Labor Management - TimeForge Manual» clock in

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.

Can Staff Clock-In at Home or with a Cell Phone?

apresley — Fri, 27 Aug 2010 23:23:58 +0000

By default, staff members are able to clock-in from anywhere that has an Internet connection, and this includes work, home, or their mobile Internet on a cell phone. In some circumstances, this is the correct and desired set up. However, for many businesses in the retail and foodservice industries, it is not desirable to provide staff with these abilities.

To support these businesses, TimeForge includes the ability to restrict clock-in and clock-out functionality to specific IP addresses, or physical locations.

Navigate to the Attendance Options

Navigate to the Attendance Options in the Attendance tab.

Add IP Addresses

You can specify one or more IP addresses which employees must be at, for employees to clock in. To add an IP address for employees to clock in:
- You can type your IP address into the text box. If there is more than one allowed IP address, they should be separated by a space, comma, or on separate lines.
- Instead of typing in the IP address, you can click on the Add this computer to allowed IPs button, and TimeForge will add your current IP address to the list of allowed IP addresses.

Remember to click Save Company Settings.

How Do I Edit Breaks (by Employee)?

apresley — Fri, 27 Aug 2010 23:09:39 +0000

TimeForge Attendance is a powerful time tracking tool for retail, restaurant, and other service businesses. Part of TimeForge Attendance is the TimeForge Breaks module, which tracks paid, unpaid, optional, and required breaks and meal periods.

From time to time, employees may forget to take a break, or forget to end their break. TimeForge provides easy to use tools to quickly and easily adjust their breaks.

Navigate to the Edit Attendance by Employee Page

After clicking the Attendance tab navigate to the Edit Attendance by Employee.

Choose the Employee and Date Range

Choose the employee and desired date range to begin editing breaks or attendance.

Add or Edit Breaks

After choosing an employee, you can begin editing the attendance and breaks.

Please note: Remember to save your changes when you are done.

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 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.

How Do I Clock Employees In At an Earlier Time, or Out At a Later Time?

apresley — Tue, 23 Feb 2010 14:08:03 +0000

TimeForge is a powerful labor management solution for your business. Most hourly wage workers in a business need arrive at work on time – too early will cause payroll problems, and too late will cause customer service disruptions. Four clock in and clock out scenarios will create problems for your business:

1. Arriving before the scheduled in time will reduce business profits, as staff members will arrive at work before they are needed.
2. Arriving after the scheduled in time causes customer service problems, as staff will not be available to service the customer’s needs.

3. Leaving before the scheduled out time can cause similar problems as clocking in late. Customers may not be serviced properly, and other staff may be overworked.
4. Leaving after the scheduled out time will increase payroll costs for the business, decreasing profits.

TimeForge provides multiple technology enhancements that will enforce your labor schedule, ensuring that staff show up on time, and that management know of time entries that affect payroll costs and the bottom line. Enforcing the schedule will reduce your labor costs by 2 – 4% with the click of a button!

Navigate to the Attendance Options

Locate the Attendance Options link or sub-tab (inside of the Attendance tab).

Enforce the Schedule by the Scheduled Time

To require that employees clock in and out based on the scheduled time, without providing a grace period, set the options as follows.

Please check your local labor regulations to see which ones are applicable (and legal) for your business.

For clocking in:
1. Leave this option set to Yes, allowing employees to clock in at any time.
2. Switch this option from No, to Yes, requiring that staff members acknowledge that their clock in times will not show the actual clock in time, but will instead show the scheduled start time.
TimeForge will record the scheduled start time (not the real time), unless overridden by a manager.

For clocking out:
1. Leave this option set to Yes, allowing employees to clock out at any time.
2. Switch this option from No, to Yes, requiring that staff members acknowledge that their clock out times will not show the actual clock out time, but will instead show the scheduled end time.
TimeForge will record the scheduled end time (not the real time), unless overridden by a manager.

Example:
Using the above options, a staff member may be scheduled from 9:00am – 3:00pm. If the employee shows up at 8:30am, TimeForge will record a start time of 9:00am (not 8:30am). When leaving, if the staff member leaves after 3:00pm, TimeForge will record an end time of 3:00pm. A manager can override and change the behavior of TimeForge when the staff member clocks in or clocks out.

How Do I Set Up Grace Periods for Clocking In and Out?

apresley — Mon, 22 Feb 2010 16:01:43 +0000

Navigate to the Attendance Options

Locate the Attendance Options link or sub-tab (inside of the Attendance tab).

Enforce the Schedule with Grace Periods

To require that staff members clock in and out with a grace period, based on their scheduled shift, set the options as follows.

Please check your local labor regulations to see which ones are applicable (and legal) for your business.

For clocking in:
1. Switch this option from Yes, to No, requiring that employees must clock in at a predefined time.
2. Enter an appropriate grace period in minutes. This will allow employees to clock in prior to their shift starting.
Staff members who clock in too early will need a manager to approve their clock in.

For clocking out:
3. Switch this option from Yes, to No, requiring that employees must clock out at a predefined time.
4. Enter an appropriate grace period in minutes. This will allow employees to clock out after their shift ends.
Staff members who clock out too late will need a manager to approve their clock out.

Example:
Using the above options, a staff member who is scheduled from 10:00am – 4:00pm would be allowed to clock in after 9:50am, and must clock out no later than 4:20pm. Earlier than 9:50am or later than 4:20pm will require a manager override.

How Do I Enforce Clock Ins and Clock Outs?

apresley — Fri, 19 Feb 2010 04:21:18 +0000

TimeForge is a powerful labor management platform, and is capable of meeting all of your workforce management needs. In many businesses with hourly wage workers, staff members need to arrive at work on time. Four clock in and clock out scenarios will create problems for your business:

1. Arriving earlier than scheduled will destroy business profits, as employees will be at work before they are needed, but will need to be paid for their time.

2. Arriving later than scheduled for work will cause problems with customers, as employees may not be available to service the customer’s needs.

3. Leaving earlier than scheduled can cause similar problems as clocking in late. Customers may not be serviced properly.

4. Leaving later than scheduled will increase payroll costs for the business, decreasing profits.

TimeForge offers a number of technology enhancements that can enforce your labor schedule, ensuring that staff show up on time.

Enforcing clock in and clock out time periods can reduce your payroll expenses by 2 – 4% with the click of a button!

Navigate to the Attendance Options

Locate the Attendance Options link or sub-tab (inside of the Attendance tab).

Locate the Enforcement Options for Clocking In and Out

TimeForge includes two primary options which will enable, or disable, attendance (time card) enforcement.

1. By default, TimeForge allows employees to clock in at any time that they would like. If you are using TimeForge for scheduling, you can enforce the schedule, requiring employees to clock in on time.

2. By default, TimeForge allows employees to clock out at any time that they would like. If you are using TimeForge for scheduling, you can enforce the schedule, requiring employees to clock out on time.

TimeForge provides two configurations for clocking in or clocking out. You can require staff members to clock in or out using grace periods, or using the scheduled time. Please check your local labor regulations to see which ones are applicable (and legal) for your business.

Enforce the Schedule with Grace Periods

To require that staff members clock in and out with a grace period, based on their scheduled shift, set the options as follows:

For clocking in:

1. Switch this option from Yes, to No, requiring that employees must clock in at a predefined time.

2. Enter an appropriate grace period in minutes. This will allow employees to clock in prior to their shift starting.

Staff members who clock in too early will need a manager to approve their clock in.

For clocking out:

3. Switch this option from Yes, to No, requiring that employees must clock out at a predefined time.

4. Enter an appropriate grace period in minutes. This will allow employees to clock out after their shift ends.

Staff members who clock out too late will need a manager to approve their clock out.

Example:

Using the above options, a staff member who is scheduled from 10:00am – 4:00pm would be allowed to clock in after 9:50am, and must clock out no later than 4:20pm. Earlier than 9:50am or later than 4:20pm will require a manager override.

Enforce the Schedule by the Scheduled Time

To require that employees clock in and out based on the scheduled time, without providing a grace period, set the options as follows:

For clocking in:

1. Leave this option set to Yes, allowing employees to clock in at any time.

2. Switch this option from No, to Yes, requiring that staff members acknowledge that their clock in times will not show the actual clock in time, but will instead show the scheduled start time.

TimeForge will record the scheduled start time (not the real time), unless overridden by a manager.

For clocking out:

1. Leave this option set to Yes, allowing employees to clock out at any time.

2. Switch this option from No, to Yes, requiring that staff members acknowledge that their clock out times will not show the actual clock out time, but will instead show the scheduled end time.

TimeForge will record the scheduled end time (not the real time), unless overridden by a manager.

Example:

Using the above options, a staff member may be scheduled from 9:00am – 3:00pm. If the employee shows up at 8:30am, TimeForge will record a start time of 9:00am (not 8:30am). When leaving, if the staff member leaves after 3:00pm, TimeForge will record an end time of 3:00pm. A manager can override and change the behavior of TimeForge when the staff member clocks in or clocks out.

How Do I Allow Employees to Witness Time Punches?

apresley — Tue, 16 Feb 2010 18:18:05 +0000

TimeForge is a powerful labor management tool and includes a number of features not found in other comparable software programs. For example, TimeForge allows staff members to clock in before their scheduled start time, but can require that employees show up for work within a certain grace period of the scheduled start time.

When an employee is too early to clock in, or too late to clock out, TimeForge will require that a manager become involved to allow the employee to clock in or out. More specifically, in these cases, the staff member must get permission from a manager before clocking in or out. Please note: Most of the clock in and clock out configuration settings can be enabled or disabled with a few clicks within TimeForge.

In some businesses, managers do not want to be interrupted with employees who are showing up early or late, and rely on a buddy system to allow employees to keep track of each other. To keep management from being frustrated by early and late staff members, TimeForge allows employees to work as a witness for each others early clock in and late clock out times.

Navigate to the Attendance Options

Locate the Attendance Options tab inside of TimeForge.

Set Up Grace Periods for Staff Members

Make sure to set up the correct grace periods for staff members who clock in early and clock out late.

Allow Employees to Witness Each Others Clock In and Clock Out

Make sure that the Allow other employees to witness an employee clock in option is set to Yes.

Other Staff Members Can Override the Early Clock In

When a staff member is too early to work, they will receive a pop-up window similar to the above image.

A manager can allow the staff member to clock in, or another employee can provide their own credentials (username and password, or fingerprint) to allow the employee to clock in.