Labor Management - TimeForge Manual» attendance

How does TimeForge handle salaried staff?

support — Mon, 28 Nov 2011 16:58:49 +0000

Handling salaried staff members can be confusing because of the complexities of labor percentages and the variability of salaried wages when analyzed by hour. TimeForge can help you accurately track your labor percentages even if you have salaried employees by simply changing a couple of settings.

Though putting an employee on salary can have major benefits for both your business and for the employee, there are some analytical problems that are related to salaried employees. Labor percentages, which compare the budgeted (scheduled) cost of labor to the actual (clock ins/outs) cost of labor, can be complicated by salaried employees because the amount they get paid each pay period can fluctuate due to vacation time and other changes in work time. Salaried employees can also make daily labor reports complicated because their fluctuating hourly wage is so variable.

You need to decide whether you want to see salaried employees’ hours in your labor percentages. You can choose not to see them at all, or your can modify the way that you see them so they are closer to being accurate.

Consider whether your salaried employees clock in when they are at work.
- (1.) If they do clock in, you can set their pay rate as an hourly rate instead of as a salary. This way, fluctuating hourly wage would always be a set amount, so you wouldn’t need to worry about a surprise high cost in your labor percentages.
-If your salaried employees don’t clock in, you can (2.) set the hourly rate to $0, or (3.) change your option settings to automatically copy a salaried employee’s scheduled hours to his or her attendance.

Below are instructions for all of these options.

Option 1. Salaried Employees Clock In: Track Pay Rate Hourly: Go to Employees List

Go to the list of employees by first navigating to the orange Employees tab, then clicking on the gray Employees link.

Option 1. Salaried Employees Clock In: Track Pay Rate Hourly: Select Employee

Click on Edit next to the salaried employee for whom you wish to track their pay as hourly.

Option 1. Salaried Employees Clock In: Track Pay Rate Hourly: View Employee information

You should be on the Employee tab of the Employee Information page.

Option 1. Salaried Employees Clock In: Track Pay Rate Hourly

Scroll down to the Employee Positions section. The position(s) that the employee works should be checked and his or her pay rate should be set as “annually”. An Hourly Rate will automatically be calculated. Enter the calculated Hourly Rate into the Fixed Rate box. Now, scheduled shifts will always be calculated by the hourly rate input, helping you to better understand and more accurately analyze your labor percentages and attendance. Remember to click Save (at the bottom of the page) when you are finished!

Option 2. Salaried Employees DON’T Clock In, DON’T Track Costs: Set Fixed Rate to $0: Follow the Same Steps as Option 1, but Set Fixed Rate to $0

If your salaried employees do not clock in and out when they start or end a shift, and you don’t care to track their costs, you can simply set their Fixed Rate to $0.00. Follow the same steps as Option 1, but simply enter 0 into the Fixed Rate box. Remember to click Save (at the bottom of the page) when you are finished!

Option 3. Employees DON’T Clock In: Automatically Copy Scheduled Attendance as Actual Attendance: Go to

It’s easy to automatically copy an employee’s scheduled hours to his or her attendance hours. Simply navigate to the Employee tab of the Employee Information page (follow the first two steps in Option 1) and check the “Auto-copy schedule for staff member?” box by clicking on it. Now, your salaried employee’s attendance will be automatically filled in so that you can more accurately track your labor percentages. Remember to click Save when you are finished!

How do I require passwords in TimeClock Mode?

support — Mon, 28 Nov 2011 16:44:20 +0000

Using TimeForge Attendance, employees clock-in or clock-out for work very similar to what is done with a traditional time clock. However, with TimeForge Attendance, reports are automated, employees can see what’s going on, and payroll is one click away.

In addition to clocking in and out, TimeClock includes Time Clock Mode, a proprietary TimeForge Attendance feature.

With Time Clock Mode, employees can point and click on their name, allowing them to quickly clock in and out of the TimeForge system.

In TimeClock Mode, passwords can be required to ensure that staff members are not buddy punching – clocking each other in without actually being at work.

Navigate to the Attendance Options

Choose the Attendance Options to configure the time and attendance options.

Configure Passwords for TimeClock Mode

Make sure that employees are required to enter their passwords when in TimeClock Mode.

How do I add a Leave Type?

support — Tue, 22 Feb 2011 16:58:50 +0000

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

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

Add a New Leave Type

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

Fill in the Leave Type Information

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

How do I modify a Leave Type?

support — Tue, 22 Feb 2011 14:25:06 +0000

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

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

Select a Leave Type

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

Modifying Leave Type Information

Edit the Leave Type Information and remember to save.

How do I Set Up Break Rules?

support — Tue, 22 Feb 2011 11:07:42 +0000

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 Set Up Break Rules?

apresley — Fri, 27 Aug 2010 23:27:47 +0000

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

Configure Break Rules

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

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”.

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 Configure Attendance (Actual) Break Options?

apresley — Fri, 27 Aug 2010 23:08:23 +0000

The TimeForge Breaks module is a comprehensive module inside of TimeForge Attendance that allows management to control employee breaks and meal periods.

You can set the Break Options as needed for your business, providing you significant flexibility in managing and monitoring staff member breaks and meal periods.

Navigate to the Attendance Options

If you have TimeForge Attendance, it is really easy to configure employees breaks. To begin, navigate to the Attendance tab.

Turn On Break Tracking

To start working with breaks, make sure to turn on break tracking, by setting the option to Yes.

Configure the Break Rules As Needed

After turning on break tracking, TimeForge will display a number of new configuration options to control meal periods and breaks.

Force Staff to Use Scheduled Breaks

If set to “No“, staff must take their breaks based on the scheduled break times and the posted schedule. If no breaks are scheduled, staff cannot take a break.

If set to “Yes“, staff are allowed to take a break at any time, regardless of the scheduled break times or types.

Require Breaks Based on Scheduled Order and Type

If set to “No“, staff must take their breaks based on the order of their scheduled breaks and the posted schedule. For example, if an unpaid/required break is scheduled first, and then a paid/optional break, employees may take either break, in any order.

If set to “Yes“, staff are allowed to take a break at any time, regardless of the scheduled break times or types. For example, if an unpaid/required break is scheduled first, and then a paid/optional break, employees must first take the unpaid/required break, and then they can take the paid/optional break.

Automatically Take Breaks for Staff

If set to “No“, employees must take their breaks manually (by going to TimeForge and starting their break).

If set to “Yes“, TimeForge will automatically take scheduled breaks for any staff member who forgets to take their scheduled break. For example, if an unpaid/required break is scheduled at 10:00am, but the employee forgets to take the break, TimeForge will automatically take the break for the staff member.

Automatically End Breaks

If set to “No“, employees must end their breaks manually (by going to TimeForge and ending their break).

If set to “Yes“, TimeForge will automatically end scheduled breaks for any staff member who forgets to end their scheduled break. For example, if an employee starts a 15 minute unpaid/required break at 10:00am, but forgets to end the break at 10:15am, TimeForge will automatically end the break for the staff member.

Allow Breaks Prior to Scheduled Time

If set to “No“, employees are allowed to take their scheduled breaks at any time, regardless of the scheduled start times for the breaks. For example, if a break is scheduled at 11:15am, the employee can click on “Take a Break” at 11:00am, and will be allowed to start the break at 11:00am.

If set to “Yes“, employees must take their breaks no earlier than the scheduled start time of the break. For example, if a break is scheduled at 11:15am, the employee can not click on “Take a Break” until 11:15am.

Require Break Duration Minimums

If set to “No“, employees are allowed to take breaks that are of any duration, regardless of the scheduled break times. For example, if an employee ends a scheduled 30 minute break after 20 minutes, they will be allowed to do so.

If set to “Yes“, employees must take a break that is at least as long as the scheduled break time. For example, if an employee attempts to end a scheduled 20 minute break after 15 minutes, TimeForge will not allow them to do so. They must be on break at least 20 minutes, if this option is set.

Convert Unpaid Breaks to Paid Breaks

If set to “No“, breaks that are unpaid will never convert to any other type of break. For example, if an employee ends a scheduled 15 minute unpaid break, it will continue to remain as an unpaid break.

If set to “Yes“, any break that is unpaid, but ends prior to the scheduled duration, will be converted from an unpaid break to a paid break. For example, if an employee ends an unpaid 30 minute lunch break after 28 minutes, then the 28 minute unpaid lunch break will convert to a 28 minute paid break.

How do I Take or End a Break?

apresley — Fri, 27 Aug 2010 22:59:09 +0000

TimeForge Attendance is a powerful time tracking tool for businesses and staff members alike. Staff members can clock in and out using TimeForge, and can also track scheduled and unscheduled breaks such as those required by law in some states, lunch breaks, meal periods, and others. Taking breaks is easy with TimeForge!

Login to TimeForge

If you are on a computer which allows employee clock ins with TimeForge Attendance, go to the Today Page and you will see a button to clock in.

Navigate to the Today Page to Take a Break

If you are scheduled or allowed to take a break, and you have already clocked in, you can go to the Today Page and you will see a Take a Break button.

Click on the Take a Break button to actually take your break.

Choose the Break Type (if Configured)

Depending on your employer’s TimeForge settings, you may be allowed to choose the type of break, and those options might include:
paid required
paid optional
unpaid required
unpaid optional

Click on the Break Type drop-down and choose the type of break you would like to take.

Please note: You may not be prompted to choose a break type, depending on how the breaks are configured at your location.

Click Take a Break or Cancel.

Ending Breaks is Also Easy

When you are ready to end your break, go to the Today Page and you will see an End Break button.

Click on the End Break button to finish your break.

How Do I Automatically Switch the Clocked In Position for Staff Members?

apresley — Fri, 26 Feb 2010 19:20:11 +0000

TimeForge is a powerful, but easy to use, labor management platform for service oriented industries (restaurants, retail, c-stores, grocers, hotels, etc…). Service-oriented businesses often have difficulties managing the complexities of their ever changing and high turnover workforce.

TimeForge can help manage labor by making labor management simple. Staff are commonly scheduled to work doubles, or back-to-back shifts. In some cases, a staff member may transition from one job (or position) to another without ever leaving the business, and may forget to switch their position in the attendance system.

To help ease administration of employees clocking in and out throughout the day, TimeForge can automatically switch staff to the correct position.

For example, a waiter or waitress (server) may work from 10:00am – 3:00pm as a waiter, and then transition to a bartender from 4:00pm – 8:00pm. Or, a lifeguard may work from 8:00am – 1:00pm, then as a swim coach from 1:00pm – 3:00pm.

Navigate to the Attendance Options

Locate the Attendance Options tab inside of TimeForge.

Set the Auto-Switch Position Flag

Locate the option to automatically switch positions, based on the schedule, for staff members who are clocked in.

Switch this from No to Yes, and then save your options.

TimeForge now will automatically switch jobs / positions for staff members who work back-to-back shifts.

Please note: The staff member needs to clock in to the first scheduled shift to allow TimeForge to transition between positions.

How Do I Automatically Clock-In Employees Based on the Schedule?

apresley — Thu, 25 Feb 2010 13:24:43 +0000

TimeForge is a flexible, but simple to use, workforce management platform for service oriented industries (restaurants, retail, c-stores, grocers, hotels, etc…).

TimeForge can help manage the workforce by making labor management simple and intuitive. Staff often forget to clock in, causing business disruption and a loss of profits when managers are disrupted to enter a time entry for the staff.

To help ease the administrative burden of keeping accurate time clock entries for staff members, TimeForge can automatically clock staff in based on the schedule.

For example, a cook might be scheduled at 9:00am, but forget to clock in. TimeForge can automatically clock them in at 9:00am if they have not already done so.

Navigate to the Attendance Options

Locate the Attendance Options tab inside of TimeForge.

Set up Automatic Clock In

Locate the option to automatically clock employees in, based on their schedule, and switch the value from No (the default) to Yes.