How do I view schedules for a single employee?

Rather than viewing the schedule for all employees, you may want to view the schedule for just one employee. To do so, you’ll need to follow the directions below. Viewing a single employee’s schedule can be ideal if you are handling a scheduling dispute or don’t want to display the entire staff schedule on the screen.

Navigate to Employees list

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Navigate to the Employees tab and click on Employees.

Select an Employee

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To view the schedule for a single staff member, click on the blue Edit button.

Go to Schedules

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On the Employee Information page, click on the Schedules tab.

View Schedules

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Choose the dates of the schedule you want to view by typing them into the “Show Schedules from” fields, or by clicking on the calendar icon and selecting a date. After selecting dates, you will see the schedule, shift start and end times, costs, and whether each shift or schedule was confirmed.

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How do I view the pay rate history for a staff member?

You will want to view the pay rate history for a staff member if you are considering offering a raise or pay cut, are curious about the last raise or pay cut received, or want to know any information about the pay rates an employee has had during their time with your business. To view the pay rate history for a staff member, simply follow the instructions below.

Go to the Employees List

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Navigate to the Employees tab, and click on Employees.

Select an Employee

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To view the staff member’s pay rate, click on the blue Edit button.

Employee Information

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On the Employee Information page, click on the Information tab.

View Pay Rates

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Scroll down to the Historical Pay Rate/ Wage Changes section

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How do I upload HR information to an employee?

Human resources (HR) within TimeForge enables you to store and easily access all applicable paperwork regarding employees and their information. You can upload HR documents like I-9’s, W-4’s, training manuals, insurance verification, and other forms that are applicable to the labor management needs of your business. Below are instructions for uploading HR information to an employee’s account, which would be specific to a staff member.

Go to the Employees list

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Navigate to the Employees tab and click on Employees.

Select a Staff Member

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Click on the blue Edit link associated with the employee that you want to add HR information for. This will take you to the Employee Information page for that employee.

Human Resources

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On that employee’s Employee Information page, click on the Human Resources tab.

Upload

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If you have provided multiple HR Categories, click on the category you want to upload to.  Click on the blue Upload link.

Select a file

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Click Select to browse your files for the document you want to upload. After selecting the document, click Upload.

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How do I set a staff member’s default location?

You will want to set a staff member’s default location if that employee works at multiple locations, but a specific location is that employee’s “home” location or that employee works at one location more than the other.  A default location specifies which location should be given preferential treatment when AutoScheduling, and which location is used when that staff member logs in (if they are a manager).

For example, Joe is an employee at the Big Blue Coffee Retailer. Sometimes, when he has extra time, he picks up shifts at the Little Red café, so he is an employee there too. If the Little Red café and the Big Blue Coffee Retailer both choose to AutoSchedule a shift, there’s no assurance that Joe will be chosen for the Big Blue Coffee Retailer over the Little Red café – he could end up having more hours away from his home location. By setting Joe’s default location to the Big Blue Coffee Retailer, you can make sure Joe is scheduled there first, and at the Little Red café second.

Below are instructions for setting a staff member’s default location.

Location Settings

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Go to the location where the employee is currently working. Select this location from the drop down menu at the top right corner of your screen.

Go to the Employees list

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Navigate to the Employees tab and click on Employees.

Select an Employee

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Choose an employee and click on the blue Edit button.

Locations

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On this employee’s Employee Information page, click on the Locations tab.

Select a Location

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To set this employee to a new default location, click on the drop down box and choose which location. Remember to save!

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How do I import an employee over to a new location?

TimeForge offers the ability to set up multiple locations to manager your labor. Employees can work at one location exclusively or at multiple locations, according to your settings. You may want to import an employee over to a new location if that employee is being transferred, or needs to work at a new location.

Location Settings

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Click on the Set Up tab, then select Locations. Make sure that the information for the location to which you are importing an employee is accurate.

Go to Employees

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Navigate to the Employees tab, then click on Employees.

Select an Employee to Import

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On the Employees page, click on the blue Bring Over an Employee from Another Location tab. Type the name of the employee into the Employee Name field, then click Add to this location. You can also add all employees to a location.

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How do I rehire/reactivate an Employee?

It’s a common recurrence in many retail and restaurant businesses … staff members leave for the season or for another job, and return at a later time to be re-hired. In this scenario, it is often useful to restore a terminated employee to minimize re-entering all of the staff members data.

This lesson will walk you through the steps necessary to reactive a terminated staff member.

Navigate to the Employee List

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To begin reactivating a previously terminated employee, Navigate to the Employees tab. Click on the Employees sub-tab.

View Terminated Staff Members

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Click on the Show terminated employees box. If you want to look for staff who have worked a specific position, then choose the desired picture. Then click the Show button.

Locate the Staff Member

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Find the terminated employee that you would like to rehire. Click on Edit.

Remove the Termination Date

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Remove the termination date from the Basic Employee Information. Remember to click Save at the bottom of the page to reactivate the staff member.

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How do I Terminate an Employee?

TimeForge makes common HR tasks, such as hiring and terminating staff or implementing annual raises, a simple one-click process.

This lesson will help you terminate staff as necessary at your business.

Get to the Employee List

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Navigate to the Employees tab.

Locate the Employee to Terminate

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Find the employee that you would like to terminate. Click on the red Terminate link.

Listed Terminated Employees

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Please note: After you have terminated the staff member, they will appear on the list until the next day, but the red Terminate link will be removed.

Another Way to Terminate Staff

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You can also terminate an employee clicking the Edit button.

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If you terminate an employee this way, you can set the termination date, allowing you to terminate staff in the future. This TimeForge feature will allow you to easily manage seasonal help.

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How do I Set Up Break Rules?

The TimeForge Breaks module inside of TimeForge Scheduling is a powerful and flexible management system for scheduling breaks and meal periods for staff members. TimeForge Breaks are controlled using the Break Rules, and these Break Rules become scheduled breaks on the schedule that can be controlled and monitored using TimeForge Attendance, or with a worksheet and signatures by staff members.

TimeForge Break Rules are designed to allow management staff to specify the language and requirements of paid, unpaid, optional, and required breaks, similar to how they might be specified by federal, state, or local authorities

For example, in some states, it may be required to provide a 15-minute optional and unpaid break to staff members who work at least 6 hours.

Navigate to the Break Rules

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Go to the Employees tab, and the Breaks sub-tab.

Review the Break Rules

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Review the Break Rules, which specify the number of breaks, duration of break, recurrence, whether or not the break is required (or optional), whether the break is paid (or unpaid), a description for the break, the position the break applies to, and how long the employee must be at work for the break to apply.

Configure Break Rules

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To add a break rule, click on the Add a New Break Rule button [7]. Some information about this screen:

1 – Breaks applying to any position are listed under the “Any Position” section. Breaks for specific positions are listed under their respective position names. This flexibility allows management breaks, or FOH and BOH to have different break set ups.

2 – Select the number of breaks, and the duration of the break(s). For example, in the picture, we are describing “2 breaks”, and each break lasts “5 minutes”.

3 – Choose the duration for repetition of the break(s). For example, in the picture, we are describing breaks that occur once every 6 hours. If the breaks should be awarded every 2 hours, but the shift is 4 hours long, the staff member may be awarded 2 sets of breaks.

4 – Decide whether the breaks are paid, unpaid, required, or optional, and add a description for the break. For example, in the picture, we are describing a required, but unpaid break, with no description.

5 – Decide if the break applies to all positions, or only one type of position, and also decide which specific shifts will receive the break. For example, in the picture we are awarding breaks to staff members who work Bartender shifts that are at least 6 hours long, but no longer than 8 hours.

TimeForge will tie all of the Break Rules together and will apply / award the breaks to staff members working applicable shifts. Based on the picture for this step, TimeForge will provide (2) 5-minute breaks to bartenders who work at least 6 hours, but less than 8 hours. These breaks will both be required, but are unpaid.

When you’re done working with the breaks, make sure to click on the Save Break Rules button [6].

Test the Break Rules

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TimeForge provides management staff with the ability to test the break rules, to ensure that the break rules are configured exactly as you need them for your business.

To test the break rules, choose an applicable position, and then simulate the duration of a work shift, and click on Test Break Rules.

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How do I Approve or Deny Availability Requests?

Using TimeForge, staff members can request time off, or change their availability. These types of requests, which can affect the hours worked, PTO, or the schedule, must first be approved or denied, by a manager or supervisor at your location.

Requests and Availability on the TimeForge Today page

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On the TimeForge Today page, you can see your labor dashboard – a screen that details the upcoming week, and many key items to keep track of. This includes shift swaps, open shifts, staff requests for time off, and messages as well as scheduled labor, and employees whom are currently on the clock.

After an employee requests time off (or time on), you will see several messages appear on your Today page, including the “Approve or Deny Pending Requests” link, and you will also see “Pending Requests” appear on the days that these requests actually occur.

To approve or deny these messages, click on the appropriate link.

Request Approval Process

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On the “Process Requests” page, you will see color-coded requests, and you can choose to Approve or Deny each request.

You can also view the type of request, notes about the availability request that staff members entered, and can review other employees whom have requested the same time off. For example, if other employees have had the same time period approved previously, TimeForge will show these staff members, and their requests, to you. Choose “Approve” or “Deny” to manage the request.

Additionally, you can see that TimeForge has predicted your necessary staffing levels, and will let you know if you are facing a staffing shortage, before approving time off requests.

Working Staff Members Who are Already Scheduled to Work

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It is inevitable that employees will need time off, even though they are already scheduled.

In this case, TimeForge will provide you with several options.

Of course, you can Deny the request, which will notify the staff member that they cannot have the time off.

- You can Find a Replacement, which will approve the request, and take you to the schedule to find a new employee for the shift.

- You can Operate Short Staffed, which will remove the shift from the schedule.

- You can turn the shift into a Bid shift, allowing staff members to bid to work the shift.

- You can also mark the shift as an Open shift, leaving it open to be staffed by management at a later date.

Send Messages to Staff based on Availability

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Once you decide to approve or deny a request or change in availability, TimeForge will automatically send a message to the staff member, letting them know of your decision.

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How do I add, edit, or delete Positions?

Adding, editing, and removing positions (also known as job codes in some industries) from within TimeForge is simple. Positions need to be created in order to schedule staff members.

Positions are automatically synchronized from some Point of Sale systems that TimeForge integrates with.

Get to the Employees Tab

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First, navigate to the “Employees” tab.

Access the Position List Page

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Select the “Edit Positions” link.

Add a New Position, or Choose an Existing Position to Edit

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You can choose to create a new position, or edit an existing position. Also displayed are the base pay rates and pay scales for each position.

Please note: In a multi-location (multiple unit) business, Positions must be created at the Corporate Level. Each location will have it’s own version of the position, so that base pay rates and sections can be customized on a per-store basis.

Modify the Appropriate Fields

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Fill in the appropriate fields. Each position must have a unique description, ie, no two positions can have the same description.

Other fields include the base pay rate and pay scale, which can include hourly or salaried, bi-weekly pay periods, and even one-time payments such as a live band or other entertainment. Choose an appropriate overtime calculation if desired.

If you are exporting payroll to a payroll system, you may need to include a Payroll identifier for the payroll company. Include this here as well.

Position Sections and Stations

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Each position can have a number of sections or stations associated with it. This will allow you to schedule very specifically, if necessary.

A few examples of where this might be helpful:
- A Server position might have stations or sections for each grouping of tables, such as Section 1, Section 2, Section 3, etc..
- A LifeGuard position might have stations or sections for each lifeguard tower or chair, such as Dive Chair, Kiddie Pool, Lap Pool, etc…
- A Cook position might have stations or sections for each cooking position, such as Prep, Pizza, Grill, etc..

Multi-Level Pay Rates

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In some states and municipalities, staff members are paid different rates based on the time they arrive. TimeForge supports this by allowing you to enter different rates during different time periods throughout the day.

For example, if a Server shows up before your restaurant opens, the pay rate may be lower than when the restaurant is operating.

Deleting a Position

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To remove a position, simply click on the “Delete” link. TimeForge will prompt for verification before removing the position.

Please Note: TimeForge will not allow you to remove a position if an upcoming schedule or template uses the position, or if an employee is currently clocked in with the position.

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We are one year into it now, well past being enamored with the newness. We are married to TimeForge. It's as essential to us now as any of our management tools today, and we very happy about that.- Steve @ Hermosa Cyclery
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