Configuring Employee Records

Open the Employees form.

In the Employees form, select a blank line or an existing employee record from the grid at left.

Specify the employee number, employee name, and job title.

If you have the Time Track module implemented, select theDisplay In TT Mode check box. This check box allows you to specify additional employee information needed by Time Track.

On the General tab, specify the employee's last name, first name, and middle initial.

Specify this additional information:

Badge ID

The badge number. 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

Select to activate the employee record. 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 has been terminated. As long as the employee record is active, all report dates prior to the termination date will be displayed and transactions may be performed or edited for those dates. If the record is deactivated, none of the employee's records will display and no further transaction entry or editing will be allowed.

Facility

This field is only displayed in Time Track mode. Specify the facility where this employee works.

Department

The department code. This field is only displayed in Shop Floor and Time Track mode.

Work Group

The work group. This field is displayed in Time Track mode and shop floor. An employee's work group defines the supervisor.

Emp Type

This field is only displayed in Time Track mode. Specify the employee type.

Shift

The shift during which this employee mostly work. An employee's shift defines the clock-in and clock-out rules. This field is displayed as Schedule ID if Shop Floor in use.

Shift Pattern

This field is only displayed in Time Track mode. If appropriate, specify a shift pattern from the list.

Indirect Task

This field is only displayed in Time Track mode. Optionally, specify an indirect task from the list. This will be the default task used for filling clocking gaps.

ERP Cost Component

Optionally, specify an appropriate value. This value is required if your company has a defined cost structure. This value will be included when transactions post to ERP.

Workset Enabled

Select this check box to validate that an employee is eligible to work in worksets only in Time Track mode.

Use OT Threshold From Shift

Select this check box to use the overtime thresholds defined on the shift form only in Time Track mode. Clear this check box to use the overtime thresholds defined on the Employee Types form.

Note:

Clear the check box to use the California OT Method.
Select the check box to use Daily & Weekly OT Methods.
However, you can use Weekly and Daily OT Methods in both ways( selecting or clearing the check box).
The parameter must be checked to use 7^th day.

Time Off Group ID

Optionally, select a time off group. An employee's time off group specifies the amount and types of time off for which the employee is eligible only in Time Track mode.

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 checkbox to enable this employee to clock in and out from the kiosk only in Time Track mode.
Labor: Select this check box to enable this employee to start a job from the kiosk only in Time Track mode.
Absences Requests: Allow this employee to request absence time from the kiosk only in Time Track mode.
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 the kiosk user should see on the Dashboard Transactions form.
Edit Labor: Select this check box to allow this employee to edit and delete their own labor records or create gap records only in Time Track mode.
Edit Absences: Select this check box to allow this employee to withdraw absence requests only in Time Track mode.

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.
Address: Specify address information. Specify city, state, postal/zip code, county, and country values.
Phone: Specify a telephone number.
E-mail Address: Optionally, if this employee will receive email notifications of absence request approvals or denials, specify an email address.
Work Country: If the employee will work in a different country from the country of residence, specify a work country value.

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:

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

Click Save .

Optionally, 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.