Time Card-Options |
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Time Card-Options |
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Time Card-Options |
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Time Card-Options |
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The Time Card menu toolbar contains functions to assist how the screen functions and what you see.
Use these functions to display the employees' time.
The Time Card screen can be customized in the following ways:
▪Locking columns for scrolling. ▪Custom headers. ▪Assigning Attendance Codes to columns. ▪Assigning customization to specific user groups.
The columns displayed on the Time Card can be selected by using the Field Visibility feature. ▪Click on the Actions icon.
▪On the pop-up list click on the Field Visibility icon.
The Field Visibility menu will display.
Saving and Assigning Customization
Depending on the user's security profile, changes made can be assigned to different user groups. In the example below this user does not have rights to make changes for Company or Security Groups. When you make changes to your Field Visibility, you can choose any of the three levels to which to save your changes.
If you select Company, your Field Visibility changes will affect all users. If you select Security Access Group, your changes will affect all users within your security access group. If you select User, your changes will only apply to your user settings.
A user with rights to Save to other levels or groups will see this screen.
The three levels of Save As are:
Company - Assign to all staff. Security Access Group - Assign to a specific group. User - Assign to individual only.
When using Save As Security Access Group use the Security Access Groups option to select a group.
▪Click in the Security Access Group window. ▪From the list click on the Access Group. ▪Click Save.
On the bottom of the Field Visibility screen are options for managing the changes.
Save - Will save changes made. Restore To Default - Will set all columns to ticked on to display and reset all Alias to default. Pick up Higher Level - If your Field Visibility access level is User, and you select Pick up Higher Level, your Field Visibility settings will change to the settings created by the users one level up, in this case Security Access Group. The Security Access Group settings would only apply to those users in the same access group as you. If your access level is Security Access Group and you select Pick up Higher Level, the settings will change to the Field Visibility settings created by the users one level up from this access group, in this case the Company. When users in this group edit the Field Visibility, the edited settings apply to all user groups. If no new settings have been created by the group one level up, the system will take the settings from the level above that one. If there are no Field Visibility changes in this group, the system will return to the default settings. Cancel - Closes the Field Visibility window without saving.
Displaying Columns and Headings
Each user can select which columns to be displayed on the Time Card. ▪To select a column, click on the check box beside the column. ▪Click Save.
In this example the user will see Date, Status and Department.
Column headings can be customized by the user.
▪ Enter the new heading in the column's Alias field. ▪Click Save.
In the example below Facility will display as Building and Department as Dept.
Column Locking
Lock first column(s): Enter the number of columns to freeze when scrolling to the left. In the example below the user has enter 5 to lock the first five columns. Columns not being displayed (not ticked on) have to been considered when counting columns.
Based on the above setup the user will see Date and Status locked when scrolling.
Moving Columns
Once you have selected which columns should appear on your menu and renamed the column headings as desired using the Field Visibility options, on the Time Card screen you can move columns to the left or right. The dragged column will appear either to the left or right of the column the drag is focused on. If dragging left, the dragged column will move the left of the focused column. The same applies if dragging to the right.
In this example, we will move the Dept column to the right of Day Code.
▪Click and hold within the Dept heading box. As you start dragging the header will slightly fade and the symbol will appear. This indicates the column is now locked and can be dragged.
▪Drag this column until it rests on top of the Day Code column. The Day Code column will turn purple to indicate the drag is on top of this column.
▪Release your click and the moved column will appear in the new position:
To save your column settings:
▪Click on the Actions icon.
▪Click on Field Visibility.
▪Click Save on the Field Visibility screen:
Mapping Attendance Codes
Columns can be mapped to display the value of specific Attendance Codes. Using the left side scroll bar, scroll down through the available columns to the AC columns.
To select the code:
▪Click on the column's mapping field. ▪In the drop-down window scroll down to the desired code. ▪Click on the code. ▪Enter new heading in the Alias column. (optional) ▪Click Save.
In the example below the user has configured column AC_1 to have the header VAC and display the VACATION PAID code.
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How To Select Employee(s)
You may choose where on the screen the Employee Panel is placed. See Employee Panel for placement options on the Time Card.
Click on the arrow on either side of the employee name window will move the Time Card screen to the next or previous employee alphabetically. For more details on how the Employee Panel functions see Employee Panel.
Employee Panel To access the Employee Panel, click in the name window.
Use the scroll bars located on the right to move the list up and down or the bottom scroll bar to move the window left or right. The employee currently in focus will appear in red.
The Employee Panel can be filtered by using the Filter option.
▪Click on the Filter icon (Funnel). (Icon is blue when a filter has been set; grey if the filter has not been applied.)
▪Click on the Add Filter option.
Using the drop-down arrows select the criteria from the lists provided. To view in-active employees untick the Active Only option in the top right corner. To remove filters simply click on the Trash Can icon. The Reset button will remove all filters.
The sorting can be changed by clicking on the column heading. The heading will disappear and now show an arrow. An arrow will display showing how the field is sorted. In the example below the sort focus is on the column Employee Number and shows the sort is from lowest to highest.
Find To bring a specific date to the top of the Time Card. ▪Click on the calendar icon in the date window. ▪Click on the required date.
In this example March 6th was selected.
March 6th is now showing on the Time Card.
Select Pay Period To select the pay period view, click on the forward/backward arrows in the Period number window. ▪Click on the down arrow and select the Pay Cycle view from the list.
View As This option will set the days shown on the Time Card screen. ▪Click on the down arrow and select the period. ▪Click Apply.
In this example Weekly was selected. The Pay cycle periods has changed to list the dates for one week.
The Time Card now displays one week.
Pay Cycle Splitting ▪Click on the down arrow to select the year. ▪Click Apply.
Pay Cycle Span ▪Enter the number of days in the past or in the future that you wish to span. ▪Click Apply.
▪Click on the down arrow in the Period number window to select the pay cycle you wish to view. ▪You may also click on the forward / backward arrows to move to a different pay cycle.
Pay Cycle Count Off Date Setting Count Off Date to Calendar Year will put whichever period included January 1st as Pay Cycle 1.
To select a specific date: ▪Click on the Specific date option. ▪Enter the date using the calendar function. ▪Click Apply.
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The Time Card menu toolbar contains functions to assist how the screen functions and what you see. Use these functions to display the employees' time. The following options are available on the Time Card toolbar.
Schedules
This option links directly to the employee's Active Schedule. For example, we can see employee, Maggie Block's Active Schedule below because she is the selected employee at this time. While in this screen, you can book, unbook, and modify shifts. You may also add, modify, and delete attendance for this one employee. Simply select the date, click on the Actions icon, and select the option you wish to perform.
Filter
The Time Card Filter has multiple options to filter the Hours section. There is an extra filter on the Time Card to filter to only the time cards with data on them that have not been approved. Once the filter is applied, the employee list will be reduced to only those time cards for past dates only. To access the Time Card Filter: *Select the funnel icon on the Hours section toolbar.
The pay period displayed in the top left will be the pay period in focus on the hour section.
If you have options selected but would like to disable them and not lose them: *Click on the Disabled box. *Click Apply. This filter will remain selected but not active until the Disabled function is unticked.
Action List
This feature allows for multiple actions to be done. In this example we will select three lines (May 5th to May 7th) to be reviewed using the Action List option.
▪Click in the line's tick boxes to select the line.
▪Click on the Actions icon. ▪Click on Action list.
In the pop-up window tick on the action to be performed. In this example we will be using Rev. The Applicable shows that three lines have been selected. The Save Mode windows shows this is for the Current Employee only.
▪Click Apply.
All three days have been updated as reviewed.
Reset Manual
When hours are added, deleted, or edited on the Hours screen, a pencil icon will appear on the edited line. Hover over this icon and the Manual tool tip will appear as shown, indicating that this line has been manually adjusted:
The Reset Manual option is used to undo any manual changes and re-calculate the hours. The system will calculate the hours by comparing the punches to the employee's schedule, then adding the applicable regular, overtime and premium hours according to configuration.
To perform this process: ▪Select the row (day) you wish to reset by clicking on it, so it is highlighted. ▪Select Reset Manual icon. ▪Click Yes to continue to reset the manual change(s).
The regular hours are reset, and the Manual tool tip removed.
Recalculate Punches
This option should be used instead of Reset Manual to recalculate hours when the punches appear BEFORE the schedule is entered.
For example, Jane took a shift for Marco who called in sick. Jane then punches in and out before the manager has updated her schedule. In this case, once Jane's schedule has been correctly updated, Recalculate Punches should be used to tell the system to calculate the hours again, this time against the Day Code, where the over time, premium and lunch deductions have been configured to automatically calculate.
Audit
▪Select the date you wish to audit by clicking on it to highlight it. ▪Click on the Audit icon.
The audit trail for the Date 02/24/2021 window appears. To open the sections, click on the drop-down arrows.
Notice the Punch, Hours, and Attendance line entries. These entries will tell you who, what time, and what was changed.
▪Simply click on the arrow to reveal the activity. ▪Audits from other areas of the software can be found under the Reports menu / Admin Reports / Audit Report.
Actions
The Actions drop-down list contains additional options. Please see the Time Card Options Setup section.
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On the Time Card Hours toolbar is the Options icon. These options allow you to customize how and what you see on the Hours section.
Exception Filter This option allows you to define how you see the exceptions on the Time Card. •Click on this option and the pop-up will appear:
▪Click on the down arrow to select the desired Exception Filter. ▪Click Apply.
The list contains the following options:
All This option will display all exceptions, whether processed (approved, reviewed etc.) or unprocessed. These exceptions will include the exception symbol
Unprocessed This option will display only unprocessed exceptions with the exception symbol Processed exceptions (approved, reviewed etc.) will still appear but will not display this symbol (see approved exceptions marked below). In cases of more than one Day Code on the same date, the Unprocessed filter option allows you a quick view of any unprocessed exceptions on a specific date.
Kickback This option will only display exceptions that are Kickbacks with the Exception symbol The Kickback levels are set based on the company's rules.
Unprocessed or Kickback This option will display both unprocessed exceptions and kickbacks. Select the desired Exception Filter and click Apply to save your selection.
Dollar Amount This option will show you the dollar amount and the rate for each date on the Time Card.
Total Config This option will display the following options:
Trace The Trace feature allows the user to follow how the hours were calculated per day of the selected pay cycle. The Day Code calculations are shown step-by-step.
This is an example of an employee's Time Card. For March 7th there are 7.50 hours under Prem 2.
The Trace Report shows how the hours were calculated to get the total of 7.50 hours for Premium2. The time displayed in red is the time the Trace was run.
Required Fields This option allows the user to specify which fields are required when adding hours to an employee's Time Card.
▪click on the icon for the Required Fields window.
For example, if Unit is checked off in Required Fields, the user will not be able to manually add hours to the employee's Time Card, without entering the unit. Select For All Users if the requirement is to apply to all users.
If a required field is missing an error message will pop-up noting the missing field.
Time Grouping This option will determine how the hours associated with holidays (the holiday column in the Hours section) and Attendance / Exception Codes will be grouped when there are multiple lines in one day. Time Grouping will not merge hours, or you would not be able to make modifications to each data record individually (see circled records below).
▪Click on the Time Grouping option to select your grouping preference.
You will set up your grouping preference in the Your Selection section. The Company Profile section will have been already configured for your facility, determining your choices on this menu. Our grouping above is by Department and Class.
Legend This option is for information purposes only. It identifies icons that may be seen on the Hours screen.
Drop Down Display Allows you to change how the system’s drop-down lists are displayed. Any changes here are global, not just User specific.
Employee Panel Placement Please see the Employee Panel for complete details.
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