Configuring Employee Records

  1. Select Master Explorer > Modules > Time Track > TimeTrack Forms > Employees. The Employees form is displayed.
  2. Click New. A new line is added to the grid.
  3. Specify this information:
    Employee
    The employee number for which record is to be configured.
    Job Title
    A Job title for the employee record.
  4. Specify this information on the General tab:
    Last Name
    The last name of the employee for which records are configured.
    First Name
    The first name of the employee for which records are configured.
    Badge ID
    The badge number related to the employee. The default value is the employee number.
    Payroll ID
    The payroll ID value. This is required only if your payroll application requires a unique ID other than the employee number.
    Active
    This check box allows you to activate the employee record. In the Time track mode employee records must be active for them to appear in the Hours Summary and Hours Detail forms, and to perform transactions against the employee record. Deselect Active to prevent display of the employee's records and the execution of transactions for this employee.
    PIN
    The security PIN number for the employee record. This number is used to sign into the application as a generic user. This field is only available if the PIN Required parameter is selected on the Global Parameters form.
    User Initials
    This field is set to a pre-established value, which indicates that the transaction originates in Factory Track. The value can be modified to display the employee’s initials.
    Facility
    The facility where the employee works.
    Department
    The department related to the employee.
    Work Group
    The work group related to the employee.  An employee's work group defines the supervisor.
    Emp Type
    The type of employee.
    Shift
    The shift during which the employee usually works.
    Shift Pattern
    The shift pattern for the employee.
    Indirect Task
    The indirect task from the list related to the employee. This is the default task used for creating automatic indirect tasks (such as gap records).
    ERP Cost Component
    This field only applies to ERP LN integrations. This value is required if the company has a defined cost structure. This value is included when transactions post to ERP.
    Workset Enabled
    This check box allows to validate that an employee is eligible to work in worksets.  Worksets allow employees to work on multiple jobs at the same time.
    Note: 
    • Workset-enabled employees are unable to start just-in-time production orders or production schedules.
    • When the employee has any open job, the check box cannot be modified. The employee has open job(s) cannot change workset message is displayed
  5. Specify this information in the Kiosk Access section:
    User Name
    The username for the employee. The employee must have a Mongoose security profile in order to establish kiosk access. The value entered in this field must be a valid Mongoose profile username.
    Attendance
    This check box enables this employee to clock in and out from the kiosk.
    Labor
    This check box enables this employee to start a job from the kiosk.
    Absences Requests
    This check box allows the employee to request absence time from the kiosk.
    Default Order Type
    The default order type the kiosk user should see on the Dashboard Transactions form.
    Default Resource Group
    The default resource group used by FT for the employee in all editable resource group fields
    Default Resource
    The default resource used by FT for the employee in all editable resource fields.
    Edit Labor
    This check box allows the employee to edit and delete their own labor records or create gap records.
    Edit Absences
    This check box allows the employee to withdraw absence requests.
  6. Specify this information in the Contact Information tab:
    Hire Date
    The date the employee was hired. For active employee records, all report dates equal to or more recent than the hire date will display in the Hours Summary and Hours Detail forms. These dates will accept transactions for the employee. Dates prior to the hire date will not display or accept transactions.
    Termination Date
    The date of termination. For active employee records, all report dates prior to the termination date will display in the Hours Summary and Hours Detail forms and will accept transactions for the employee. Dates equal to or more recent than the termination date will not display or accept transactions.
    Note: 
    • If an employee (dedicated and generic) tries to login after termination, a You have been terminated and cannot log in message is displayed.
    • The employee is redirected to the login screen.
    Address
    The address information for the employee. Specify city, state, postal/zip code, county, and country values.
    Phone
    The telephone number of the employee.
    E-mail Address
    The email address of the employee if they receives email notifications of absence request approvals or denials.
    Work Country
    The work country value, if the employee works in a different country from the country of residence.
  7. On the Absences tab, if you are using absence tracking, specify the time off group ID and tracking year. The Absences tab is only displayed in Time Track mode.
    Tracking year
    Displays the tracking group for the available years.

    To create a new tracking year:

  8. Click new. Specify the information in the following fields:
    • Tracking Year
    • Time Off Group Id
    • Effective Date
  9. Click Save to view the new tracking year balances.
  10. Click Save.
  11. On the Absences tab, click Time Off Requests to create and view time off requests, or click View Tracked Absences to view absence details for the employee. The  Absences tab is only displayed in Time Track mode.