Departments

    Overtime alerts notify you when your employees are approaching or have met their daily or weekly overtime threshold. Set alerts by department or employee and receive them via text or email to fit the needs of your business. 

    Note: You must have at least one department with overtime enabled to setup overtime alerts.

    To set up overtime alerts, you will need to complete the following steps in the setup wizard:

    1. Setup Alerts
    2. Select Alert Groups
    3. Select Alert Recipients
    4. Contact Information

    Setup Alerts

    1. Login to your uAttend account.
    2. Click the Departments tab, then choose Alerts. The Overtime Alerts dashboard will display.
    3. Select the types of alerts you'd like to receive for Weekly or Daily overtime.
      • Approaching Overtime — sends an alert when an employee is nearing overtime.
      • Overtime Met — sends an alert once an employee has reached overtime.
    4. Specify the alert threshold for approaching overtime. For example, if you would like to be notified five hours before an employee approaches weekly overtime, enter 05:00.

      Note: You can only setup one alert threshold for weekly or daily overtime.  Alert thresholds can only be entered in 15 minute increments

    5. Select at least one method for receiving alerts. 
    6. Click Continue.

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    Select Alert Groups

    1. Select to the departments or employees for which you wish to receive alerts. 
    2. When a department is selected, you will receive overtime alerts for all employees in that department. To turn off receiving overtime alerts for individual employees, deselect them from the Employees section. Click the sort option in the Employees section to display employees by name or department.

      Note: Only departments with weekly or daily overtime will display in this list.

    3. To automatically enable overtime alerts for all future departments and employees within those departments, enable All Future Departments
    4. Click Continue

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    Select Alert Recipients

    1. Select the Administrators or Supervisors to receive overtime alerts. 

      By default, administrators will receive alerts for all departments and supervisors will receive alerts for all responsible departments. 

    2. Optionally turn off sending alerts by individuals or by department. If administrators or supervisors are receiving alerts for a portion of departments, the number of departments for which they're receiving alerts will display.

      • Individuals — To turn off sending overtime alerts for individual recipients, deselect the respective administrators or supervisors. This will ensure they will not receive overtime alerts for any department or employee.
      • Departments —  To turn off sending overtime alerts for individual recipients by department, deselect the respective departments for each administrator or supervisor. This will ensure they will not receive overtime alerts for any department or employee.

    3. To automatically send overtime alerts for all future administrators, enable All Future Administrators. When enabled, all future administrators added to your account will receive overtime alerts, given they have an email address or phone number.
    4. To automatically send overtime alerts for all future administrators, enable All Future Supervisors. When enabled, all future supervisors added to your account will receive overtime alerts, given they are assigned a department group with overtime alerts enabled, and have an email address or phone number.
    5. Click Continue.

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    Contact Information

    1. Enter or update the contact information for those receiving alerts. 
      • Note: any administrator or supervisor without contact information will not receive alerts. 
    2. Click Finish.

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    Your Alerts Dashboard will display.

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    Administrators and supervisors with editing rights can assign users to multiple departments. This is useful for employees who may need to assign their work hours to various departments.

    To allow department transfer for an employee, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the user's name from the list.
    3. Click the Punch Management link.
    4. Click the Edit link in the Department Transfer section.
    5. From the drop-down menu, select ON or OFF.
    6. Click Save.

    NOTE: Before the user punches in, they will first press the Dept key on the time clock and scroll to select the department to which they want to assign hours.

    To perform a department transfer on a time clock. 

    1. Press the D/T (department transfer) key on the right side of the key pad
    2. Authenticate with PIN, Fingerprint or RFID card.
    3. Select the destination department from the list using arrow keys (up / down).
    4. Press OK. 
    5. The in-punch will transfer the employee into the selected department.

    Department transfer punches can be used at the first punch of the day to punch in.

    Note: The settings of the employee's home department will remain in effect during all department transfers. This includes overtime rules, lunch deductions and lockouts.

    To remove users and departments, you will archive them so that their information remains in the system, in case you ever need to access it.

    Archiving a Department

    To archive a department, follow these steps:

    1. Move any active employees assigned to this department to another active department.
    2. Click the Departments tab on the main menu.
    3. Select the department from the list.
    4. Scroll down to the Status section.
    5. Click the Edit link.
    6. From the drop-down menu, select Archived, then click Save.

    The department is now removed from the active departments list and will appear in the archived departments list.

    Unarchiving a Department

    If you ever need to unarchive the department, follow these steps: 

    1. Click the Departments tab on the main menu.
    2. Click the Archived Departments link at the right of the screen.
    3. Click the Unarchive link to the right of the department’s name.

    A list of archived departments will display.

    The department is now back on the active departments list.

     

    Once you have added a department, you can edit the following settings by clicking the Departments tab, selecting the department from the list, and then clicking the General link.

    Department ID—A unique number automatically generated by the system. This ID is used as a reference to the department when employees punch by phoning in.

    Code—This is a 20-character field. The code can be used as a reference to the department and will appear on time cards. 

    Department Name—The name that you assign to the department.

    Punch Rounding—This feature allows you to specify the amount of rounding that will occur for employee punch times. The timecard itself will display the actual punch in and out times, while the calculation of time will use the rounding rule you select. The following options are available:

    • 5 Minute 3 BreakpointThis setting means that the punches will be rounded to the nearest 5-minute segment with a cutoff of 3 minutes. For example, if an employee punches in at 8:02am and punches out at 10am, the total for time worked display 2 hours, rather than 1 hour 58 minutes. If the employee punched in at 8:03am and punched out at 10am, the employee’s time worked would display 1 hour 55 minutes, as 8:03am crossed the 3 minute breakpoint and was rounded to 5 minutes.
    • 6 Minute 3 BreakpointThis setting means that punches will be rounded to the nearest 6-minute segment with a cutoff of 3 minutes. For example if an employee punches in at 7:57am and punches out at 10:00am, the time worked will display 2 hours, rather than 2 hours 3 minutes. If the employee worked from 8:03 to 10am, the employee’s time worked would display 1 hour 54 minutes, as 8:03am crossed the 3 minute breakpoint and was rounded to 6 minutes.
    • 10 Minute 5 BreakpointThis setting means that punches will be rounded to the nearest 10-minute segment with a cutoff of 5 minutes. For example, if an employee punches in at 8:04am and punched out at 10am, the employee’s time worked would display 2 hours, rather than 1 hour 56 minutes. If the employee punched in at 8:05am and punched out at 10am, the employee’s time worked would be 1 hour 50 minutes, as 8:05am crossed the 5 minute breakpoint and was rounded to 10 minutes.
    • 15 Minute 8 BreakpointThis setting means that punches will be rounded to the nearest 15-minute segment with a cutoff of 8 minutes. For example, if an employee punches in at 8:07am and punched out at 10am, the employee’s time worked would be 2 hours, rather than 1 hour 53 minutes. If the employee punched in at 8:08am and punched out at 10am, the employee’s time worked would be 1 hour 45 minutes, as 8:08 crossed the 8 minute breakpoint and was rounded to 15 minutes.
    • 30 Minute 15 BreakpointThis setting means that punches will be rounded to the nearest 30-minute segment with a cutoff of 15 minutes. For example, if an employee punches in at 8:14am and punched out at 10am, the employee’s time worked would be 2 hours. If the employee punched in at 8:15am and punched out at 10am, the employee’s time worked would be 1 hour 30 minutes, as 8:15am crossed the 15 minute breakpoint and was rounded to 30 minutes.
    • 60 Minute 30 BreakpointThis setting means that punches will be rounded to the nearest 60-minute segment with a cutoff of 30 minutes. For example, if an employee punches in at 8:29am and punched out at 10am, the employee’s time worked would display 2 hours. If the employee punched in at 8:30am, and punched out at 10am, the employee’s time worked would display 1 hour, as 8:30am crossed the 30 minute breakpoint and was rounded to 60 minutes.

    To turn on Punch Rounding, click the Edit link next to Punch Rounding. Make your selection from the drop-down menu, then click Save.

    Lunch Deduction/Duration—This feature allows you to automatically deduct time for lunch breaks. To enter a lunch deduction, click the Edit link next to Lunch Deduction/Duration. The first drop-down menu allows you to select the number of hours that an employee must work before the deduction will be taken; the second drop-down menu allows you to select the length of time the deduction will be. Check the Recurring box if the lunch deduction will keep recurring throughout an employee's shift (e.g., if you have set a 30-minute lunch deduction every 4 hours, then this setting allows a 30-minute deduction to be taken every 4 hours throughout the entire shift). When you are finished, click Save.

    Paid Break/Duration—This feature allows you to offer a paid break for employees. To enter a paid break, click theEdit link next to Paid Break/Duration. The first drop-down menu allows you to select the number of hours that an employee must work before the break time will be added; the second drop-down menu allows you to choose the length of time to add for the break. When you are finished, click Save.

    NOTE: If you enable the paid break feature, employees need to punch in and out for breaks. If you want the employees to take breaks while punched in, do not enable this feature.

    Status—This setting allows you to select whether the department is Active or Archived. If you set a department toArchived, the department and all of the employees within the department will be removed from the active lists of departments and users. All information will remain in the uAttend system, but no action will be allowed by the employees or payroll.

    Lunch Punches—These settings allow you to edit the maximum amount of time to add to a time card for a lunch break, enable/disable the Deduct Lunch Punches From the Time Card feature, enable/disable the Lunch Lockout feature, and enter an amount for the Lunch Lockout Duration.

    Break Punches—These settings allow you to edit the maximum amount of time to add to a time card for a paid break, enable/disable the Break Lockout feature, and enter an amount for the Break Lockout Duration.

     

    Departments are used to group users together within the uAttend system. You can set up departments within your account and assign users to each department. There is no limit to the number of departments you can create within uAttend. You can also customize each department by using the settings found on the Departments page.

    Adding Departments

    To add a department, follow these steps:

    1. Click the Departments tab on the main menu.
    2. Click Add Department
    3. In the Code field, enter a code for the department.
      • The Code field is a 20-character field. The code can be used as a reference for the department and will appear on time cards.
    4. In the Department Name field, enter a name for the department.
       
      You can specify other department settings, such as Punch Rounding and Overtime, on this screen or you may choose to enter that information later. Department settings are explained in Department Settings.

    5. Click Save & Continue to continue adding department settings, click Save & Add New to add a new department, or click Save & Close.

      You can create as many departments as you wish, regardless of your uAttend plan.

    For information on department settings, see Department Settings.