Archive for the ‘FAQ’ Category

Sometimes I see negative hours, why is that?

Thursday, April 25th, 2013

This can happen in very specific cases, when you allow shift splitting and employees can clock in early.

In normal cases, here is how a shift split works.

  • Employee Scheduled – 12PM to 8PM
  • Employee leaves at 3PM, arrives back at 5PM
  • We calculate the schedule as 2 entries:
  • 12PM-3PM (3hrs)
  • 5PM-8PM (3hrs)

The system automatically adjusts the inner times (3PM and 5PM) and leave the start/end because of copy/history of schedules.

If employees can check in early, this situation will generate a negative hour

  • Employee Scheduled – 12PM to 8PM
  • Employee arrives at 8AM, leaves at 11AM, arrives back at 3PM
  • We calculate the schedule as 2 entries:
  • 12PM-11AM (-1hrs)
  • 3PM-8PM (5hrs)

A future enhancement we will adjust the start/end dates, but due to the complex rules in place now, this isn’t an easy change, hence why it shows a negative value.

As an owner or manager, how can I get the same alerts my supervisors get when an employee is late?

Tuesday, March 19th, 2013

This is managed under the ROLES. Go to Manage My Business » Business Settings » Manage Roles and select a role to edit.

You will see a drop list ‘Secondary Notification’, in there you can pick your role.

Secondary Notification

Once saved, any notifications sent to the role you just edited will also be sent to you.

I need a way to see a schedule for last year, but I’ve moved some of my employees to new departments, what do I do?

Tuesday, February 26th, 2013

Go to MANAGE MY BUSINESS and select MANAGE MY EMPLOYEE GROUPS. Create a new employee group, giving it a name such as ‘Cashiers Last Year’ and select the employees that made up that group last year.

Go to the SCHEDULING screen and under your list of departments, select the newly create group.

I need to see a report on a partial weeks hours, which report do I use?

Wednesday, January 9th, 2013

Background:
My company reports from Sun-Sat
I want to report on hours from Jan 1-4, 2013

Under TIMECARDS AND PAYROLL, there are 3 reports:

Hours Preparation Report
Hour and Shift Preparation Report
Hour, Shift and Pay Preparation Report

The last two reports display overtime and double overtime hours, therefor require a full week to report. When you try and run this report, you will be advised the system will automatically pick a week and revise the date range.

The Hours Preparation Report would be the one to use since it only shows the hour totals.

I setup my settings so the PAID timecard value matches the ACTUAL, but it doesn’t seem to be working. Why?

Wednesday, January 9th, 2013

Under Manage My Business » General » Manage My Schedule Settings and Time Card Settings you can turn on timecards so that PAID hours match ACTUAL hours.

Timecards
This feature works on automatically approved timecards only. Manual (yellow) timecards still need to be approved. But you can quickly approve these with the green approve icon in the ACTUAL hours column.

Security email alert sent to administrators

Monday, December 31st, 2012

I just received this email:

There has been 2 unsuccessful attempts to log into ‘ [your URL] ‘ using 2 Employee Code ‘000264’ & ‘000262’. Therefore that IP address has been banned for an hour.

Details of the IP banned:
IP : 123.123.123.123
Location: CANADA – XXXXXXXX

This means that someone (and it may be the same person) has tried to log into the site with 2 different employee codes. This may be a legitimate attempt by an employee, but it could also mean a brute attack with a person or automated system trying different employee codes. To protect your site, we temporarily blocked that IP from trying to log in, and email you a warning.

I use biometrics and when an employee tries to enter the site with employee code/password, it fails. Why?

Monday, December 10th, 2012

When you use biometrics, ALL employees must use it. This avoids employees bypassing your security and just entering their employee code and password.

Administrators and managers however can still access the site with their employee code and password.

Some of my employee’s fingers won’t scan. What can we do?

Tuesday, November 20th, 2012

Biometric devices work by reading the ridges in your fingers. If the ridges are not well defined, they can not be scanned.

One way is to encourage employees to drink more water. After that, you can try third party tools like these:

http://www.crimescene.com/store/index.php?main_page=product_info&products_id=297

http://store.sirchie.com/EZ-SCAN-Ridge-Enhancer-15-oz-P2345C441.aspx

(Note, links to these tools were sent to us by digitalpersona and not tested by our team as of the date we posted this entry)

When I export my file to Desjardin, the company number I entered doesn’t match the company number in the exported file, why?

Monday, November 12th, 2012

For Desjardin, the company number must be 8 characters long. If your company code is shorter than this, we need to append a 0 at the front.
EXAMPLE: For company V001, the value must be 0000V001

Question – I have a supervisor who I want to manage schedules, but not review or approve timecards, how can I setup a new security group to do this?

Friday, November 9th, 2012

Turn ON scheduling:

Turn OFF Timecard & Payroll

And make sure Review, Update and Approve Timecard is OFF