How do I move all shifts from one staff member to another?

At some point, you will need to move shifts from one staff member to another – if an employee is unable to work scheduled shifts, if you prefer a different employee to work a scheduled shift, or for any other reason that you want to transfer shifts from one employee to another.

TimeForge makes this process easy, simply follow the directions 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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Choose the employee that you would like to take shifts away from and click on the blue Edit button next to their name.

Schedules

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

Select Shifts

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Click on the check boxes next to the shifts you want to take away from this staff member, then click on the Bulk Assign These Shifts to Another Staff Member button.

Select an Employee

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Click on the drop-down menu and select the employee to whom you want to assign these shifts.  As you can tell, you can move all of the shifts to an Open status, or assign to a Bid shift.

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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 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 View Employees Currently on Break?

Using TimeForge, management staff are able to view real-time break information at any allowed location.

Navigate to the Attendance Tab

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If you have TimeForge Attendance, you can see employees who are currently on break, or have already taken a break for the day.

To start, navigate to the Attendance tab.

View Clocked-In Employees

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After clicking the Attendance tab choose View Clocked-In Employees.

Review Breaks and Clocked in Staff Members

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The Clocked-In Employees Page shows employees that are clocked-in or on break, and the hours worked so far during their shift.

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

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

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Locate the Attendance Options tab inside of TimeForge.

Set the Auto-Switch Position Flag

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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.

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How Do I Enforce Clock Ins and Clock Outs?

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

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

Locate the Enforcement Options for Clocking In and Out

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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

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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

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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.

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How Do I Set Up Payroll Periods?

TimeForge will allow you to manage your labor, employee schedules, and time and attendance in the way that works best for your business. If you want to manage different departments differently, TimeForge will let you.

However, to ease the administration of staff schedules, payroll exports, and labor statistics, TimeForge supports the concept of payroll periods. Each location, store, or unit can have a specific payroll period. Payroll periods can be:

- Weekly, where staff are paid every week
- Bi-Weekly, where staff are paid every other week (common in many hospitality and restaurant businesses)
- Monthly, where staff are paid on a specific date (common in many professional and teaching businesses)
- On the 1st and 15th, where there are always two pay periods in a single month

After setting up Payroll Periods, you will be able to quickly and easily export payroll, approve sick, vacation, and PTO time, and run reports that correspond to your pay periods.

Let’s walk through the simple set up of Payroll Periods in your account.

Navigate to the Attendance Options Screen

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Navigate to the Attendance Options tab

Set Up Payroll Periods

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Locate the options in the Attendance Options screen which allow TimeForge to calculate the payroll periods for you.

Make sure to set up:
- The previous payroll period date
- The payroll frequency (weekly, bi-weekly, monthly, or 1st and 15th pay periods)

Save the Pay Periods

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After choosing the correct settings for your Payroll Periods, make sure to save your settings.

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How Do Employees Record Tips and Mileage?

TimeForge is a complete labor management package, and is able to track time and attendance for staff members. TimeForge can track hourly or salaried employees, and can also track information about each shift worked.

In many businesses, employees need to record tips and mileage on a per-shift basis. Tip tracking allows management to accurately report the income that individual staff members are earning, and mileage reporting allows staff members to receive mileage reimbursements for their vehicle usage.

Log Into TimeForge, and Navigate to the Attendance Tab

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Navigate to the Attendance Options screen, located in the Attendance tab.

Configure the Options for Reporting Tips and Mileage

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One option inside of TimeForge controls whether or not employees are required to report tips. Set this to “Yes” to require tips to be reported.

Another option in TimeForge controls whether staff members are required to enter mileage. Set this to “Yes” to require staff members to record driving mileage.

Choose Mileage Positions

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In most businesses, only a few staff members record driving mileage for reimbursement. In hospitality-related businesses, these are commonly delivery drivers, caterers, or employees who are shopping for the business.

Choose which positions will be required to record mileage.

Employees are Prompted when Clocking Out

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TimeForge will prompt employees when they clock out for their declared tips, start and ending mileage, and any necessary notes for the shift.

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How Can I View Clocked-In Employees?

TimeForge is an extensive and powerful time and attendance management package, and you can begin to see some of TimeForge’s power by clicking on the Attendance tab. Many, but not all, of the time and attendance capabilities occur within the Attendance tab.

With TimeForge, you can add or edit attendance by date or employee, approve payroll for pay periods, export time punches to a third-party payroll company, and run numerous reports to review employee attendance.

Additionally, TimeForge can monitor labor costs in real time. Instantly review staff members who are clocked in, view staff counts, and more.

Attendance Tab

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Navigate to the View Clocked-In Employees page inside of the Attendance Tab.

Review Clocked-In Staff Members

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TimeForge will display the staff members who are clocked in.

For each staff member, you can review their name, position, and when they clocked in. You can also see a computed cost for the staff member, if they were to be clocked out.

Clocking Out a User

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In many cases, you will also see a Clock Out link, which will allow you to clock out the staff member. If this link is not displayed, you are most likely running TimeForge integrated with another system, such as a Point of Sale system. Some systems do not support clocking users out from the TimeForge website.

After clicking on the Clock Out link, you can modify the clock out time.

Review Position Summaries

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TimeForge can display position summaries, including the number of staff members clocked in for each position.

To display this information, click on the Hide (or Show) Position Summary link.

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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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