How do I add an employee to a department?

TimeForge enables you to set up multiple departments in the TimeForge system to represent the departments within your store. Often times, an employee will work at more than one department, or will transfer departments, requiring you to add them to a department, in order to schedule the staff members, or account for their payroll cost.

Go to Employees


Navigate to the Employees tab and click on Employees.

Select an Employee


On the Employees page, choose an employee that needs to be moved to a certain department, then click the blue Edit link.

Go to the Employee Department Section


On the Employee information page there is a section called Employee Departments. Scroll through this section and click on the department to which you want to add the selected employee.  Additionally, you may want to set a Default Department for the staff member.
Remember to click Save when you are finished!


How do I modify Age Rules?

TimeForge Age Rules enable your business to adhere to company, state, or federal mandates regarding minors and seniors in the workforce. For example, if employees under age 16 are restricted from working more than 20 hours per week, TimeForge can help you set up and enforce this restriction on the Age Rules Page. Below are instructions for doing so.

Go to Age Rules


Navigate to the Employees tab and click on Age Rules.

Select an Age Rule


Click on the blue Edit button.

Begin Modifying Age Rules


On the Age Rule Information page, edit the Age Range section to fit your needs.
To set specific times during the week that these employees should or should not work, go to the next step.
If this does not apply, you are finished! Click Save!

Availability and Requests


Select a day and time by clicking on it, the Add a New Preference page will pop up.

Making a Request Under Age Rules


Setting preferences is just like entering availability or requests for staff members. Select a preference (request) type, leave type (if applicable), and the date(s) applicable. Remember to save!


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


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

Review the Break Rules


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


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


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.


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


Navigate to the Employees tab and click on Employees.

Select an Employee


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

Go to Schedules


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

View Schedules


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.


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


Navigate to the Employees tab, and click on Employees.

Select an Employee


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

Employee Information


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

View Pay Rates


Scroll down to the Historical Pay Rate/ Wage Changes section


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


Navigate to the Employees tab and click on Employees.

Select a Staff Member


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


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



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


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


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


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


Navigate to the Employees tab and click on Employees.

Select an Employee


Choose an employee and click on the blue Edit button.



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

Select a Location


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


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


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


Navigate to the Employees tab, then click on Employees.

Select an Employee to Import


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.


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


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

View Terminated Staff Members


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


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

Remove the Termination Date


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


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


Navigate to the Employees tab.

Locate the Employee to Terminate


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

Listed Terminated Employees


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


You can also terminate an employee clicking the Edit button.


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.


heartWhat some of our clients have to say ...

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
We really like the program so far. I know that it is geared towards restaurants, but we are a real estate company and we love it because it is inexpensive and it is so easy to use.- Nicole @ Exit Premier Realty
The Timeforge scheduling system has not only increased our efficiency tremendously; decreased the errors in what is normally an error prone environment; it has also saved us ten times what it costs us each month.- Michael @ Tiara Cafe
I would highly recommend TimeForge to anyone making work schedules. ... What used to take 1-2 hours, now takes 15 minutes. The reports section is comprehensive and useful.- Lawrence Payne @ Mid Pacific Country Club
I've been really pleased with this latest version of TimeForge. I'm really getting familiar with this program and its become a great time saver! Keep up the good work!- Loren @ Fresh Produce
Before using TimeForge, creating a schedule took 2 hours. With TimeForge, it takes less than 10 minutes.- Gail @ Kerr Drug

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About TimeForge

The best tools available for managing labor in the restaurant, retail, food-service, and hospitality industries. Includes time management, employee scheduling, and other labor management tools.

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