where employees may not be able to clock out for a break, or if the entire organization takes a break at the same time (such as a shop shutting down at noon for lunch). There are two types of Automatic Breaks: 153

154 Length-Based: This type can be divided into two sub-types: o o At beginning of shift: This will deduct the break from the beginning of the employee's shift. At hours into shift: The break will be deducted at the point that the employee reaches the specified hour threshold. Time-Based: At the time of day designated in the rule, the amount of time will be deducted from the shift. Automatic Break rules are listed on the left side of the screen. Rules can be searched for by Description in the search box, and the alphabetical order can be reversed by clicking on Sort. When an automatic break rule has been selected, you can Delete or Rename it by clicking on the respective but ton. Adding an Automatic Break Rule 1. Click the green Add button at the top of Manage Automatic Breaks. 2. Enter in a Description. If you want to prevent the rule from occurring outside of a certain shift length, check Apply to shifts between and and enter in the minimum and maximum lengths. This is use ful to prevent employees who clocked in just before the rule from having the full break length deducted. 3. Enter in the break length that will be deducted, and select the type of rule you would like to create from the Rule Type section. 4. Select the type of break you'd like this rule to use as well as whether it applies to hours worked, hours scheduled, or both. 5. Click Next. 154

155 6. If you would like to restrict the times of day that this rule takes effect, do so by checking Restrict time of day and entering a start time and stop time. An employee that clocks in between the start and stop time will receive their automatic deduction. 7. If you would like to restrict the days of the week that the rule takes effect, check Restrict days and select those days. The employee must clock in on these days to receive their automatic deduction. 8. If necessary, you can choose to Apply when shift contains multiple job codes or rates, and to Apply when shifts contain manual breaks. 9. Click Next. 10. Assign what job codes will use this rule. Only job codes selected in this option will have the rule applied. 11. Click Finish to save the rule. 155

156 Assigning an Automatic Break to an Employee 1. Select the employee you would like to assign Automatic Break(s) to from Employee Profiles. 2. Select the Hours tab. 3. Click on Assign in the Automatic Breaks section. 156

157 4. Select the Automatic Break(s) you would like to include. Determine when you'd like the rule to begin or end with the Effective Date and Expiration Date check boxes. Click Assign to add these to the employee's rule list. 5. Click on the icon to edit a rule's start and stop dates, or the icon to delete the rule. 6. Click Save to commit the changes made to the Hour tab. 157

158 Holidays The Holidays feature allows you to define holidays for your organization. Holidays can be set up as one time or recurring, and can represent time off or other days notable within your company for payroll purposes. Holidays that occur on different dates each year (such as Election Day or Thanksgiving in the United States) can be created as well as long as when they occur is consistent (such as the fourth Thursday in November). Moveable feast dates (such as Easter) or holidays based on non-gregorian calendars (such as the beginning of Hanukkah or Ramadan) must be entered manually. TIP: If you pay special premiums for time worked on holidays, then you can set up the special holiday overtime calculations on the employee level via Employee > Employee Profiles > Overtime Tab (under Advanced). Creating a Holiday 1. Click on Add. 2. Enter a Description for the holiday. 3. If the hours worked on this date will count as holiday hours, check Calculate qualifying hours worked on this date as holiday hours. This will ensure that the holiday receives any special premiums as set up on the employee level (per the tip above). 4. If the holiday is a one-time occurrence, select Single date and enter in the date. Otherwise, select when and how the holiday recurs, then click on Save to add this holiday. Created Holiday Examples Creating a Single Occurrence Holiday 158

159 To create a single occurrence (such as giving the company a day off for a company picnic), simply select Single date enter in the month, date, and year you would like to have the event occur. If your company also recognizes moveable or non-gregorian holidays (such as Easter or Yom Kippur) these will be entered in as Single date hol idays. Creating a Christmas Holiday 159

160 Christmas occurs annually on the same date (December 25th). To add a Christmas holiday, select Annually on 12/25. Creating a United States Thanksgiving Holiday 160

161 In the United States, Thanksgiving occurs on the fourth Thursday of November. To create a recurring Thanksgiving Holiday, select the First Thursday of November Plus 21 days (three weeks). User Options 161

162 The User Options feature allows users to change their own settings. Any non-admin user with proper access to the User Options feature can edit some of their own information, such as address, log off delay, and pass words. User Options can be accessed by clicking on the user's name in the gray box at the top right corner of the soft ware, and selecting the My Options link. General tab The General tab allows you to view your personal information, such as name and department. With the exception of the user's address, information cannot be changed from this screen. address: This field allows you to change the address associated with this user. Log off after number of seconds: This option lets you change how many seconds of idling it will take before you are automatically logged off. By default, this is set to 300 seconds (or 5 minutes) and can be set anywhere between 15 and 900 seconds. When 15 seconds remain until you are to be logged off, a prompt will appear asking if you would like to remain logged in. Click Ok or mouseover to refresh the timer. Passwords tab The Passwords tab allows you to edit your own passwords, as well as change the ADMIN access password (with the appropriate permissions). The following passwords can be changed: System Access: This password is used to log into TimeClock Manager and Scheduler. WebClock Override: This password is used to override clock operations from WebClock (requires over ride permissions). Clock Edit Hours: This password is used to edit hours from a remote data clock device. Please note that some clock devices may be limited to numeric input. On badge-enabled clock devices, a badge can be used as the alphanumeric password. Clock Override: This password is used to override clock operations from a remote data clock device. Please note that some clock devices may be limited to numeric input. On badge-enabled clock devices, a badge can be used as the alphanumeric password. ADMIN: This is the password used to access the ADMIN account. As ADMIN has full access to the entire pro gram, it is strongly recommended that access to the ADMIN account be limited to top-level users and IT staff. 162

163 Company Menu The Company menu is where you will set many of the global settings for your organization. This menu allows users to: Close Weeks. Set Company Defaults that determine how calculations behave, as well as which global settings will be enabled. Create Custom Fields for tracking extra information in the system. Set Holidays for the purposes of calculating special overtime, as well as to see when a particular holiday may occur during any given year. Manage Automated Tasks, including Automated Imports. New Entry Modules While TimeClock Plus already provides plenty of functionality in the core product, additional modules are avail able to meet the unique needs of certain organizations. This section contains documentation on these modules and how to configure them to work within your organization. Include Overtime in Regular Hours The Include Overtime in Regular Hours module allows users to change how overtime hours are displayed in reports and exports. Typically, if an employee is set to have weekly overtime at 40 regular hours, they will receive 40 hours of regular time and 5 hours of overtime. Using the Include Overtime in Regular Hours module, the employee would receive 45 hours at their normal rate, and five hours at "half time", or half the hourly rate. The end result will be equivalent to the standard method of calculating overtime, but the way the hours and rates are dis played will be different Configuring the Include Overtime in Regular Hours 1. Navigate to the General tab of Company Settings. 2. Navigate to the Include Overtime in Regular Hours module. 3. Check Enable to turn this module on for the rest of the organization. 4. Select whether or not you would like to include these calculations in Reports or Exports by checking the relevant options. 5. Navigate to the Employee > Employee Profiles > Overtime tab to enable this module for an employee. NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. 6. The module settings can be overridden on the employee level. To change how an individual employee cal culates their floating pay period, navigate to Employee > Employee Profiles > Overtime tab and check Override Company Settings. Modify the settings as needed. Automated Import The Automated Import utility allows TimeClock Plus to check a certain location on the network periodically to import employees, users, or other types of information. This is useful for larger organizations where employee status and information changes often, and it is impractical for users to manually enter this information. 163

164 Once an automated import has been configured, the software will query a certain location at a set interval (such as every 30 seconds) to see if an importable file has been placed there. If so, it will automatically import the inform ation contained in the file and delete it. Import Types Cost Code Settings: This allows for the import of cost codes and cost code settings. Options for importing include: Field Delimiter: The character used to separate levels of cost codes. Employee Information: This allows for the addition or modification of employees and employee information. Options for importing include Add Employee if they do not already exist: If this is checked, employees will be added if they do not already exist. Otherwise, those lines of the import will be ignored. Modify existing employees with data from the import file: This option modifies employee data based on the contents of the import. If left unchecked, existing employees will not be modified. Use next available ID number if an ID is not specified: If an employee is being imported and does not have an ID number attached, this option will assign them the next available number. Otherwise, that line will be ignored. Employee Accruals: This imports employee accrual information, such as banks and hours used and remaining. Employee Job Code Information: This imports job code assignments to individuals. Options for importing include: Add job codes if they do not already exist: If this is checked, a job code that does not exist in the cur rent database will be created when importing Modify job codes that already exist: If this option is checked, settings on job codes already assigned to the employee will be modified. Otherwise, these fields will be ignored. Employee Punches: This imports employee clock operations. Options for importing include: Process schedule restrictions, Process hour restrictions, Process automatic rounding, Process break rounding rules, Process restrictions for returning early from break: These options will apply the respective rule or restriction to the segment when checked. If a segment is in violation of the selected restriction, it will fail to import. Process always uses default job code, Process always uses default cost code: These options will always use the employee's default code, even if the import says otherwise. Allow inactive jobs to be used: With this option checked, segments worked in inactive job codes can be imported. Allow non-clockable jobs to be used: With this option checked, segments worked in non-clockable job codes can be imported. Place imported custom fields in which shift segment: This determines if custom fields go at the beginning or end of a segment. Employee Rate Changes: This imports raises or other changes in the employees rate of pay. Job Code List: This imports job codes to Job Codes. Options for importing include: Add job code if it does not already exist: This will add the job code if it does not already exist in the database. 164

165 Copy custom fields when adding a new job code based on an existing code: With this option checked, custom fields will be copied whenever the job code is copied from an existing code. Modify existing job codes with data from the import file: This option will modify existing job code data. If left unchecked, existing job codes will be ignored. Schedule Segments: This imports scheduled segments for employees. Users: This imports users into your database. If a role is not assigned, user rights will have to be setup after import. Employee Segments: This option imports completed employee segments and any applicable rate changes or approvals. Setting Up An Automated Import 1. Access Automated Import from the Import/Export menu of TimeClock Plus. 2. Click on the checkbox for each type of import that you'd like to perform. 3. If you want to configure a specific type of import, select it from the list and click on Import Settings. For more information on the various import settings for different types, see Import Types above. Once you've configured the import-specific settings, click Next. 4. On the Data File screen you have the option of selecting a sample import file to create a map from by click ing on Choose File. You can also Load a saved map setting. 5. If you would rather set up your own import map, select whether or not you are using a Fixed Length or Delimited file. For the Delimited file, select the delimiter used to separate fields (usually COMMA), and whether or not you want the process to Treat consecutive delimiters as one. In addition, select how many columns you'd like to define, and how many records to skip. Once you are satisfied with your set tings, click Next to continue. 165

166 6. Map the fields according to your import type. Enter an Offset if you need to ignore a certain amount of characters (such as leading zeroes). Once you have mapped the fields the import will use, click Next. 7. Set the Import interval (how often the software will look for a new file to import). If you want to log suc cessful imports, check Include successful import in log and click Next. 8. Review the import specifications, then click Save. After the first interval has passed, a folder will be created on the server where you can place information you'd like to import. Using Automated Import On the server, browse to the specified file location for Automated Imports Copy an import file into the desired location (e.g. copy a.csv of employee information into the employee folder). Once the next polling interval passes, the file will be imported into TimeClock Plus. Viewing Automated Import Logs Select the import type you'd like to view the logs for and select Show Log. The Auto Import Activity Log will then display all log files related to that import. Here you can empty the window by clicking Clear Logs or Download the logs to store elsewhere. Automated Import Example Jess wants to import cost codes for her organization. Since there are thousands of cost codes (one for each order 166

167 and task) and they change daily, it is impractical for her to enter them by hand. So she goes to Automated Import and checks Cost Code List before clicking on Import Settings. Jess' cost codes are split up by using the / delimiter, so she selects that and clicks Next Here, Jess has the option of loading up a sample import file, or simply defining the type of import file and how many columns there are. Since she knows it will be a delimited file with four columns, she merely enters in that information and clicks Next. Here Jess will create the map Automated Import will use to import her cost codes. The four columns she will use are Full Cost Code, Budget Hours, Budget Dollars, and Export Code. Once she's done mapping these fields, she will click Next. 167

168 Jess will pick how often she wants Automated Import to check for new imports. She is fine with the default 30 seconds and clicks Next. Finally, after reviewing the field assignments, she clicks Save. Contract First The Contract First module is a companion to Employee Contracts. It takes hours in a job code that has been applied to a contract and calculates them first. For example, a contract is created for hours in Job Code 2. The employee works 34 hours in Job Code 1 (8 on Monday and Tuesday, 9 on Wednesday and Thursday) and 8 hours in Job Code 2 on Friday which causes the employee to earn overtime (42 hours). Normally, without this module, the employee would earn overtime for the shift on Friday since that shift put her over 40. With this module, the hours on Friday will be calculated first (since they are contracted hours) and the employee will earn overtime for the shift on Thursday. NOTE: If the setting Calculate hours counting toward overtime but not earning overtime first is enabled, both contract hours and hours that count toward overtime but do not earn overtime will be cal culated first by chronological order. Configuring Contract First Module 1. Navigate to the General tab of Company Settings. 2. Navigate to the Floating Pay Period module. 3. Check Enable to turn this module on for the entire organization. 4. Navigate to the Overtime tab of Individual Hours to enable this module for an employee. NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. Daily Overtime Exemption Module The Daily Overtime Exemption module allows you to define a shift or segment length at which point an employee will no longer be eligible for daily overtime. This is often used to prevent employees from accidentally receiving too much overtime as the result of a missed punch. The module can be configured on by segment or shift. NOTE: This module only affects how overtime hours are calculated in overtime methods that use Daily Overtime. Configuring Daily Overtime Exemption Module 1. Navigate to the Global tab of Company > Company Settings. 2. Navigate to the Daily Overtime Exemption module. 3. Check Enable to turn this module on for the rest of the organization. 4. Select whether or not you'd like to disable daily overtime eligibility for segments or shifts that meet or exceed the maximum length. 5. Enter an Exemption threshold. This is the amount of time the employee must work in a segment or shift (defined above) before they are no longer eligible for daily overtime. 6. Select which exemptions will still allow the employee to receive daily overtime: Exclude segments that are forced to overtime 1: if selected, the segments that are forced into overtime 1 will be excluded. Exclude segments that are forced to overtime 2: if selected, the segments that are forced into overtime 2 will be excluded. 168

169 Exclude segments that represent 6th day overtime: if selected, the segments that represent 6th day overtime will be excluded. Exclude segments that represent 7th day overtime: if selected, the segments that represent 7th day overtime will be excluded. Exclude segments that represent holiday hours: if selected, the segments that represent hol iday hours will be excluded. 7. Navigate to Employee > Employee Profiles > Overtime tab to enable this module for an employee. NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. 8. The module settings can be overridden on the employee level. To change how an individual employee receives daily overtime exemptions, navigate to Employee > Employee Profiles > Overtime tab and check Override Company Settings. Modify the settings as needed. Employee Contracts The Contract Hours calculation module allows you to create employee contracts. These contracts include a set number of hours for each day of the year. Once assigned, the employee's time worked can be tracked in regards to their contract, to ensure they have worked the contracted amount of time. Since very few employees will meet their contract to the minute, the Contract Hours module tracks variance, so a surplus of hours can count toward the employee missing or calling out one day. Creating an Contract Templates 1. In TimeClock Manager, navigate to Configuration > Other Configurations > Contract Templates. 2. Click on the Add button to create a contract. 3. Assign a numeric ID to the contract, and give the contract a Name. If you would like to base this contract on another pre-existing contract, use the Base On dropdown. 4. On the General tab, select whether or not all job codes will apply to this contract, or if only hours worked in selected job codes will count towards contracted hours. If only certain job codes will count, select the Default Job Code from the dropdown, and Assign any additional job code items. 5. Navigate to the Contract Hours tab to assign hours to the contract. Each day can have a certain amount of hours assigned to it. 6. Since many contracts will run for months, if not years, it may not be practical to assign all hours manually. To do so, click on the Manage button and select Copy. Configure a Source date range (the days you'd like to copy) and a Destination range (the dates you'd like to copy to. In addition, select if you would like to per form a Linear Copy (where the first day from the source copies to the first day of the destination) or Day to Day Copy (where the first Monday will copy to the first Monday of the destination, and so on). Days can be cleared in the destination range by checking Clear in Destination if Not Scheduled in Source. Once you have previewed the copy operation to make sure the hours will copy correctly, click Copy to automatically populate those dates. 169

170 BEST PRACTICES: Be sure to always click Preview. A Copy operation cannot easily be undone, so make sure the dates match up before you click Copy. 7. Once you have configured your hours, click Validate to view the total hours of the contract. This can be con figured to split up the contract by weeks, and will provide an overall look at the contract. 8. Once you are satisfied with the contract, click Save. Clearing Hours from Contracts If you need to clear several days of hours out of a contract without deleting them, you can do so with the Clear Days option. 1. On the Manage Contract Templates feature, click on the Clear Days button. 2. Select the date range you'd like to clear hours from, as well as the contracts you'd like to clear these hours from. 3. Click Preview to see which hours will be removed. If the correct days will be cleared, click on the Clear but ton to empty hours from those days. BEST PRACTICES: Be sure to always click Preview before committing any changes. A Clear Hours oper ation CANNOT be undone, so make sure the dates match up before you click Clear. Assigning a Contract to an Employee 170

171 1. Navigate to the Contracts tab in Employee > Employee Profiles. 2. Click on the Assign button to select the contract(s) you'd like to assign to this employee. 3. Once a contract has been assigned, the hours can be edited by clicking on the icon. The contract can also be deleted by clicking on the icon. 4. Click the Save button to commit the changes made to this employee's contracts. Flexible Time of Day The Flexible Time of Day module allows you to set the time of day for your company for a time other than mid night. For example, if your workday starts with the overnight shift at 10 PM, and your work week runs from Sunday to Saturday, this module would allow you to start your work week on Saturday at 10 PM by setting the variance to - 2 (10:00 PM). BEST PRACTICES: Due to the nature of this module, it is STRONGLY SUGGESTED that the start time of day be set once and left alone. Changing the time of day can affect payroll, accruals, and other import ant calculations. Configuring the Flexible Time of Day Module 1. Navigate to the Global tab of Company > Company Defaults. 2. In the Time Settings section, click on the Change button next to Time Offset. 3. Read the warning about changing the time offset value. If you still wish to continue, click Ok. 4. Select the Time Offset you would like to use by the hour. Negative values will begin the day however many hours earlier than midnight, while positive values will begin the day however many hours after midnight. EXAMPLE: If your day starts at 8 PM, you would use a Time Offset of -4. If your day begins at 6 AM, the Time Offset value would be Click on the Save button to commit these changes. Floating Pay Period The Floating Pay Period module allows you to calculate overtime for a defined period of time. For example, an organization's pay period lasts 15 days and starts on Monday, August 3, days later is August 18th so the module would be configured to start on August 3rd with a 15-day pay period, and then over time would be calculated from August 3rd to August 18th, August 19th to September 3rd, and so forth. NOTE: This module only affects how hours are calculated for reporting or exporting and will not have any bearing on flagging overtime in the Call List, overtime restrictions, or the Approaching Overtime report. Configuring The Floating Pay Period Module 1. Navigate to the Global tab of Company > Company Defaults. 2. Navigate to the Floating Pay Period module. 3. Check Enable to turn this module on for the rest of the organization. 4. Create a custom period by selecting the initial Period base date and Period length. 5. Navigate to the Employee > Employee Profiles > Overtime tab to enable this module for an employee. 171

172 NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. 6. The module settings can be overridden on the employee level. To change how an individual employee cal culates their floating pay period, navigate to Employee > Employee Profiles > Overtime tab and check Override Company Settings. Modify the settings as needed. Forced Overtime The Forced Overtime module allows you to force segments worked into Overtime 1 or Overtime 2 based on cer tain days of the week. Configuring Forced Overtime Calculations 1. Navigate to the General tab of Company Defaults. 2. Check Enable under the Forced Overtime section to allow weighted overtime calculations. 3. Select the calculation type you would like to use for each day of the week. 4. Enable any of the desired options below: Override calculations for days that are marked as a holiday: This option allows you to over ride forced overtime settings for days that are marked as holidays in the Holiday Calendar. Override calculations for days that are calculated as 6th consecutive day overtime: This option allows you to override forced overtime settings for days that are calculated as 6th con secutive day overtime on the Overtime tab of Employee Profiles. Override calculations for days that are calculated as 7th consecutive day overtime: This option allows you to override forced overtime settings for days that are calculated as 7th con secutive day overtime on the Overtime tab of Employee Profiles. Include segments that are configured to not earn overtime: This option allows you to force overtime on segments that are configured to not earn overtime. 5. Navigate to the Employee > Employee Profiles > Overtime tab to enable this module for an employee. NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. 6. These settings can also be overridden on the employee level. To change how an individual employee cal culates their weighted overtime, navigate to that employee's Employee > Employee Profiles > Over time tab, check Override Company Settings, and alter the settings as needed. LDAP Authentication Module The LDAP Authentication Module allows TimeClock Plus users and employees to login using a password from an associated user name in an LDAP (Lightweight Directory Access Protocol) compatible directory service. Once configured, users and employees can log in using the same network login they would use elsewhere in the network. TIP: The LDAP Authentication Module requires a LDAP-compatible domain and authentication path. Talk to your network administrator to determine if these have been set up. Configuring the LDAP Authentication Module 1. Select the LDAP tab from Company Defaults within TimeClock Manager. 2. Select whether or not you want to configure LDAP authentication for users and/or employees. 3. Under Server Settings, enter in the Domain name used for LDAP authentication. 172

173 4. Enter the location of your LDAP server in the Server field. 5. Test your LDAP settings by entering in a valid user name and password in the those fields and clicking Test 6. Select the Authentication method you would like to use: Default authentication only: LDAP authentication will be disabled and the user/employee will log in normally. If you'd like to match the LDAP authentication to the user/employee's Network ID, check Set entry type to network id if authentication is successful. Full authentication: The user/employee will enter their LDAP user name and password to log into TimeClock Plus. Partial authentication: The user/employee will use their normal login id to access TimeClock Plus. However, once they are authenticated against the LDAP server, they will have to enter in a password. 7. Click Save to commit these changes. TIP: Once LDAP has been configured for users, all non-admin users must log in using LDAP authen tication. Configuring and using LDAP Authentication for Users 1. On the General tab of User Profiles, enter the user's ID in the LDAP User Name field. 2. When logging in to TimeClock Manager or other apps, the user will either enter their LDAP user name and password (if full authentication is selected) or their TimeClock ID and password (if partial authentication is selected). Configuring and using LDAP Authentication for Employees 1. On the General tab of Employee Profiles, enter the employee's ID in the LDAP User Name field. 2. When logging in to WebClock, the employee will either enter their LDAP user name and password (if full authentication is selected) or their TimeClock ID and password (if partial authentication is selected). Paid Break Limit The Paid Break Limit module allows paid breaks to be limited to a certain amount over the course of a day. Breaks can be assigned to one of four groups, with each group acting as a pool of maximum minutes the employee can use for a paid break, even if they otherwise meet the criteria for multiple paid breaks. For example, a job code is configured to pay up to 10 minutes for a break unless it exceeds 20 minutes. The Paid Break Limit module is configured so the Break draws from Group 1, which has a 20 minute daily maximum. The employee clocks in and later goes on a 16 minute break (paid 10 minutes). He later goes on an 8 minute break, and gets paid 8 minutes. The next time he goes on a break, he s gone 14 minutes. Only 2 of those minutes will be paid because the maximum for the day is 20. Configuring the Paid Break Limit Module 1. Navigate to the Global tab of Company Defaults. 2. Navigate to the Paid Break Limit module. 3. Check Enable to turn this module on for the rest of the organization. 4. Check Enable for the Groups you would like to create limits for and define how many minutes within that group can be paid under the Paid Limit column. 5. Under Group Membership, assign the different break types to one or more groups. Multiple breaks can draw from the same group, meaning that they will both count towards the Paid Limit. 6. Navigate to the Overtime tab of Individual Hours to enable this module for an employee. NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. 173

174 7. The module settings can be overridden on the employee level. To change an individual's paid break limits, navigate to that employee's Overtime tab and check Override Company Defaults. Quad Weekly Overtime The Quad Weekly Overtime module allows you to configure employees to have their overtime status calculated on a 28-day (four week) basis. The base date for quad weekly overtime (the date from which each 28-day period will be calculated) can be set in the Global tab of Company Defaults. Configuring the Quad Weekly Overtime module 1. Select the employee you would like to configure in Employee > Employee Profiles. 2. Navigate to the employee's Overtime tab. 3. Select Quad Weekly Overtime as the employee's Overtime Type. TIP: After selecting Quad Weekly Overtime, be sure to adjust the Overtime Settings to account for the fact that overtime will be used when an employee hits that number of hours over a 28-day period. NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. Salaried Non-Exempt The Salaried Non-Exempt module calculates a regular rate of pay for each week so that it can be properly adjus ted to an overtime rate for the overtime hours that are worked. It divides the employee's salary by 52 (weeks) and then divides that by the hours worked to come up with a rate of pay. For example, if an employee is set to weekly overtime at 40 hours, receives an annual salary of $50,000, and works 50 hours in a week, their weekly rate will appear as $19.23 ($50,000 divided by 52 for a weekly total of $961.54, which is then divided by 50) with 10 hours of that receiving overtime. NOTE: To view the specific wages the employee is estimated to be earning, run the Estimated Wages Report in Period Reports. Configuring The Salaried Non-Exempt Module 1. Navigate to the Global tab of Company Defaults. 2. Navigate to the Salaried Non-Exempt module section. 3. Check Enable to turn this module on for the rest of the organization. 4. If you would like to round rates to the organization-wide Rate Precision value, check Round rates to company specified precision after calculation. For example, with this option checked, an hourly wage of would be calculated as Navigate to the Overtime tab of Employee > Employee Profiles > Individual Hours to enable this module for an employee. NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. 6. The module settings can be overridden on the employee level. To change how an individual employee cal culates their hourly rate, navigate to that employee's Overtime tab and check Override Company Defaults. 174

175 Shift Differential Module The Shift Differential module allows users to create and assign shift schedules that modify employee rates of pay. These shift schedules can be assigned to employees and will, when processed, modify the rate of pay the employee receives. In the examples below, we will be watching Jessica as she sets up TimeClock Plus for Mercy Parks, a 24/7 clinic that has established rate supplements for employees working the day shift, overnight, and on weekends. In addi tion, working the overnight shift on Fridays and Saturdays automatically adjusts the employee's job code to one tied to an accrual rule used to determine extra comp time. Creating a Shift Schedule 1. Select Configuration > Other Configurations > Shift Schedules. 2. Click on the Add button in the top right to create a new shift schedule. Enter a new description name for the schedule and click Add. 3. A shift schedule will automatically be created with a 24 hour period split into two different shifts. In our example, Mercy Parks uses a three shift rotation starting with a Morning Shift from 7:00 AM to 3:00 PM, an Afternoon Shift from 3:00 PM to 11:00 PM, and an Overnight Shift from 11:00 PM to 7:00 AM. To create a new shift, click on the Add button above the table of shifts. NOTE: All shifts must add up to 24 hours and cannot overlap. If there is a period of time that an employee would not earn a shift premium between two earning shifts, a separate shift with no adjust ments will be created. 4. With the appropriate amount of shifts created, you can now assign start times for each shift. Note that the end times will automatically adjust to form a continuous 24-hour period. To remove a shift, click on the icon. 175

176 5. Click on the icon to access the Edit Shift Definition window. Here you can manually assign a Shift number as well as a Translated shift number (the number the shift will use in reports and exports. You can also define a "grace period", or the amount of time an employee can clock in before or after a segment to receive the shift premium. If you would like segments to be tied together in the break column, check Tie this shift together with the next segment. EXAMPLE: If the grace period is set up to allow employees to clock in up to 15 minutes early and have their time be assigned to this shift, an employee can clock in at 10:47 and have that count as being part of the overnight shift. If the grace period were set to 10, the employee's records would show that she worked 13 minutes in the Afternoon shift before switching over to the Overnight shift. If the grace period were set to 0, any time the employee clocks in before 11:00 PM would count as time worked in the previous shift. 6. Once the segment times have been set, click on the Rate Adjustments button to access the Rate Adjust ment window. Here is where you will the amount the employee will receive for working in this shift. Rate options can be set for the entire week, or for specific days. EXAMPLE: Since Mercy Parks does not offer any premium pay for special days of the week, she will select All days use same settings under Adjustment Settings. Since the morning shift doesn't receive any adjustment, she will start by editing the afternoon shift. Here, her employees receive an extra dollar for every hour worked in this shift, so she will select Base rate plus amount and enter in Employees working overnight receive a 15% bonus on hours worked, so on that shift Jessica will select Base rate plus percent and enter in Once your shifts have been defined, click Save to commit the changes made to this shift schedule. 176

177 Adding Job Code Adjustments Occasionally some shifts will call for that employee to log that time in a separate job code. At Mercy Parks, Jessica has set up a special, non-clockable job code for employees that work overnight on Fridays and Saturdays. In addi tion to the premium for these shifts, this job code is tied to an accrual rule that earns the employee comp time at a rate of hours for every hour worked (essentially earning an hour of comp time for each eight hour shift). In order for overnight shifts on the weekend to adjust to this job code, Jessica must do the following: 1. After selecting the shift schedule, select the Job Code Adjustments tab. 2. Select the Base job code you would like to modify. Only eligible shifts worked in this job code will be changed. 3. Enter a description for the job adjustment, and select the days that this rule will process. 4. Select the shift you'd like to change job codes on and select the job code from the dropdown. 5. To change the rates for that segment, click on the Rate Adjustments button. There are a few additional options for the rate adjustment. Use individuals rate for job code will use the rate for the new job code. Use default shift rate calculations will use the same rate calculations the employee would receive in the original job code. 177

178 6. Click on the Validate button to check if all employees with this shift schedule assigned have the appro priate job codes. Once you have validated your adjustments, click Save to commit these changes. Enabling Shift Scheduling on Job Codes and Employees To enable shift processing on a job code level, check Process shift differential in the Defaults section of the General tab of Job Code. NOTE: This will not change the process settings for employees that already have the job code assigned. This setting can be changed for several employees at once through Employee > Global Modification or through Employee > Employee Roles. To set up job code processing on a per-employee basis, edit that job code in Employee Profiles. Select how you would like it to process shift differentials by choosing Yes, No, or Follow Master (use the Job Code settings). On the employee's Payroll tab, select the shift schedule you'd like that employee to use. Click Save to commit these changes. Manually Processing Shifts Shift Differentials can also be processed manually. To process a shift without waiting for automation: 1. Highlight the segment you would like to process in Individual Hours or Group Hours, then select Pro cess Segment from the Manage menu. 2. To remove shift premiums from one or more segments as well as unlink them, select those segments and click on Reset Shift Processing from the Manage menu. Substitute Module The Substitute Module allows for the tracking of employees that will be filling in shifts for regularly scheduled employees. It is commonly used in a school setting, but can have other applications where absences may need to be filled by qualified professionals. The substitute module is configured primarily on the job code level. A job code can be set to require a teacher ID, as well as determine what types of subs and locations are allowed to use this code. A subbed-for employee can then be configured with an employee type and a location. Configuring Substitute Job Codes 1. Select the job code you want to configure for use by substitutes in Configuration > Job Codes, then nav igate to the Custom Fields tab. 2. Under the Substitute Module section header, select Yes for the Ask for ID field. 3. Click on the Edit button to configure the Allowed Employee Types for this job code. Employee types are created here by naming a type and clicking Add. Select one or more employee types to allow, and click on Select to add these to the list. 4. If you wish to disallow certain employee types from use with this job code, click the Edit button next to the Disallowed Employee Types field and add employee types via the Select button. 5. Click on the Edit button to configure the Allowed Campus/Locations for this job code. Locations are cre ated here by naming the type and clicking Add. Select one or more locations to allow, and click on Select to add these to the list. 6. If you wish to disallow certain campuses/locations from use with this job code, click the Edit button next to the Disallowed Campuses/Locations field and add campuses/locations via the Select button. 7. Click on the Save button to commit the changes to the job code. 8. If you have not done so already, browse to Employee > Employee Profiles > Jobs Tab for a substitute employee, Assign the relevant substitute job code(s), and Save. 178

179 Configuring Subbed-For Employees 1. Browse to Employee > Employee Profiles, select an employee who can be subbed for, then navigate to the Custom Fields tab. 2. Select the employee's Employee Type and Campus/Location from the dropdown menu, then click Save to commit these changes. Clocking in as a Substitute 1. Log in and select Clock In. 2. Select the relevant substitute job code. 3. The system will check employee types and/or locations to create a list of employees you can substitute for. Select the desired employee and finish clocking in. Weighted Overtime The Weighted Overtime module adjusts hourly rates worked during the pay period by using weighted rate cal culations to redistribute overtime hours into job codes worked. Configuring Weighted Overtime Calculations 1. Navigate to the Global tab of Company > Company Defaults. 2. Check Enable under the Weighted Overtime section to allow weighted overtime calculations. NOTE: In the calculations below, RegRate refers to the regular weighted rate, OTRate refers to the over time weighted rate, and Factor refers to the number you are multiplying your time by in the event of overtime (e.g. time and a half has a factor of 1.5). 3. Select the method you would like to use for weighted overtime calculations: Weighted Base Rate: All Wages/All Hours OT Rate=RegRate x Factor: This option will cause all base rates for all shifts to be averaged together, and then that averaged base rate will be applied to all shifts. This means that it adds All wages and divides them by All hours to obtain the Weighted Base Rate. This new Weighted Base Rate is then applied to all shifts in the period, and all other calculations are run as normal. This means that overtime will be calculated for the same shifts it normally would have been, but the overtime will be calculated based on the new Weighted Base Rate times the Overtime Factor, as opposed to the normal base rate. Weighted Overtime Rate: RegRate=No Change OTRate=RegRate+(Weighted Factor): This option will cause the base rates to remain unchanged, but the overtime rates will be affected by the module. The weighted factor can be found by finding the weighted base rate (using the all wages/all hours formula), and multiplying it times (factor - 1). This weighted factor would then be added back onto the regular rate to come out with the final overtime rate. For example, 20 hours are worked in a job code with a rate of $10.00/hour, and 20 hours are worked in a job code with a rate of $12.00/hour. The weighted base rate is $11.00/hour, which you would then multiply times (factor minus 1). If your overtime factors are 1.5 (time and a half) and 2.0 (double time), then the overtime 1 multiplier would be.5 (1.5 minus 1) and the overtime 2 mul tiplier would be 1 (2 minus 1). With the above situation, $11.00 x.5 = $5.50, which is your weighted factor for overtime 1. Add this back into the regular rates, and you would have $15.50 for hours worked with the $10.00 rate, and $17.50 for hours worked with the $12.00 rate. NOTE: Regular rates will never change when using this method. Only the employee's overtime rates will be affected. Weighted Overtime Rate: RegRate=No Change OTRate=RegRate+(Weighted Base x Factor): This option will cause the base rates to remain unchanged, but the overtime rates will be 179

180 affected by the module. The weighed factor can be found by finding the weighted base rate (using the all wages/all hours formula), and multiplying it times the factor. Using the same example used above, 20 hours are worked in a job code with a rate of $10.00/hour, and 20 hours are worked in a job code with a rate of $12.00/hour. The weighted base rate is $11.00/hour, which you would then multiply time the factor. For example, 1.5 is the factor for over time 1. When we multiply $11.00 (the weighted base rate) by 1.5, we get $ For double-time, the rate would be $11.00 x 2, or $ Redistribute overtime hours to job codes worked: This option will determine total hours in each job code, and then find the percentage of the total hours for the period that the job code made up. Then, it will redistribute overtime into each job code based on percentage of the total, beginning with the first shift worked in that job code. For example, there are 5 shifts for 10 hours each. The employee attains overtime after 40 hours. The first four shifts are in job code 1, and the fifth shift is in job code 2. Under normal circumstances, all 10 hours of overtime would be in job code 2, as those are the hours worked after the 40 hour threshold was reached. When using the option to Redistribute Overtime Hours, 2 hours of over time will be in the shift in job code 2, and the other 8 will be in the first shift worked under job code 1. This is because job code 1 makes up 80% of the total hours worked, and job code 2 makes up 20%, so 80% of the total overtime hours are considered job code 1, and the remaining 20% go to job code Configure the following settings to customize your Weighted Overtime calculations: Calculate on a weekly basis even if individual is bi-weekly or quad-weekly: This option will cause each week s Weighted Base Rate to be calculated individually, regardless of how long their pay period actually is. Process calculations when exporting data: This will cause export files to reflect the Weighted Base Rate and all the changes this entails, as opposed to the actual rate for each shift and the res ulting calculations from that method. Process calculations when generating reports: This will cause reports to reflect the Weighted Base Rate and all the changes this entails, as opposed to the actual rate for each shift and the res ulting calculations from that method. Include rate of pay when determining job code groups for redistribution of hours: This option will cause job code groupings to be further split out if there are differing rates on shifts worked under that job code. Using the above example, if one of the shifts in job code 1 had a dif ferent rate than the other shifts in job code 1, there would now be 3 groupings instead of just 2. The 20% for job code 2 would stay as it is, but now 20% should be separated out from the original 80% on job code 1 because this 3rd grouping uses a different rate. Distribute overtime for shift segments that are forced to overtime: This option will cause shift segments with forced overtime options in place to have that overtime distributed along with the rest of the overtime. If this option is left unchecked, these shifts will not be included in the over time total and will remain unchanged. Using the above example, if the first shift in job code 1 was forced into overtime, it is now removed from weighted overtime calculations. 10 hours of overtime is accrued because that shift is forced into overtime, and 50 hours were worked in that week that caused another 10 hours of overtime to be accrued, as would normally happen. Only the second set of 10 hours are divided up, and they are only divided up amongst the remaining 4 shifts. This means that there are only 4 segments now, 75% of the overtime is divided into job code 1, and 25% is divided into job code 2. Distribute overtime to shift segments that do not earn overtime: This option will cause shift segments worked in job codes that do not earn overtime to take their percentage of the total over time just as a normal job code would. This will not create more overtime; it just allows job codes that do not earn overtime to take a percentage as well. 180

181 Distribute overtime to end of distribution period first: This option will apply available over time to the last segment(s) of the overtime period. 5. Navigate to the Overtime tab in Employee > Employee Profiles to enable the module for individual employees. NOTE: This module can be enabled for multiple employees at once by using Employee > Global Modi fication or enabling it via Employee > Employee Roles. 6. These settings can be overridden on the employee level. To change how an individual employee cal culates their weighted overtime, navigate to that employee's Overtime tab and check Override Com pany Defaults. Auto Transfer Schedule Information The Auto Transfer Schedule Information module works in conjunction to allow users to transfer scheduled hours within the open week period as hours worked. Configuring Job Codes to Automatically Transfer 1. Select the job code you'd like to configure from the navigation list in Configuration > Job Codes. 2. Check Auto transfer hours from schedule during close week and click Save. NOTE: This will only change the job code on the master level. To change settings for individuals that are already assigned this job code, edit it through Employee > Employee Profiles > Jobs tab or via Employee > Global Modification. 3. Navigate to the Company > Company Defaults > Schedule tab. 4. Under the Auto Transfer Schedule Information section, check Enable automatic transfer of sched ule information to allow scheduled segments in the selected job codes to be processed. 5. Select Configure Processing to determine when you would like the transfer to take place. 6. Click the icon to edit the existing schedule, or click Add to create one or more of the following sched ules: Once: The report will run and be sent once at the scheduled date and time. Every X Minutes: The report will run every X minutes, starting from a date and (optionally) ending at a set date. Every X Days: The report will run every X days, starting from a date and (optionally) ending at a set date. Daily: The report will run at a set time on each of the selected dates, beginning on the first date and (optionally) ending at the second date. Monthly: The report will run at a set time on a certain day of the month. Optionally, and end date can be configured here. Yearly: The report will run on a set time and date each year until the optional end date is reached First: The report will run on the first day of the week in a selected month plus or minus a set amount of days at the specified time (for example, the First Monday of January plus 7 would run the report on the second Monday of January). Last: The report will run on the last day of the week in a selected month plus or minus a set amount of days at the specified time (for example, the Last Friday of January minus 7 would run the report on the second-before-last Friday of January). 7. Click Save to exist the Processing menu, and Save the changes made to the Schedule tab. 8. When the automation is scheduled to process, it will import scheduled segments in the selected job codes as long as those segments do not conflict with existing worked hours for that employee. 181

182 TimeClock Scheduler TimeClock Scheduler allows you to build schedules for your employees, not only to allow them to know when they are working, but also to help you plan and keep track of staffing for any particular span of time. Logging into Scheduler 1. Log onto the Scheduler site ( location]/app/scheduler/index.html) or select the Scheduler icon from the bottom of another app. 2. Enter your User ID and password in the appropriate fields, and click Log On. Schedules Menu The Schedules menu of TimeClock Scheduler allows users to: View Daily and Weekly Overall Schedules. Create and modify Recurring Schedules. Create templates for commonly used segments. Add, Modify, Delete, or Transfer multiple segments at once using Global Scheduler. Run reports on employees' schedule data. Create Staffing Requirements to help you cover shifts on certain days. Manage Schedule Manage Schedule allows you to edit individual schedules as well as override recurring schedules to meet the needs of your workforce. On the left side of the screen, you will see a list where the first 100 employees will appear. Specific employees or a different range can be set using the Employee Filter button. Employees can also be filtered by typing a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to the previous settings. The list can also be sorted by several methods in ascending or descending order by selecting your preferred sort criteria. Sort Criteria: Employee ID 182

183 First Name Last Name Classification Badge Export Code Once you have selected an employee, their employee information appears in the information bar. This bar shows some basic information about the employee, such as their name and ID. Click the employee's name to view the employee's photo, department, manager, and classification. This bar also features several buttons: The Up and Down Arrows allow to select the previous or next employee on the list. The Date Range boxes allow you to select the date of schedules to be viewed. A manual date range can be entered, can be selected by using the date picker, or by selecting a preset range from the drop down list. Once you've entered in a date range, click Update. Manage: This button allows you to manage individual segments and shifts when selected. Job Code Filter: This button allows you to access the Filter Job Code feature and limit segments dis played to only the selected job codes. Segment Filter This button allows you to filter segments based on type. For instance, you could filter to see any recurring segments that are marked as On-Call. Note that by default, Saturdays and Sundays will not be displayed. If there is segment information on Saturday or Sunday, you will see Some segments are hidden next to the Display Weekends checkbox. In order to view those days, check Display Weekends. Adding and Manipulating Segments 1. Click on Add beneath one of the days on the schedule to access the Add Schedule menu. 2. Select the type of segment you would like to create for the day. There are several different types of seg ments available for use. Regular: A regular segment is one that is worked normally by the employee. Off: An off segment is one that an employee will not be working, such as if the employee has school or the shop closes down at that time. Open:An open segment is one where the employee is not scheduled but is available to work. On-Call: An on-call segment is one where the employee is not working but can be expected to be called in. 183

184 Unavailable: An unavailable segment is one where the employee is completely unavailable to work during the time specified. 3. Create a Date and Time in as well as a Date and Time out for the segment. 4. If this segment ends in a break, select the Break type from the drop down menu. 5. Select the Job Code this segment will be worked under. In a Company Wide Recurring Schedule, this will usually be set to Default Job Code so each employee can simply clock into their own job code. 6. Enter any pertinent notes about the shift in the Description field. 7. If you'd like to copy this schedule to other days within the week, select the number of days you'd like to copy forward in the Days field. For example, if your week starts on a Monday and you want to copy this seg ment through Friday, you would setup Monday's schedule, and select 5 in the Days field. 8. Click Save to create the segment. 9. To Delete a segment, select it then select Delete from the Manage menu. You can also right click on the segment and select Delete. 10. To Copy a segment, select it then select Copy from the Manage menu. You can also right click on the seg ment and select Copy. 11. To Paste a copied segment to another day, right click on the day you would like to add the segment to and select Paste. Manage Schedule Options Scheduler Options contains settings for determining how segments are displayed in TimeClock Scheduler. Scheduler Options Default Period: This will change the period that is seen whenever you view an employee's schedule. For example, if you need to consistently view schedules one week from now, you could choose Next Week. Display job code ID: When this option is checked, segments will display the numeric job code ID. Display job code description: When this option is checked, segments will display the job code description. Display segment description: When this option is checked, a description given to a segment will be displayed. Ask for confirmation when deleting segment(s): If this option is checked, you will be asked if you are sure you want to delete a segment. Otherwise, the segment will simply be deleted without any additional confirmation from the user. 184

185 Daily Overall Schedule The Daily Overall Schedule allows you to view the schedules of all employees working over the course of a single day in TimeClock Scheduler. From here, segments may not be added, but can be edited or deleted. Navigating Daily Overall Schedule 1. Access Daily Overall Schedule by selecting Daily from the Schedules menu. 2. Select the day you'd like to view by using the Previous and Next buttons, or by entering it using the date picker. 3. Once you have selected a date with hours, employee segments will appear in the timeline. Segments can be filtered by Job Code, Employee, or Segment type by using the appropriate Filter button. 4. Segments can be edited or deleted by selecting them and clicking on Manage. In addition, selecting a single shift will also enable the option to View segment in Manage Schedules. Daily Overall Schedule Options The Options button in the top right of Daily Overall Schedule allows you to configure what information is dis played in Daily Overall Schedule. Start Time: This allows you to choose when the day starts for the Daily Overall Schedule. Please note that this will NOT change the time your day starts within the company. Hours: Change the amount of hours displayed in the Daily Overall Schedule. This is the amount of hours that will display beginning from the start time. Hours can also be broken down into hour, half hour, or quarter hour portions by using the dropdown menu. Display open shifts by default: This will display all segments marked as open in the Daily Overall Sched ule by default. 185

186 Display on-call shifts by default: This will display all segments marked as On-Call in the Daily Overall Schedule by default. Display all segments for each individual on a single line (except open/on-call): With this option checked, all segments (with the exception of Open and On-Call) will be displayed on a single line. Other wise, segments will be displayed in order of when they start, so an employee with two segments in a day may have them on different lines. Display ID and description of job code: With this option checked, the job code ID and description will be displayed alongside the employee's name and ID. Display shift description: With this option checked, the shift description (if any) will display alongside the employee's name and ID. Colors: These options will determine how different types of segments are displayed in the Daily Overall Schedule. To change the color for a certain segment type, select it and pick the new color. Once you save, the Daily Overall Schedule will reflect your new choice. Weekly Overall Schedule The Weekly Overall Schedule allows you to view the schedules of all employees working over the course of a single week in TimeClock Scheduler. From here, segments can be edited or deleted. Navigating Weekly Overall Schedule 1. Access Weekly Overall Schedule by selecting Weekly from the Schedules menu. 2. Select the week you'd like to view by using the Previous and Next buttons, or by using the date picker. 3. Once you have selected a date with hours, employee segments will appear in the timeline below. Seg ments can be filtered by Job Code, Employee, Availability, or Segment type by using each respective Filter button. 4. Segments can be edited or deleted by selecting them and clicking on Manage, or by right clicking on them. Weekly Overall Schedule Options 186

187 The gray Options button in the upper right of Weekly Overall Schedule allows you to change several options that determine what information the features displays Sorting options: These allow you to change the primary and secondary sort keys for the weekly overall schedule. The Primary sort key is how employees will initially be sorted; if there are two employees with the same sort cri teria (e.g., two employees with the same last name), the second sort key will be used. Display employee number: Checking this option will display the employee's ID number alongside their name. Display employee department: Checking this option will display the employee's department alongside their name. Display employee class: Checking this option will display the employee's classification alongside their name. Display last name first: Checking this option will display names in Last name, First format. Display Job Code ID: Checking this option will display the job code ID that the employee is scheduled to use. Display Job Code description: Checking this option will display the Job Code description that the employee is scheduled to work in. Display segment description: Checking this option will display the Job Code description that the employee is scheduled to work in. Display scheduled hours total: Checking this option will display the total amount of hours that employee is scheduled to work that week. Time format: This drop down allows you to change how time is displayed on the Weekly Overall Schedule. Number of individuals to display: This option allows you to enter how many individuals you would like to dis play (up to 25). Ask for confirmation when deleting segments: When this option is checked, you will be asked to confirm the operation when deleting segments for employees. Normalize employee names: This option will normalize all names to Title Casing. This is useful for when employ ees have been imported from different sources and may have different capitalization standards. 187

188 Manage Recurring Schedule Manage Recurring Schedules allows users to create repeating schedules for employees. These are schedules for one to eight weeks that will repeat indefinitely (or until they reach a designated stop date). These schedules can then be assigned to your employees, negating the need to create schedules for each pay period. Many organizations use similar schedules for the majority of their employees. For example, if most of your employ ees work 8 AM to 5 PM you can create Recurring Schedules to assign to all of your employees, rather than create individual schedules. This schedule will repeat for as long as it is assigned to the employee. Creating a Recurring Schedule 1. Select the Schedules drop down menu and then select Recurring Schedule. 2. Click on Add in the upper right hand corner. 3. Enter a Description (name) for the recurring schedule. This is how users will identify this recurring schedule from the list when assigning to employees. 4. Select how many Weeks this recurring schedule will include. This determines how many weeks the recurring schedule will consist of before repeating. For example, a two week recurring schedule assigned on February 1st will repeat two weeks later, on February 15th. 5. Select whether or not you would like the recurring schedule to be active by checking the Active checkbox. Inactive recurring schedules cannot be assigned to employees. 6. Click Save to exit the Add Recurring Schedule window. You should now be able to view the schedule in Man age Recurring Schedule. Adding a Segment to a Recurring Schedule 1. Click on Add beneath one of the days on the schedule to access the Add Schedule menu. 2. Select the type of segment you would like to create for the day. Regular: A regular segment is one that is worked normally by the employee. Off: An off segment is one that an employee will not be working. 188

189 Open: An open segment is one where the employee is not scheduled but is available to work. On-Call: An on-call segment is one where the employee is not working but can be expected to be called in. Unavailable: An unavailable segment is one where the employee is not scheduled and is not avail able to work. 3. Create a Date and Time in as well as a Date and Time out for the segment. 4. If this segment ends in a break, select the Break type from the drop down menu. 5. Select the job code this segment will be worked under. Typically in a Company Default Recurring Schedule, this will usually be set to Default Job Code so each employee can simply clock into their own job code. 6. Enter any notes about the shift in the Description field. 7. If you'd like to copy this schedule to other days within the week, select the number of days you'd like to copy forward in the Days field. For example, if your week starts on a Monday and you want to copy this seg ment through Friday, you would set up Monday's schedule, and select 5 in the Days field. 8. Click Save. 9. To Delete a segment, select it then select Delete from the Manage menu. You can also right click on the segment and select Delete. 10. To Copy a segment, select it then select Copy from the Manage menu. You can also right click on the seg ment and select Copy. 11. To Paste a copied segment to another day, right click on the day you'd like to add the segment to and select Paste. Editing a Recurring Schedule Recurring schedules can be edited to change their active status or the length in weeks. Please note that the Com pany Default recurring schedule cannot have its name or length edited. To edit a recurring schedule: 1. Select the recurring schedule you would like to edit from the list. 2. Click on the Edit button in the information bar. 3. Change the Description, amount of Weeks, or Active status of the schedule and click Save to instantly apply these changes to the schedule and all employees that have it assigned. Deleting/Deactivating a Recurring Schedule Recurring schedules can be deleted, which will permanently remove them from the TimeClock Plus database. For this reason, it is STRONGLY recommended that recurring schedules that have been assigned to employees be deactivated instead of deleted. 189

190 To delete a recurring schedule, select it from the list and click on Delete. If the schedule has been assigned to employees, you will receive the option of deleting or deactivating it. Select the operation you would like to per form and click Ok. Creating a Company Default Recurring Schedule 1. Enter Manage Recurring Schedule and select Company Default. 2. On the Manage Schedule screen you will see an area for Day 1, Day 2, etc. These correspond to your TimeClock Week, so if your week starts on a Monday, that will be Day 1. By default, Saturdays and Sundays will be hidden unless Display Weekends is checked. 3. Click on Add beneath one of the days to access the Add Schedule menu. 4. Select the type of segment you would like to create for the day. Generally, the Company Default recurring schedule will only use Regular segments. However, you can create other types of segments as needed. Regular: A regular segment is one that is worked normally by the employee. Off: An off segment is one that an employee will not be working, such as if the employee has school or the shop closes down at that time. Open:An open segment is one where the employee is not scheduled but is available to work. On-Call: An on-call segment is one where the employee is not working but can be expected to be called in. 5. Create a Date and Time In as well as a Date and Time Out for the segment. Note that the Date fields use the day you've selected rather than any actual dates. 6. If this segment ends in a break, select the Break type from the dropdown menu. 7. Select the job code this segment will be worked under. In a Company Wide Recurring Schedule, this will usually be set to Default Job Code so each employee can simply clock into their own job code. 8. Enter any notes about the shift in the Description field. 9. If you'd like to copy this schedule to other days within the week, select the number of days you'd like to copy forward in the Repeat Days field. For example, if your week starts on a Monday and you want to copy this segment through Friday, you would select 5 in the Repeat Days field. 10. Click Save. 11. To Delete a segment, select it then select Delete from the Manage menu. You can also right click on the segment and select Delete. 12. To Copy a segment, select it then select Copy from the Manage menu. You can also right click on the seg ment and select Copy. 13. To Paste a copied segment to another day, right click on the day you'd like to add the segment to and select Paste. 14. Click Ok to save the Company Wide Recurring Schedule. 190

191 Assigning a Recurring Schedule 1. Select the employee you would like to assign the schedule to in Employee Profiles. 2. Select the Hour tab and navigate to the Schedule section. 3. Click on Assign. 4. Enter the Start date for when you would like the schedule to take effect. If you would like the schedule to stop being applied to this employee at a certain date, you can enter in a Stop date as well. 5. Select the Use company wide recurring schedule radio button, then click Assign. 6. Click Save to save the contents of the Hour tab. Manage Schedule Template Manage Schedule Template allows users to create, manage, and edit schedule templates. Schedule templates allow users to quickly assign similar schedules across one or more days without having to manually create the seg ments. There are three types of schedule templates. Creating a segment template 191

192 Segment templates are a template that covers a single segment over a 24-hour period. These are commonly used when creating templates that correspond with certain shifts, such as a morning or overnight shift. 1. Select the Schedules drop down menu and then select Template. 2. Click on Add in the upper right hand corner. 3. Select Create segment template as the template type. 4. Enter a brief Description (e.g., Mid-shift) for the template. If your organization plans on using several tem plates, consider entering a Category for easy organization. 5. If you would only like this template to be visible just for your own user, check the Private checkbox. If you would like this template to be accessed by other users, do not check this box. Click Next. 6. Create a single segment as you would in Manage Schedule. The segment can be assigned to a specific job code, or can use the employee's Default Job Code to increase versatility in assigning the segment. Once the segment has been created, click Finish to add it to the list of Schedule Templates. Creating a day template Day templates are templates that cover one or more days (up to a week). These are helpful when creating several segments in a row, such as when an employee will work a three days on, two days off schedule. 192

193 1. Select the Schedules drop down menu and then select Template. 2. Click on Add in the upper right hand corner. 3. Select Create day template as the template type. Select how many days the template will run from the drop down menu. 4. Enter a brief Description (e.g., three on, three off) for the template. If your organization plans on using sev eral templates, consider entering a Category for easy organization. 5. If you would only like this template to be visible to this user, check the Private checkbox. Click Finish. 6. Create the segments as you would in Manage Schedule. Segments can be assigned to a specific job code, or can be set to use the employee's Default job code to increase versatility in assigning the template. Creating a week template Week templates are schedule templates that cover one or more weeks (up to 8 weeks). These are commonly used when employees have irregular schedules that span multiple weeks. 1. Select the Schedules drop down menu and then select Template. 2. Click on Add in the upper right hand corner. 3. Select Create week template as the template type. Select how many weeks the template will run from the drop down menu. 193

194 4. Enter a brief Description (e.g. "28 Day Mid-shift") for the template. If your organization plans on using sev eral templates, consider entering a Category for easy organization. 5. If you would only like this template to be visible to this user, check the Private checkbox. 6. Click Finish. 7. Create other segments as you would in Manage Schedule. Segments can be assigned to a specific job code, or can be set to use the employee's default job code to increase versatility in assigning the template. Editing a template Segments and lengths of templates can be edited. Please note that these changes will not be retroactive, and will only apply when this template is used in the future. 1. Select the Schedules drop down menu and then select Template. 2. Select the template you'd like to edit from the template list. 3. Click on the Edit button to change the template's Category, Description, Private or Active status. In addi tion, if the template is a day or week template, the length can be changed here. 4. Segments can be edited as they would be in Manage Schedule. Deleting a template Schedule templates can be deleted. Please note that deleting a schedule template will permanently remove it from Scheduler. For that reason, it is STRONGLY recommended that you deactivate unused templates instead. 1. Select the Schedules drop down menu and then select Template. 2. Select the template you'd like to delete from the template list. 3. Select the Delete button from the information bar. 4. You will be asked if you are sure you want to delete the template. If the template is public, you will be warned that this will also delete it for other users, and be given the choice to deactivate the template instead. Select which action you would like to take, and click Confirm. Using schedule templates Once you have created one or more schedule templates, you can begin using them anywhere that allows you to 194

195 create schedules. Segment templates can be assigned using the Add button, which will overwrite the values in the Add Segment window with those of the template. To use a day or week template, select the day you'd like the template to begin on, select the Manage menu, then select Paste from Template. Here, you will see a sortable list of all templates and can select the one you'd like to apply. After selecting the template and clicking Select, the template segment(s) will appear on that employee's schedule. Staffing Requirements Staffing Requirements allows users to create, manage, and edit required segments. Required segments are periods that require a certain amount of employees to be working in that job code. For example, if the mid-shift at a hospital pharmacy requires at least five pharmacy technicians, a required seg ment could be created. Then, if less than five technicians are scheduled to be working, users will receive a warn ing letting them know that the segment is not sufficiently covered. Segments that were created through Staffing Requirements will appear on Individual Schedules with an aster isk. BEST PRACTICES: Deleting a staffing requirement will permanently clear out the required schedule seg ments created for employees. Therefore, it is STRONGLY RECOMMENDED that you do not delete a staffing requirement if it has been used. Creating a Staffing Requirement 1. Select the Schedules drop down menu and then select Staffing Requirements. 2. Click Add. Enter in a name for this requirement, and click Add again to create it. 3. On the General tab, create any Employee Filters or Job Code Filters that may apply to this requirement. These filters will determine which employees are eligible for working during required segments. To use the pharmacy scenario above as an example, you could use the Job Code Filter to include only Pharmacy job code(s), and the Employee Filter to include only pharmacy technicians. Creating Required Segments Once a staffing requirement has been created, users can begin adding segments. 195

196 1. Select the Schedules drop down menu and then select Staffing Requirements. 2. Select your requirement from the navigation list on the left. 3. Select the view you would like to see by clicking on the appropriate tab (Calendar, Detail, and Daily). 4. Click the Add button and create a segment. 5. On the Calendar or Detail view, the segment(s) you have created will be highlighted that reads 0/1 employees: 0% covered. Click on this box to access the Staffing Assignment window. 6. Define how many employees are required to work this segment in the Required Employees field. 7. Click on Assign to begin assigning employees to the required segments. Check the employee(s) you would like to add to this segment. If the employee is not already scheduled to work in this job code, a seg ment will be added. 196

197 8. Once employees have been added to the segment, click Save. 9. The Staffing Assignments window will now reflect the employees assigned to this segment. The status bar will show how many employees are required and assigned. Employee assignments can be removed or changed by clicking on the icon in the Unassign column, and the icon in the Edit column. Global Scheduler The Global Scheduler allows you to copy or delete schedules for selected employees. This allows you to copy schedules that are unique to an employee to future weeks, as well as perform this operation for several employees at once or copy those schedules into Individual Hours as hours that employee has worked. In addition, multiple schedules can be deleted at once with Global Scheduler. Applying a Global Schedule 1. Select the Schedules drop down menu, then select Global Scheduler. 2. Select the employees you would like to copy schedules for by either selecting specific employees from the list or by using a Filter. Once you have identified the employees you would like to schedule, click Next. 3. Select Apply schedules from the Schedule operations list, then click Next. 4. Select the Start date by entering the beginning date of the weekly schedule(s) you would like to create or edit. Select the Number of weeks you would like to create or edit and click Apply. 5. Create the segment(s) you would like to add for the selected employee(s). Segments can be created by clicking Add,copying already added segments, or pasting from templates. When you have created the seg ments you would like to add to the selected schedule(s), click Next. 6. The Summary screen will provide a summary of the operation you are about to perform, including the number of individuals affected, and the segments you are creating. Select Preview to view the copy oper ation without making any changes to the schedule, or click Process to add the segments. Copying a Global Schedule 1. Select the Schedules drop down menu, then select Global Scheduler. 2. Select the employees to be scheduled by either selecting the specific employees from the list or by using a Filter. Once you have selected the employees you would like to copy schedules for, click Next. 197

198 3. Select Copy schedules from Schedule Operations and click Next. 4. Select the Source date range by entering in the dates of schedules you would like to copy or select the dates using the date picker. 5. If you would like to only copy segments from certain job codes, create a Job Code Filter. 6. Select either a Linear copy, or Day to Day copy. A Linear copy will move the segments across without regard to the day of the week. For example, Day 1 of the source schedule will copy to Day 1 of the destination range. A Day to Day copy will move segments to the appropriate day of the week, so a segment that starts on a Monday will be copied to each Monday in the destination range. If you would like to copy blank days on the schedule (such as days off not marked as such), check Copy blank days. 7. Check the various options for different types of segments you would like to include. Click Next. 8. Select the Destination date range by entering in the dates of schedules you would like to copy, by selecting them from the date picker, or use one of the preset ranges in the drop down list. 9. Select the different types of days you would like to overwrite by checking the relevant checkbox. Once you have configured your destination range, click Next. 198

199 10. The Summary screen will provide a summary of the operation you are about to perform, including dates, the number of individuals affected, and the options selected for the source and destination dates. Select Preview to view the copy operation without making any changes to the schedule, or click Process to copy schedules as configured. Deleting a Global Schedule 1. Select the Schedules drop down menu and then select Global Scheduler. 2. Select the employees you would like to delete schedules for by either selecting the specific employees from the list or by using a Filter. Once you have selected the employees you would like to delete sched ules for, click Next. 3. Select Delete schedules and click Next. 4. Select the Source date range by entering the date range of schedules you would like to delete, by select ing them using the date picker, or use one of the preset ranges in the drop down list. 5. If you would like to only delete segments from certain job codes, create a Job Code Filter. 6. Check the various options for different types of segments you would like to include. Once you have fin ished configuring the source dates, click Next. 7. The Summary screen will provide a summary of the operation you are about to perform, including dates, the number of individuals selected, and the types of segments you will be deleting. Select Preview to view the copy operation without making any changes to the schedule, or click Process to delete the sched ules. Modifying a Scheduled Segment 1. Select the Schedules drop down menu and then select Global Scheduler. 2. Select the employees you would like to modify one or more segments for by either selecting the specific employees from the list, by creating a Filter. Once you have selected the employees you would like to modify segment(s) for, click Next. 3. Select Modify schedule segment then click Next. 199

200 4. Select the Source date range by entering in the dates of schedules you would like to modify, by select ing them using the date picker, or use one of the preset ranges in the drop down list. 5. If you would like to only modify segments from certain job codes, create a Job Code Filter. 6. Check the various options for different types of segments you would like to include. Include schedule segments Include recurring segments Include recurring override segments Include segments tied to requirements Include regular segments Include on-call segments Include off segments Include unavailable segments 7. If you would like to limit the segment(s) being modified to those that took place at a certain time, check Include segments matching. Check Time in and time out match exact range if you would only like to modify segments with that specific time in and time out. If you would like to edit segments where the employee clocks in during certain time range, enter that range in the Time In and Time Out fields and select Time within Range. If the scheduled segments must fall within a certain time range, enter that range and select Time in and time out within range. 8. Once you have configured your range, click Next. 200

201 9. Select the data you would like to edit on the Configure Segment screen by checking the box for the rel evant segment information and enter the modifying information. Once you have made your changes, click Next. 10. The Summary screen will provide a summary of the operation you are about to perform, including the number of individuals affected and the options selected for the source and destination dates. Select Pre view to view the copy operation without making any changes to the schedule, or click Process to modify schedules. Transfer Job Code Information If you have time scheduled that you want to create regular hours for, you can use the Transfer Job Code Inform ation function to create segments in TimeClock Manager that are based directly off of scheduled segments within Scheduler. 1. Select the Schedules drop down menu and then select Global Scheduler. 2. Select the employees you would like to transfer job code information for by either selecting specific employees from the list, by using a Filter. Once you have selected the employees you would like include, click Next. 3. Select Transfer Job Code Information then click Next. 201

202 4. Select the Source date range by entering in the dates of schedules you would like to modify, by select ing them using the date picker, or use one of the preset ranges in the drop down list. 5. If you would like to only transfer certain job codes, create a Job Code Filter. 6. Check the various options for different types of segments you would like to include. 7. If you would like to limit the segment(s) being modified to those that took place at a certain time, check Include segments matching. Check Time in and time out match exact range if you would only like to modify segments with that specific time in and time out. If you would like to edit segments where the employee clocks in during certain time range, enter that range in the Time in and Time out fields and select Time within Range. If the scheduled segments must fall within a certain time range, enter that range and select Time in and time out within range. 8. If the employee is required to use a cost code, check Use employee default cost code if required. Once you have configured your range, click Next. 9. The Summary screen will provide a summary of the operation you are about to perform, including dates, the number of individuals selected, and the types of segments you will be transferring. Select Preview to view the copy operation without making any changes to the schedule, or click Process to transfer sched ules into Individual Hours. 202

203 WebClock Now that you have created your employees, job codes, and managers in TimeClock Plus, your employees are ready to start clocking in and out. The WebClock application is the primary way employees will use TimeClock Plus as they clock in and out, view their hours, and even request time off. Logging into WebClock 1. Navigate to the WebClock page for your organization. 2. If your company does not show up in the Select Organization field, select it from the drop down list. 3. Enter your employee ID numberand click on Log On To Dashboard. 4. If you have a PIN, enter it in the pop-up box and click Ok. Navigating WebClock After you have logged into WebClock, select the relevant action from the menu bar at the top. In the top right, you will see the server date and time as well as the button to Log Off. On the blue bar, you will see your name as well as your status (if you are clocked in, you will see the time you clocked in, and if you are on break, you will see the length of your break). Performing Quick Clock Operations 1. Navigate to the WebClock page for your organization. 2. If your company does not show up in the Select Organization field, select it from the drop down list. 3. Enter in your employee ID number. 4. Select the operation you would like to perform. Be sure to follow all on-screen instructions until you receive a Clock operation successful message. 203

204 Clock In Once you have logged into WebClock, select the Clock In button to begin your shift. This will show your manager that you are present, the time you started working, and what job code you are working on. Clocking In Using WebClock 1. Once you are logged into WebClock, select Clock In. 2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue.Click Continue. 3. If you have more than one job code, select the appropriate job code from the list. 4. If you have any unread messages, they will be displayed here. Click Continue. 5. If job costing is enabled for this job code, select the cost code you will be clocking into and click Continue. 6. Click Ok. Clocking In with a Missed Punch If your company has missed punches enabled and you attempt to clock in while still clocked in to the last shift, you will be taken to the Missed Punches screen. You will be asked to confirm that you missed an out-punch. Then, depending on the Company Defaults, you may be asked to enter in a time for your missed punch. For more information on setting up missed punches, see the Client Tab in TimeClock Manager > Company > Company Defaults. Clocking In with a Manager Override If you are attempting to clock in while restricted, you will be taken to the manager override screen. Reasons for a restriction may include: An attempted clock in after you've met an hourly threshold or overtime. An attempted clock in outside of a schedule restriction. An attempted clock in before the required minimum break length. 204

205 In order to clock in while restricted, have a manager with override access enter their password. Then clock in as nor mal. Clock Out When you are ready to end your day, you must Clock Out to end your shift. Clocking out marks employees as no longer working. Clocking Out Using WebClock 1. After logging into WebClock while clocked in, select Clock Out. 2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue.Click Continue. 3. Click Ok on the "Clock operation successful" window. Clocking Out with a Missed Punch If your company has missed punches enabled and you attempt to clock out while still off the clock, you will be taken to the Missed Punches screen. You will be asked to confirm that you missed an in-punch. Then, depending on the Company Defaults, you may be asked to enter in a time for your missed punch. For more information on setting up missed punches, see the Client Tab in TimeClock Manager > Company > Company Defaults. 205

206 Break When you are ready to take a break or lunch, but are not clocking out for the day, you will use the Break button. This will mark you as On Break within the system so your manager can see the type and length of the break being taken. Going on Break in WebClock 1. Once you are logged into WebClock, and while clocked in, select Break from the header bar. 2. If your company has more than one active type of break, select the appropriate break to continue. 3. If enabled, you will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue.Click Continue to start your break. Returning from a Break 206

207 1. When it is time to return from your break, log into WebClock and select Return From Break. 2. If enabled, you will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue. Click Continue. 3. Select the job code that you want to clock into and click Continue. 4. Click Ok on the "Clock operation successful" window. Change Job Code When you switch tasks or jobs, you may have to use the Change Job Code button. Changing job codes will switch you to the new job code and tie the two segments together. This allows the system to track each job you worked, and when you worked them. How to Change a Job Code 1. Once you are logged into WebClock and clocked in, select Change Job Code. 2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue.Click Continue. 3. You will be given a list of your available job codes. Select the job code you are changing to, and click Continue. 4. Click Ok on the "Clock operation successful" window. You can now see the new segment tied to the old one in the View Hours screen (if enabled). 207

208 View View Hours The View Hours option allows you to view the hours worked in any given week. If you are required to approve segments each week, you can do so here. TIP: View Hours can be enabled in TimeClock Manager via the clock configuration(s) (Configuration > Other Configurations > Clock Configurations). Navigating the View Hours Window 1. After logging into WebClock, select View, and View Hours. 2. Select the appropriate week with the Next and Prev buttons. 3. All of the segments worked during that week can be seen in the grid below. Approving Segments 1. After logging into WebClock, select View, and View Hours. 2. Select the appropriate week with the Next and Prev buttons. 3. Find the segment you want to approve and click on the check mark in the [E] column. If you want to approve all the shifts on screen, click on the [E] column. 208

209 Splitting Segments TIP: In order to split segments via WebClock, Allow employee to split worked segments from View Hours in WebClockmust be enabled for the clock configuration(s) in TimeClock Manager (Con figuration > Other Configurations > Clock Configurations). 1. After logging into WebClock, select View, and View Hours. 2. Find the segment you'd like to split and click on the Split Segment icon. 3. In the Split Segment window, click on the Split icon in the leftmost column to create two segments. 4. By default, segments will be split by percentage. To split segments by length, click on the Percentage column header. 5. Define how long you want your segments to be. If desired, change the break length, job code, or cost code used for each segment. 6. If specifics need to be changed about the segment (such as break type or adding a note, click on theedit button to change segment details. 7. Delete segments by clicking on the Delete icon. Note that all time from deleted segments will be added to the last segment by default. 8. Once you've split the segment, click Save to add the new segments to the hours worked. View Last Punch The View Last Punch option allows you to view the last time you clocked in. After selecting View Last Punch, you will be able to see the time of your last punch as well as the job code assigned to it. TIP: View Last Punch can be enabled in TimeClock Manager via the clock configuration(s) (Con figuration > Other Configurations > Clock Configurations). 209

210 View Schedules View Schedules is where employees can view schedules for current and upcoming weeks. TIP: View Schedules can be enabled in TimeClock Manager through the Clock Configuration feature (Configuration > Other Configurations > Clock Configurations). This also allows you to specify how many weeks are seen. Navigating View Schedules 1. After logging into WebClock, select View then View Hours. 2. Select the week you would like to view with the Next and Prev buttons. You can also select which week you would like to view by selecting the Calendar icon. 3. If you would like to view schedules for Saturday and Sunday, make sure that Display Weekends is checked. View Messages The View Messages option allows you to view any messages sent through TimeClock Plus. After selecting View Messages, you will be able to see a list of messages you have been sent. Click on the note icon in the View column to read the entire message, and check Read to remove the message from your list (if the message can be marked as read). TIP: View Messages can be enabled in TimeClock Manager via the clock configuration(s) (Con figuration > Other Configurations > Clock Configurations). 210

211 View Requests The View Requests feature allows employees to enter time off requests. Time off requests are used when employees want to request a certain amount of time off for vacation, sick, or other reasons. These requests can be made in any leave code the employee has access to and will draw from relevant accrual banks. TIP: Master settings for requests are enabled via the Client Tab within TimeClock Manager > Company > Company Defaults. In addition, you may need to enable requests via the clock con figuration(s) located in TimeClock Manager > Configuration > Other Configurations > Clock Configurations. Navigating View Requests 1. Access View Requests by logging into WebClock and clicking on Requests on the WebClock dashboard. 2. By default, employee requests will be visible in a Calendar view. In order to view employee requests in a sortable list, select the List tab. 3. On the Calendar tab, the status of a request (approved, denied, or pending) can be filtered by checking or unchecking the appropriate options beneath the tabs. 4. To have more control over what request elements are visible, switch to the List view. In addition to the options available in Calendar view, segments can be organized by entering in a date range and clicking Update. Adding a Request Employees with the correct clock configuration will be able to enter requests for assigned leave codes. To create a request: 1. Click on the Add button on the information bar, or when in Calendar view click the plus sign on the desired date. The date of the request must be within the allowed range defined in Company Defaults. 211

212 2. Select the Start time. This will be the anchor time for the leave time sheet. Enter in the length of the leave request in the Hours field. For example, if you wanted to create a leave request from 9:00 AM to 5:00 PM, you would enter a start time of 9:00 AM and a length of 8: Select how many days are being requested. By default, the request will only be entered for the initial date requested. To create identical requests on the subsequent days, select the number from the Days field. 4. Select the Leave Code to be used for this time off request. If enabled in Company Defaults, an unspe cified leave code can be selected. Please note that any unspecified leave codes must be replaced with a valid leave code before the segment can be approved. 5. Enter in a description for this leave request. This step is optional and dependent on Request Entry settings within Company Defaults. 6. Click Save. Change Cost Code When you switch tasks or jobs, you may have to use the Change Cost Code button. Changing cost codes will switch you to the new cost code and tie the two segments together. This allows the system to track each task you worked on, showing when you started and how long you worked on each. For example, if you are working under a Carpentry job code, you may switch individual tasks throughout the day. In this case, your cost codes, or tasks, may specify the variety of wood being used, the object being worked on, and the specific type of labor. In this case, you might switch from ASH/CHAIR/FINISHING to OAK/TABLE/CARVING. How to Change a Cost Code 1. Once you are logged into WebClock and while clocked in, select Change Cost Code. 2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue. Click Continue. 3. You will be given a list of your available cost codes. Select the cost code you are changing to, and click Continue. This will stop the time being tracked against the previous cost code, and begin tracking against the new cost code. 4. Click Ok on the "Clock operation successful" window. You can now see the new segment tied to the old one in the View Hours screen (if enabled). 212

213 Change Job Code When you switch tasks or jobs, you may have to use the Change Job Code button. Changing job codes will switch you to the new job code and tie the two segments together. This allows the system to track each job you worked, and when you worked them. How to Change a Job Code 1. Once you are logged into WebClock and clocked in, select Change Job Code. 2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue.Click Continue. 3. You will be given a list of your available job codes. Select the job code you are changing to, and click Continue. 4. Click Ok on the "Clock operation successful" window. You can now see the new segment tied to the old one in the View Hours screen (if enabled). 213

214 Clocks Clocks allows you to add and configure Remote Data Terminals for your organization. There are two distinct clock apps: Clock Status: This application is usually hosted on the server and allows for full, centralized access to all clock devices that connect to the database. Clock Hub: This application controls GT-400 handscanners and legacy 100/200 Series clock devices dir ectly. It connects back to Clock Status, and can be installed on a centralized server or locally on another computer. TIP: Color coding has been added to help users differentiate between the two clock applications. Clock Status uses a standard green menu bar, and Clock Hub uses a blue menu bar. Unless otherwise noted, all documentation assumes you are logging into Clock Status. Accessing Clock Status 1. Browse to the Clock Status site ( location]/app/terminals/index.html) or select the Ter minals icon from the bottom of another application. 2. Enter your User ID and password, and click Log On. Clock Status The Clock Status feature is where you can configure clock devices in order to allow employees to perform clock operations without having to access a computer. In addition, Clock Status acts as a centralized application to manage clocks in tandem with any Clock Hub applic ations, which can directly control legacy 100/200 Series clock devices at their respective locations. Adding a Clock Through Location 1. Click on the Add button in the upper right corner of the Clock Hub feature. 214

215 2. On the Add Clock screen, choose Select from list and click Next. 3. If you would like to base this clock's settings on a clock that has already been set up, select the clock you would like to use from the Template dropdown. 4. Enter in a Description for the clock. The description is a brief name (e.g., 2nd Floor Terminal) that allows users to easily discern what clock they are working with. 5. Select a Location for this clock. The location is just a description of where the clock device is physically loc ated for sorting and filtering purposes. 6. Select the clock you would like to use from the Select Clock list. This list includes all clock devices (both serial and Ethernet) that have been located by Clock Hub. 7. Click Finish to save the clock's configuration. Adding a Legacy Ethernet Clock 1. Click on the Add button in the upper right corner of the Clock Hub feature. 215