Users Tab

    To add an employee, follow these steps:

    1. Click the Users tab on the main menu.
    2. Click Add User.
    3. From the Role drop-down menu, select Employee.
    4. In the First Name field, enter the employee's first name. 
    5. In the Last Name field, enter the employee's last name.
    6. From the Department drop-down menu, select the user's home department.
    7. From the Timezone drop-down menu, select the user's timezone.
      • You can add other user information on this screen or you may choose to enter it later.
    8. Click Save & Continue to continue adding user information, click Save & Add New to add a new user, or click Save & Close.

    For detailed explanations of the employee profile fields please refer to this Overview of the Employee Role article. 

    To set up the employee's profile, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the employee's name from the list.
    3. Click the Edit link in the appropriate section to select each setting. Click Save when you are finished with each setting.

    Employees are assigned to departments. Administrators and supervisors with editing rights can assign rights and preferences to employees individually or at the department level. Depending on the preferences the administrator or supervisor sets up, employees can perform the following functions:

    • Punching in via time clock
    • Punching in via web
    • Punching in via smartphone app
    • Punching in via touch-tone phone
    • Editing timecards
    • Punching in for breaks and lunches
    • Viewing benefit hours, entering time off requests, adding expenses, and adding tips

    Punching In Via Time Clock

    Employees can punch in using a uAttend time clock. Depending on the time clock they are using, they can punch in with an RFID card, a PIN, or their fingerprints.

    For information on setting up time clocks, see the help sections on the time clocks—CB SeriesBN Series, or MN series.

    For information on PINs, see Setting Up Users for PIN Punching.

    For information on registering fingerprints, see Setting Up Users for Fingerprint Punching.

    Punching In Via the Web

    Employees can punch in using the URL that you set up when you created your uAttend account. When an employee logs in to uAttend, the Punch screen appears. They click the In button to punch in. If they are already punched in, then the Out button will appear.

    For more information, see Setting Up Users for Web Punching and Punching In Using the Web.

    Punching In Via Smartphone Application

    Employees can punch in using a smartphone application. For more information, see Setting Up Users for Smartphone App Punching and Punching In Using the Smartphone App.

    Punching In Via Touch-Tone Phone

    Employees can punch in by calling with a touch-tone phone. For more information, see Punching In Using a Touch-Tone Phone.

    Editing Employee Timecard

    Depending on the preferences the administrator sets up, employees can have editing rights for their timecard. For more information on assigning editing rights, see Assigning Timecard Editing Rights.

    Once employees log in, they click My Timecard to access their timecard. To add a punch, click the green plus sign (+) to the right of the appropriate date. To delete a punch, click the red X to the right of the appropriate date. To change a punch time, click the Edit link to the right of the appropriate date and edit the punch time. Click Save.

    Punching In for Breaks/Lunches and Job Tracking

    Employees can punch in/out for breaks and lunches through the employee login screen, if given login rights. They can also punch in and out of jobs, if the Job Tracking feature is enabled for them. For more information on job tracking, see Enabling Job Tracking.

    Viewing Benefit Hours, Entering Time Off Requests, Adding Expenses, Adding Tips

    The Employee Services tab may be available on the employee login page. The Employee Services features allow employees to view benefit hours, enter time off requests, add expenses, and add tips. These features are only available if the employee is using one of the Platinum Series C time clocks (BN6500, BN6000, CB6500, CB6000) or punches in through the uAttend website, and if the employee's department is enabled for one of the Employee Services features.For more information on time off requests, see Time Off Requests. For more information on expenses, see Adding Expenses. For more information on tips, see Adding Tips.

    Setting Up Users to View Their Timecards

    Once you have added an employee, follow these steps to set them up to view their timecard on the web.

    Click here for adding employees

    1. Click the Users tab on the main menu.
    2. Select the user's name from the list.
    3. In the Username/Password section, click the Edit link.
    4. Enter a username and password for this user, then click Save.

    NOTE: The user will use this to log in to view their timecard

    1. Click the Employee Services.
    2. Click the Edit link in the User Settings section.
    3. Select Yes from the View Timecard option

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    Assigning Holiday Time to Users

    After you have entered holiday pay days into the system, you can specify which holidays apply to each individual user.

    To assign holiday time to a user, follow these steps:

    1. Click the Users tab on the main menu.

    2. Select the user’s name from the list.

    3. Click the Holidays link.

    4. In the Holiday Hours section, click the Edit link to select whether or not this employee is eligible for holiday pay. Select Yes or No, then click Save.

    5. To assign a holiday to the user, click the Add Holidays link.

    6. Select a holiday from the drop-down menu, then click Add.

    7. To edit any of the fields for a holiday, click the Edit link next to the holiday.

    8. Edit the WorkingPaid Hours, and Pay Code fields, as desired.

    9. Click Save.

     

    Removing Holiday Pay For Archived Employees

    Setting up a holiday will instantaneously add hours to that person's timecard on the Holiday date that you set up. This includes future and previous dates. The "Apply to all" option when turned on, will add hours to each of your active employees. If an employee was were active at the time of setting up holidays, we will need to remove all holiday hours that were added. 

    To remove holiday hours, follow these steps.:

    NOTE: You must first set the user's status to Active (Unarchive).

    Click here for (Removing) Archiving and Unarchiving Users

    1. Click on Users tab.
    2. Click on the Employee’s name you wish to remove holiday pay for.
    3. Click on the Holidays tab.
    4. Make sure all the holidays are deleted by pressing the red X next to a Holiday. mceclip0.png
    5. Click on the Timecards tab.
    6. Click on the employee’s name.
    7. Navigate to the pay period with the holiday hours.
    8. Click on the recalculate button on the bottom right-hand corner of the timecard.mceclip1.png

    NOTE: The recalculate button only works on one employee at a time and only one pay period at a time. It cannot recalculate multiple people and pay periods at the same time.

    Click here for recalculating timecards

     

    1. Set the employee’s status back to archived.

    Click here for (Removing) Archiving and Unarchiving Users

    The accrual settings allow you to customize the rate at which vacation, sick, and other hours are calculated for a particular user.

    To set up vacation, sick, or other hours for a user, follow these steps:

    1. Click the Users tab on the main menu.

    2. Select the user's name from the list.

    3. Click the Employee Services link, then click View/Edit in the Accrual section.

    There are three types of accruals: VacationSick, and Other.

    4. Enter the start day of the accrual. You can set this to any date.

    5. In each section, enter the starting balance of hours for each type of accrual (if applicable). 

    6. In each section, enter the rate at which hours accrue for this user. The options are HourWeekMonth, and PayPeriod

    7. In each section, select the checkbox to cap the maximum hours this user can have at any time (if applicable). If selected, enter the maximum hours allowed for this user. 

    Note: Any vacation, sick, or other hours accrued over the maximum amount will not be added to the amount earned until this user uses their vacation, sick, or other hours available. 

    8. Click Save and Close.

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    Allow Employees to View Accruals on Time Cards

    This feature allows employees to view their benefit accruals on their time card when logged in to the portal. To allow employees to view their benefit accruals, follow these steps:

    1. Click the Users tab on the main menu.

    2. Select the user's name from the list.

    3. Click the Employee Services link.

    4. Click the Edit link in the User Settings section.

    5. Click the Edit link in the Display Benefit Accrual section. 

    6. From the drop-down menu, select Yes.

    7. Click Save.

    8. Click Close.

    To view and/or edit a user's profile, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the user’s name from the list or card depending on your view and you will be taken to the user's profile.
      • If you are unable to find the user you are looking for, you can always easily search. Be sure to change the filter from active to archived or all users if you are searching for an inactive user.
    3. Click Edit next to the field you would like to update.


    4. Once updated, click Save.

    Administrators can change all user passwords, including administrator passwords.

    To change a user password, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the user's name from the list.
    3. Click the Edit link in the Username/Password section.
    4. Overwrite the existing username and/or password with the new information.
    5. Click Save.

     

    This article will walk you through removing and re-adding a User on your active user lists in your uAttend account.  This will not delete their timecards or settings configuration, but will remove them from the default timecard and reporting views and they will not count toward your active users total (related to your price plan).

    Note: uAttend does not automatically adjust your price plan, based on active user count.  This is a User defined setting in the My Account section of the portal (click on Admin's name in the upper right corner). 

    You will be easily able to run reports with the filter set to include Archived Employees, if needed, without unarchiving the employee.  You can, however, reactivate (unarchive) the user in the future to restore access for that User (Admin, Supervisor, Employee).  This might be convenient for rehires or seasonal employees, for example. 

    There are 3 possible status options for user accounts.

    Active Status: Indefinite storage of template data
    Archived Status: Template data is deleted after 30 days
    Temporary Inactive Status: Template data is stored for 180 days then deleted. The user is set to Archived status.

    Changing a user back to Active will reset any timers if they are made inactive again.

    Note: Only biometric data is deleted. Time card data is stored as long as your account is active.

    Archiving a User

    You can remove users from your account, but they will be archived rather than permanently deleted from the system. To archive a user, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the user’s name from the list.
    3. Scroll down to the Status section at the bottom of the screen.
    4. Click the Edit link.
    5. From the drop-down menu, select Archived or Temporarily Archived, then click Save.

    The employee is now removed from the active user list and will appear in the archived user list.

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    Unarchiving a User

    1. If you ever need to unarchive the employee, follow these steps:
      •  Click the Users tab on the main menu.
    2. Click Active Users at the left of the screen.
    3. Select to filter users by all, active or archived
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    4. A list of users will display.
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    5. Click the Unarchive link to the right of the user’s name.

     The employee is now back on the active user list.

     

     

    The Users Dashboard allows you to view all your users in a list or a card view. Both views provide the vital information you need at a glance, such as employee punch authentication methods and last login status.

    1. Add User: Click to add administrators, supervisors, or employees to your account. 
    2. Search: Easily search users by first or last name; your return list updates in real time. 
    3. Filter: Filter users by status, defaults to active.

    Note: You can also update the status of multiple users by selecting the checkbox next to each user (or select all). Once selected, you have the option to edit the status. This allows you to easily activate or archive users quickly.

    Card View

    List View

    Card/List View: Select to view your users by list or card view. By default, users will display by card view, however you can easily change based on your preference.

    • Switch to List View:
    • Switch to Card View:

    User Details:

    • First/last name
    • Role (administrator, supervisor or employee)
    • Department(s)
      • The user's responsible or home department. Supervisors who have more than one responsible department will display all departments for which they are responsible. Card view will display the number of responsible departments out of the number of all departments. On hover, responsible departments will display.
    • Last login details
      • If applicable, the user's last login will display along with the details of their login source (IP address if web login).
    • Authentication method (employees only)
      • Employees who punch using the time clock will display an icon for their time clock authentication method (PIN, Fingerprint, or RFID).

     

    To add an administrator, follow these steps:

    1. Click the Users tab on the main menu.
    2. Click Add User.
    3. From the Role drop-down menu, select Administrator.
    4. In the First Name field, enter the administrator's first name.
    5. In the Last Name field, enter the administrator's last name.
    6. In the User Name field, enter the administrator's user name.
    7. In the Password field, enter the administrator's password.
    8. Click Save & Close.

    Click here to read an Overview of the Administrator Role.

    To set up the administrator's profile, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the administrator's name from the list.
    3. Click the Edit link in the appropriate section to select each setting. Click Save when you are finished with each setting.

     Administrators have control over the uAttend account. They set all preferences within the account. Administrators can perform the following functions:

     The following screen shows the administrator home page.

    To add a supervisor, follow these steps:

    1. Click the Users tab on the main menu.
    2. Click Add User.
    3. From the Role drop-down menu, select Supervisor.
    4. In the First Name field, enter the supervisor's first name.
    5. In the Last Name field, enter the supervisor's last name.
    6. Click Save & Close.

    For an explanation of the Supervisor role and settings please refer to this article. 

    To set up the supervisor's profile, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the supervisor's name from the list.
    3. Click the Edit link in the appropriate section to select each setting. Click Save when you are finished with each setting.

    supervisor_overview.png

    Supervisors are assigned departments for which they are responsible. Depending on the preferences the administrator sets up, supervisors can perform the following functions:

    Supervisors can perform all of the same functions as administrators except: setting the time format, posting company-wide notices, setting up pay periods, adding and removing time clocks, adding IP addresses and caller IDs, setting up holidays, exporting timecards, and setting up timecard approval.

    The following screen shows the supervisor home page.

    Many new laws and regulations are arising around biometric data. All companies in our industry that serves customers nationwide are required to have proper procedures in place for handling this kind of data. Check with your local counsel to ensure you do not have additional requirements.

    The compliance disclosure will only pop up once per login session.

    The uAttend interface for biometric compliance is a 3-step process.

    1. Check the confirmation box stating that the sample compliance consent agreement was provided to you.
      • Enter the Administrator account's initials to advance to the next section.
    2. Confirm one of the two options stating that you have either obtained consent or that it is not required. One of these two must be chosen to advance.
    3. Check the box to agree and accept the terms of the agreement.
      • Enter the name exactly as listed (Administrator's name) and press 'Accept'.

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    Common Questions: 

    • "My 'Accept' button is greyed out or does not appear."
      • Be sure you've completed the prior steps of entering your initials and selecting one of the radio buttons in step 2. 
      • Maximize your browser window or return the zoom level to 100% (if you've previously zoomed it in).
         
    • "I don't know which option to choose in step 2."
      • Laws are being enacted at the state level - check with your local Dept of Labor to find out if biometric consent is required in your state/municipality. 

    The Status page will give you a real-time view of who has recently punched in or out of the system.

    The employee "status" is based off of the last punch that they performed. If their last punch was missed, then you will find them in the "Missing" tab. The default view of the Who's In feature is "All Departments", but you can choose to view by a specific department if you wish to do so.

    To view data, click the Status tab, from there, you will see the default view: all employees for all departments. You can select a specific department to view using the department picker on the left-hand side.

    You can filter out punch status' as well. If you'd like to view only employees that are currently punched in, click the “In" tab. For a view of employees who are currently punched out, click the "Out" tab. And to view employees who missed their last punch, click the "Missing" tab. To return to view all employees, click the "All" tab.

    Status.png

    Search—Allows you to search for any employee by first or last name. 

    Print—Displays a clean view of the data, preferable for printing. The data that is in your current view on the portal is what will display in the printed version.

    Email—Allows you to email the data. The data that is in your current view on the portal is what will display in the emailed version.

    Download—Allows you to download a copy of the data for local archiving. The data that is in your current view on the portal is what will display in the downloaded version.