Departments

    Departments are used to group users together in the client account. 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. When you create a department, you can customize department settings and edit those settings later.

    Adding Departments

    To add a department, click Departments from the side navigation and click Add located on the top left:

    1. In the department name field, enter the name of the department.

    2. In the department code field, enter the code for the department. This is a 20-character field. The code can be used as a reference to the department and will appear on time cards.

      You can configure other department settings such as time card approvals and overtime in the next steps or you can choose to edit these settings later. Department settings are further explained here.

    3. Click Save to create the department or click the next button to configure other department settings.

    Once you have added a department, you can edit the following settings by clicking the Departments tab, then editing () the department from the list.

    Step 1

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

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


    Time Card Preferences

    Punch Rounding — This feature allows you to specify the amount of rounding that you will allow when employees punch in. The punch data will always show the exact minute that the punch was recorded to provide an accurate time stamp - the rounding is applied in the calculation of the total. The following options are available:

    • 5 Minute 3 Breakpoint — This setting means that punches will be rounded to the nearest 5-minute segment with a cutoff of 3 minutes. 
      For example, if an employee punches in at 8:02, the punch will be rounded down to 8:00, but if they punch in at 8:03, the punch will be rounded up to 8:05, which is the next 5-minute segment.

    • 6 Minute 3 Breakpoint — This 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 8:02, the punch will be rounded down to 8:00, but if they punch in at 8:03, the punch will be rounded up to 8:06, which is the next 6-minute segment.

    • 10 Minute 5 Breakpoint — This 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 8:04, the punch will be rounded down to 8:00, but if they punch in at 8:05, the punch will be rounded up to 8:10, which is the next 10-minute segment.

    • 15 Minute 8 Breakpoint — This 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 8:07, the punch will be rounded down to 8:00, but if they punch in at 8:08, the punch will be rounded up to 8:15, which is the next 15-minute segment.

    • 30 Minute 15 Breakpoint — This 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 8:14, the punch will be rounded down to 8:00, but if they punch in at 8:15, the punch will be rounded up to 08:30, which is the next 30-minute segment.

    • 60 Minute 30 Breakpoint — This 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 8:29, the punch will be rounded down to 8:00, but if they punch in at 8:30, the punch will be rounded up to 9:00, which is the next 60-minute segment.

    To turn on Punch Rounding, make your selection from the drop-down menu, then click Save.

    Day Change — Defines the time at which a new workday begins, which determines the day on the time card that the punch is applied.


    Time Card Approvals

    Require a time card to be approved by selecting which roles are required to approve time cards. If more than one role is selected, the lowest role on the hierarchy must approve first before the next. For example, if employees and supervisors must approve the time card, the employee must approve it first before the supervisor can approve it. You can also write an approval message that will display on the time card.


    Step 2

    Rest Rules

    Are employees required to punch for Meal? — This feature allows you to configure how Rest breaks will be taken by the employees.

    If you select "Yes", the following options will be shown:

    Paid Rest Length — This feature allows you to offer a paid break for employees and allows you to specify the duration of the break. Any time an employee spends on a rest break beyond the amount specified here will be deducted from their total. (this setting only appears after choosing Yes for "Are employees required to punch for Rest?")

    Lockout? — This feature allows you to prevent employees from punching back in before the specified rest duration. This can be used to ensure your employees remain off the clock for the length of their entire break.

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


    Step 3

    Meal Rules

    Are employees required to punch for Meal? — This feature allows you to configure how Meal breaks will be taken by the employees.

    If employees are required to punch for Meal breaks, you then have to specify whether the break is paid or unpaid. If Meal is paid, specify a duration for the paid Meal. If the employee's lunch is longer than specified duration, the employee will only be paid for the specified duration. If the Meal is not paid, the employee will not be paid for their Meal break.

    Is this a paid or unpaid Meal? — Specify whether employees' Meal breaks are paid or unpaid.

    Paid Meal Length — If the Meal is paid, specify the amount of paid Meal break time here.

    Meal Length — If the Meal is unpaid, specify the amount of unpaid Meal break time here.

    Lockout? — This feature allows you to prevent employees from punching back in before the specified Meal duration. This can be used to ensure your employees remain off the clock for the length of their entire Meal.

    If employees are not required to punch for Meal breaks, and the break is paid, the employee will remain on the clock when taking the meal break. However, if the break is unpaid, you can configure the system to auto-deduct Meal breaks.

    Is this a paid or unpaid Meal? — Specify whether employees' Meal breaks are paid or unpaid.

    Auto Deduct — Specify the the amount to auto-deduct.

    After — The amount of time the employee must be on the clock before the auto-deduction occurs.

    Reoccurring? — Enable if the Meal deduction will keep recurring throughout an employee's shift (e.g., if you have set a 30 minute Meal deduction every 4 hours, then this setting allows a 30-minute deduction to occur every 4 hours throughout the entire shift). Useful for employees who work longer than average shifts.


    Step 4

    Overtime Rules

    Weekly/Bi-Weekly Overtime - Overtime will be calculated weekly or bi-weekly based on the parameters.

    Daily Overtime (OT1, OT2) - Overtime will be calculated daily based on the parameters.

    7th Day Overtime - Refers to overtime pay on the seventh consecutive day of work.

    Saturday/Sunday Overtime -  Work during Saturday or Sundays will be counted as overtime pay.


    Step 5

    Punch Rules

    Schedule - Set the schedule template for the department.

    Use the schedule function to set options for all days, weekdays, or weekends. You can also set the schedule for for each day manually. You can configure the start and end time and also configure grace periods and lockouts.

    Departments are used to group users together in the client account. 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. When you create a department, you can customize department settings and edit those settings later.

    Overview

    Department overview is the first step in the add department flow. It includes general department information, time card preferences, and time card approvals.

    Overview.png

    1. In the department name field, enter the name of the department.

    2. In the department code field, enter the code for the department. This is a 20-character field. The code can be used as a reference to the department and will appear on time cards.

    3. In the the punch rounding field, select the minute and break point options you want. For more information on what these options mean, go to Department Settings.

    4. In the day change field, select the time you want the new workday to start.

    5. In the work through day change field, configure it to be disabled or enabled.

    6. In the time card approval section, toggle the roles to require them to approve time cards.

    7. Click the arrow located at the top right corner to go to the Break Management step or click save (to create department or to save your edits).

      If you are creating a department, department name and code are required.

    Departments are used to group users together in the client account. 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. When you create a department, you can customize department settings and edit those settings later.

    Break Rules

    Department break rules is the second step in the add department flow. It includes break requirements, duration, and lockout information.

    Break_Rules.png

    1. Select an option for whether employees are required to punch for break.

    2. If yes, employees are required to punch for break, then in the paid break length field, enter the duration for the paid break.

    3. If yes, employees are required to punch for break, after entering the duration, select an option for lockout.

      When lockout is enabled, the employee must take the specified duration of the break. If the employee takes a break that is more than the specified duration, the employee will only be paid for the paid duration and the rest will be deducted from the employee's time card.

    4. If no, employees are not required to break, then no further actions are needed.

    5. Click save to save your changes or create the department (if configuring for the first time). Click next for lunch rules.