Archive for October, 2011

How to check my schedule

Friday, October 28th, 2011

From the home page, click “View My Schedule” along the bottom menu.

On this page, you will be able to view your schedule for the current month. This schedule will indicate the department you will be working in, as well as the times.

You can also review any requests that have been approved or pending. As well, you will be able to see any personal times that you are unavailable to work, that has been approved by management.

How to read your messages

Friday, October 28th, 2011

Here is a video about how to read your messages:

How To Transfer TimeCards to PAYweb

Friday, October 28th, 2011

From TimeWellScheduled

  1. Approve timecards
  2. Select reports
  3. Select either:
    1. Hours preparation report
    2. Hour and shift preparation report
    3. Hour, shift and pay preparation report
    4. Enter the required date range for the pay period
    5. Check all departments, hourly, active and verify if all the employees that fit this category are properly selected
    6. Compare to PAYweb report and verify if accurate, then print
    7. View and print report
    8. Export to: select PAYweb
    9. Right click the selected named report
    10. Save link as
    11. Name report something meaningful such as pp11_2011.txt to your desktop
    12. Follow directions from Payweb to upload to their FTP server

From PAYweb

    Through SFTP

  1. Notify PAYweb.ca support that you want to upload your Timecard file through SFTP, and wait for login access.
  2. Download and install a FTP Client (eg. Filezilla), and configure a ftp connection to sftp.payweb.ca.
  3. After ensuring your files name is TIMECARD.TXT, and it is in a fixed length ASCII format, upload your Timecard file to the PAYweb SFTP server.
  4. From PAYweb.ca

  5. From the Process Payroll menu, click Receive Time.
  6. You will receive a file confirmation message. Click Enter to continue.
  7. You will receive a post confirmation message. Click Enter to continue.
  8. If you have any errors, you will be notified. Otherwise, click Enter to continue to the Display Reports screen.
  9. The reports will be listed on this page, where you can print the reports to verify the total hours uploaded from the time collection system.

IMPORTANT: To make any corrections, you have two choices:

  1. Make the correction using option 1. Enter Payroll
  2. Go back to TimeWellScheduled, and correct the file there and resubmit. (You will need to contact [email protected] to reset the timecard file, if you select this option.)

How do I block employees from punching in from home?

Friday, October 28th, 2011

There are two ways to do this:

First Way:

Make sure you setup your access restrictions. When these are setup, they will only show the punch in buttons for the registered IPs. You can see how to set these up here.

Second Way:

On the MANAGE MY BUSINESS page, there is an ‘Employee URL’. This URL should be given to employees to log in from home. It automatically hides the punch in buttons, regardless if access restrictions are in place.

Why can’t I add or edit a schedule

Thursday, October 27th, 2011

There are 2 reasons why you would be unable to add or edit a schedule.

Reason 1:

If the schedule has been posted, no changes can be made to it. The top right of any posted schedule will alert you if this is the case:

If the schedule has NOT been posted, you can make changes to the schedules and the top right will show:

Reason 2:

Employees who are marked as ‘NOT scheduled and can check in/out at any time’ will show on the schedule page, however they will not have the option to add a schedule (because this option does not allow for schedules).

Employees – How to request time off

Tuesday, October 25th, 2011

As an employee, to add time off select the ‘Absence Request’ button.

On the calendar, select the correct month and day and click the ‘Add Request’ link.

On the add request page, select the reason and add any comments you wish to share. Click Add.

When you click add, the person you report to will receive an alert that you have requested time off. Requests are recorded as pending and require managers to approve or decline. Employees are alerted when either of these actions happen.

How To Transfer TimeCards to EasyPay

Tuesday, October 25th, 2011

Windows

One time procedure: Create a new folder under EasyData and name it “TimeCards”. Create a shortcut path to the TimeCard folder (i.e. network share) Example z:\EASYDATA\CTC142\Timecards\

EasyPay: the EasyPay Customizer module must already be installed and setup
before you can do your first transfer.

From TimeWellScheduled

  1. Approve timecards
  2. Select reports
  3. Select either:
    • Hours preparation report
    • Hour and shift preparation report
    • Hour, shift and pay preparation report
  4. Enter the required date range for the pay period
  5. Check all departments, hourly, active and verify if all the employees that fit this category are properly selected
  6. Compare to EasyPay report and verify if accurate, then print
  7. View and print report
  8. Export to: select EasyPay
  9. Right click the selected named report
  10. Save link using a meaningful file name like pp11_2011.txt
  11. Save the file to the shortcut path created (refer to OneTime
    procedure above)
  12. Check to ensure that the file was saved to the desired folder
  13. Make sure to use the correct file name and not the default
    name.

From EasyPay

  1. Close previous pay period
  2. Make any changes to employee profiles (i.e. terminations,
    activations)
  3. Print list of active employees using the click & pick reports
  4. Select Periodic
  5. Select Customizer Module
  6. Select import timecards
  7. Select create regular time cards
  8. Check to ensure correct pay period is showing. Change as
    required
  9. Select Import Folder/File, select the correct folder that has already
    been setup
  10. Click O.K. twice
  11. Verify that the timecards are there

Roles – What are they and how to set them up

Wednesday, October 19th, 2011

Roles are used within the site for all absence and availability requests. Whenever an employee makes a request, an alert is sent to all the employees who they report to. This allows you to add multiple people to a single role, making sure there isn’t a single point if someone is away sick or on vacation.

To setup roles, go to Manage My Business and click Manage Roles. Use this page to add, edit or delete roles. The LEVEL is used to indicate the position within the business, LEVEL 1 is the business owner, and it flows down from that.

Once you have the roles setup, go into Manage My Employees and you can either manually manage each employees role, or do it for all employees.

To do it individually, in the employee profile go to the Roles section and complete the details.

To do all employees at once, click the link at the top of Manage My Employees labelled ‘Update all my employees at once’. Once this page is loaded, you will see a list of the employees and their roles, just change them to the correct details.

TimeWellScheduled selected as a Preferred Vendor for Time and Attendance for Canadian Tire Retail Stores

Monday, October 10th, 2011

Canadian Tire Dealers AssociationWe are thrilled that after a pilot period of TimeWellScheduled being in use at a number of Canadian Tire Retailers, we have been selected as a Preferred Vendor, meaning that our product has been evaluated thoroughly, compared against a number of competitors, and when any Canadian Tire Dealer searches out a Time and Attendance solution for his or her store, TimeWellScheduled is recommended by the Canadian Tire Dealer’s Association. We appreciate this recognition and are pleased to have Canadian Tire as our newest client.

Offline Mode Setup

Friday, October 7th, 2011

Make sure you are using the latest Firefox (version 7 or higher) before setting this up. You can get the latest version here.

Step 1 – Go to MANAGE MY BUSINESS->GENERAL SETTINGS and click on ‘Allow offline mode when the internet goes down’



Step 2At each computer that will use offline mode, the application needs to download a small amount of information so it can work offline. To do this, go to MANAGE MY BUSINESS->GENERAL SETTINGS and click ‘To turn offline mode ON, CLICK HERE’



Step 3You will see this popup, letting you know what what to do. It is CRITICAL you click ALLOW, if you don’t, offline mode will NOT be setup. Click ‘Done’



Step 4You will likely see the following message in your browser, click ALLOW



Step 5Depending on your browser settings, you may see this message, click ALLOW as well.



You are all done and the computer you setup is ready to work offline!


If you are on the main punch in page, when the internet goes down, you will see this image at the top, and all you can do is punch in/out. Once the internet comes back up, this message will disappear.



If you are working within the site, you will see this screen – once the internet comes back up, the message will go away.