If you are a new WorkForce client, you are required to provide the system with your company Timekeeper-related information before launching the Timekeeper module.
You are required to have Administrator permissions on the Timekeeper module to access the Timekeeper Settings.
Note: If you try to launch the Timekeeper module before providing the system with such information, you will be prompted to the Payroll Settings page.
Step 1: Click on Product Switcher, then Workforce
Step 2: From the left-hand side menu, click on Settings, then on Timekeeper.
Step 3: Fill in the required Timekeeper fields (marked in yellow).
- Scheduled Working Times* (Optional): On WorkForce, you can set up the Scheduled Working Times from Monday to Sunday by inserting the Earliest Punch-In Time (Min Punch-In Time), and Latest Punch-Out Time (Max Punch-Out Time).
– Min Punch-In Time: This field is not mandatory. It is used to round the punch-in if it happens before the set time. For example, the earliest punch-in time is set at 08:30, and the employee punches in at 08:22. The punch-in will be rounded to 08:30.
– Max Punch-Out Time: This field is not mandatory and is not recommended for employees who have the option to work overtime. It is used to round the punch-out if it happens after the set time. For example, if the latest punch-out time is set at 17:30, and the employee punches in at 17:43. The punch-out will be rounded to 17:30.
– Automatic Punch Out: The system automatically adds a punch out for the employee if: (1) The employee has a Max Punch-Out Time and (2) The employee does not punch before the Max Punch-Out Time.
– Night Shift: The system will automatically punch out the employee at 23:59 and punch in the employee the day after at 00:00. This setting must be used only if the employee always works the night shift on that day. - Rounding Interval (Required): This refers to the number of minutes that clockings will be rounded off to.
- Break Type (Required): Break is deducted daily using one of these methods: (1) After Expected: Break is deducted if the employee works the expected daily hours. For example, an employee’s working schedule is set to 8 hours (Working Hours) and 0.5 hours break. The break is only deducted if the employee’s attendance for a day is greater or equal to 8 hours. (2) After Expected and Break: Break is deducted if the employee works the total of expected and break daily hours. For example, an employee’s working schedule is set to 8 hours (Working Hours) and 0.5 hours break. The break is only deducted if the employee’s attendance for a day is greater or equal to 8.5 hours. (3) Always: Break is always deducted.
- Rounding Type (Required): This refers to how the clocking will be rounded off: (1) ‘Round’ denotes that the clocking will be rounded off to the closest time interval set. For example: If the rounding interval is set for 5 minutes, the clocking will be rounded off to the closest 5 minutes. (2) ‘Floor’ denotes that clocking will be rounded off to the previous time interval set. For example, if the rounding interval is set to 5 minutes, and the employee punches at 08:07, the result will be 08:05. (3) ‘Ceiling’ denotes that clocking will be rounded off to the next time interval set. For example, if the rounding interval is set to 5 minutes, and the employee punches at 08:07, the result will be 08:10.
- Time Display (Required): This refers to how clockings will be shown or inputted within the Timekeeper module. (1) Hours.Fraction would denote time in hours and fractions (example: 0.75, being 45
minutes), and (2) Hours.Minutes would denote time in hours and minutes. - Maximum Hours Triggers: This field is only used for the Projects Breakdown report. If the employee’s attendance is greater than the Maximum Hours Trigger, the transaction will be flagged in the report.
- Push Update Time From and Push Update Time To: This refers to the times of day when the system would request data from the punch clock. If these are left empty, updates to/from the punch clock will happen instantly (for example, syncing of punches from the punch clock to the cloud).
Step 4: Click on Save.
After all the required information has been inserted and saved, you may proceed to launch the Timekeeper module.
*Similar to the Company’s Working Schedule, you can easily set up the company’s Scheduled Times, and by default, all employees that you create will follow this schedule. Alternatively, you can assign different scheduled times for a specific employee if the employee works different hours from the company’s working schedule.
