Configuring Employee Records

To configure employee records, use the Employees form. If you wish to grant kiosk access to an employee, you must create a Mongoose security profile for the employee on the Users form.

  1. Open the Employees form.
  2. In the Employees form, select a blank line or an existing employee record from the grid at left.
  3. Specify the employee number, employee name, and job title.
  4. On the General tab, specify the employee's last name, first name, and middle initial.
  5. Specify this additional information:
    Badge ID
    Specify a badge number. The default value is the employee number.
    Payroll ID
    Optionally, specify a payroll ID value. This is required only if your payroll application requires a unique ID other than the employee number.
    Active
    Select 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. For example, consider an employee who is terminated. As long as the employee record is active, all report dates prior to the termination date is displayed and transactions can be performed or edited for those dates. If the record is deactivated, none of the employee's records displays and no further transaction entry or editing can be allowed. In non-Time Track mode, when the employee is not active (not checked), FT displays a message specifying that the badge is invalid.
    PIN
    Specify a PIN number. 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 (three characters).
    Facility
    Specify the facility where the employee works.
    Department
    Specify the department.
    Work Group
    Specify the work group.  An employee's work group defines the supervisor.
    Emp Type
    Specify the employee type.
    Shift
    Specify the shift during which the employee usually works.
    Shift Pattern
    Specify a shift pattern from the list.
    Indirect Task
    Specify an indirect task from the list. 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. Specify a value. This value is required if the company has a defined cost structure. This value is included when transactions post to ERP.
    Workset Enabled
    Select this check box 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
  6. In the Kiosk Access section, specify this information:
    User Name
    Specify a username for this 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
    Select this check box to enable this employee to clock in and out from the kiosk.
    Labor
    Select this check box to enable this employee to start a job from the kiosk.
    Absences Requests
    Allow this employee to request absence time from the kiosk.
    Default Order Type
    Specify the default order type the kiosk user should see on the Dashboard Transactions form.
    Default Resource Group
    Specify the default resource group used by FT for the employee in all editable resource group fields
    Default Resource
    Specify the default resource used by FT for the employee in all editable resource fields.
    Edit Labor
    Select this check box to allow this employee to edit and delete their own labor records or create gap records.
    Edit Absences
    Select this check box to allow this employee to withdraw absence requests.
  7. On the Contact Information tab, specify this information:
    Hire Date
    Specify the date the employee was hired, or click the arrow to select a date from the calendar. 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
    If appropriate, specify a date of termination, or click the arrow to select a date from the calendar. 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
    Specify address information. Specify city, state, postal/zip code, county, and country values.
    Phone
    Specify a telephone number.
    E-mail Address
    Specify an email address if this employee receives email notifications of absence request approvals or denials.
    Work Country
    Specify a work country value, if the employee works in a different country from the country of residence.
  8. 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:

    1. Click new. Specify the information in the following fields:
      • Tracking Year
      • Time Off Group Id
      • Effective Date
    2. Click Save to view the new tracking year balances.
  9. Click Save.
  10. 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.