How do I import data from Excel or CSV?

During Set Up, you will be asked to enter information about your employees. This information can provide names, positions, and pay rates to help TimeForge manage your employees. TimeForge also provides employee contact information to enable the software to contact them through email and phone messages. To avoid unnecessary time spent during set up, you can import this data from an existing Excel spreadsheet (or CSV) with your employees’ information on it.

Create CSV file in Excel

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Set up your staff in Excel and save it as a CSV file.

Go to Import Data

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Navigate to the Set Up tab, then click on Import Data.

Upload CSV file

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You can import your data (positions, employees, departments, pay rates) in a CSV and TimeForge will process it.
Click on Browse, and find your Excel (or CSV) file. Click Upload to continue.

Preview then Import Data

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Preview data by using the Previous and Next buttons, and align the proper field titles, then click Import Data.

Finish Importing Data

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Click the Finished button to save information that was imported from your CSV or Excel file.

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How do I delete a department?

You might want to delete a department if an unnecessary department was created by accident, or if a department has been eliminated from your business. For example, if Amazing Vittles ‘n Things has closed down their “Dog” department, their managers will want to eliminate the Dog department from the TimeForge system to avoid future Dog related confusion.

Go to Departments

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To delete an unwanted department, navigate to the Set Up tab and click on Departments.

Delete Unwanted Department

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Find the unwanted department and click on the red Delete link.

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How do I add a Leave Type?

Leave types help you track employee leave and eligibility. For example, an employee might be eligible for one paid week of vacation every year. You could label the leave type for this as “Vacation”. You can also modify leave options when you fill out the Leave Type Information, so TimeForge will automatically calculate accrued and used time off.

Go to Leave Types

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Navigate to the Set Up tab, then click on Leave Types.

Add a New Leave Type

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On the Leave Types page, go to the Add a New Leave Type button.

Fill in the Leave Type Information

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On the Leave Type Information page, complete editing and when finished, click save.

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How do I build a sub-Department?

You may want sub departments if your business needs them to track sales or labor needs. An example of a sub-department would be if a sporting goods retailer had a “Marketing” department, and the marketing department had a “Television Advertising” department. Sub departments mostly apply to businesses with an established departmental hierarchy.

Go to Departments

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To build a sub department, navigate to the Set Up tab and click on Departments.

Select a Department

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Choose the department that you would like to have the sub department filed under. Click on that department’s title.

Create Sub Department

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Type the name of the sub department into the Name field, then select which department this sub department will report to by clicking on the drop down box.

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How do I modify a Leave Type?

Leave Types enable your business to track and prepare for employee absences, including extended absences. Leave Types you might enter could be Vacation, Sick Leave, Maternity Leave, Jury, or Family/Loss Leaves. By editing the options of the Leave Type, you can provide an accrual period for the leave, and other relevant information. If, for example, an employee is eligible for 1 hour of paid vacation for each paycheck they receive, you could enter an accrual period of “Every Paycheck”, and 1 hour accrued per period.

Go to Leave Types

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Navigate to the Set Up tab, then click on Leave Types.

Select a Leave Type

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Click on the blue Edit button to modify a Leave Type.

Modifying Leave Type Information

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Edit the Leave Type Information and remember to save.

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How do I Add or Edit Departments?

TimeForge enables you to set up multiple departments in the TimeForge system to represent the departments in your store. When editing a department, you can select which Payroll ID information for that department, position(s) will be associated with that department, open/close times for that department (if different from the store times), and configuration settings. Configuration settings include options like time punch settings (if different from the store settings). An example of a department for a sporting goods retailer might be “Outerwear”, “Camping supplies”, and “Cash registers”; or “Customer service”, “Stocking and Merchandising”, and “Marketing”.

Go to Departments

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Navigate to Set Up and then click on Departments.

Add a Department

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Click on Add a New Department and then begin editing the department information. Remember to SAVE!

Edit Information in the Department tab

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Click on the Department tab and begin editing information

Edit Information in the Positions tab

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Click on the Positions tab and begin editing information

Edit Information in the Configuration tab

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Click on the Configuration tab and begin editing information

Complete Department Configuration Questions

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These questions are under the configuration tab. Answer questions then save.

Edit Departments

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To edit the department information, navigate to Set Up and click the Departments tab. If you have already made a department then click the blue Edit button.

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How do I modify positions in a department?

You may want to change the positions in a department to enable employees to view department schedules, to manage the labor differently, or to easily manage sales and labor metrics. Employees will not be able to see a schedule for a department that is not associated with their position. The position(s) associated with each department are set up according to your business’ needs.

For example, if Joe is a “Craft Manager” (position) in “Crafts” (department), and all “Craft Managers” are assigned to the “Crafts” department, then Joe won’t be able to see what’s going on in the “Produce” department, unless you assign “Craft Managers” to “Crafts” and “Produce”.

If you don’t want to assign all of the employees associated with that position to a department, you can add them individually. So, if you only want Joe to work in “Produce”, you can reassign Joe without assigning all the other “Craft Managers” to “Produce”. Below are instructions for reassigning department positions.

Go to Departments

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To modify positions in a department, navigate to Set Up and click on the Departments tab.

Select a Department

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Click on the department that you would like to modify positions in.

Go to Positions and Begin Modifying

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Go to the Positions tab, then begin editing the positions that you would like to have in that department.
Remember to click Save!

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How do I add a location?

TimeForge enables you to set up multiple locations in the TimeForge system to represent the physical locations of your stores. Each location has specific employees, and often times different locations have completely different schedules and managers (or they can be shared).

By adding additional locations to your accounts, you can easily access schedules and employees for each individual store without needing multiple TimeForge accounts, keeping your business organized and efficient.

Go to Set Up

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Navigate to the Set Up tab and click on Locations.

Add a New Location

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Click on the Add a New Location button.

Complete Location Information

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On the Location Information page, edit the new location’s information by typing it into the fields. Remember to click Save when you are finished!

Note: Once you have created a second location, TimeForge will switch into location and corporation levels, allow you to manage labor as necessary, with easy access to reports.

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How do I upload a document to the HR area of TimeForge?

Human resource 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 (such as uniform sizes). Below are instructions for uploading HR documents to the HR area of TimeForge, which is general to all staff members, or to a specific position.  This is not where you would want to upload information specific to a single staff member.

Go to Employees list

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Navigate to the Employees tab and click on Human Resources.

Select a HR Type

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If you haven’t already set up your HR Types, do so now. Choose the Human Resource Type and click on the blue Edit button.

Select a Position

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On the Human Resources In formation page, click on the Positions tab. Click on the positions that you would like to upload a document to. Click on the blue Upload button and select a document from your files to upload.

Remember to save!

Upload

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Select and file and then click the blue Upload button.

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How do I use the TimeForge Facebook application?

Want to get your schedule for the upcoming week? Need to see who’s clocked in … right now? Want to see your sales totals for the day while you’re at home? You can perform all of these labor management tasks, and more, on our TimeForge website.

However, you can also do these tasks (and others) using Facebook – from anywhere you can access Facebook applications.

This lesson discusses using the TimeForge Facebook app.

Search for TimeForge on Facebook

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From your facebook account search for TimeForge Employee Scheduling, or go straight to http://apps.facebook.com/timeforge

TimeForge Application

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From the TimeForge application page click on the Go to Application button.

Login to Facebook Application

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Using your TimeForge username and password, log in to the TimeForge Facebook application.

View your TimeForge Account Inside of Facebook

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Using the TimeForge Facebook application, you can view schedules and time cards, review and send messages, and perform many other TimeForge functions, without ever leaving Facebook!

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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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Phone: 1 866 684 7191
Fax: 1 866 684 7191
E-Mail: info@timeforge.com

 

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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