Wednesday, April 14, 2021

Timesheet Signoff: General Manager Approval

Some organizations need to have more than one level of approval. Sometimes employees work on multiple projects which are under different managers' supervision and different people need to approve those timesheets. In those cases, it's very likely that there is someone who acts as an overseer of all of the worked projects and this person needs to review and approve all of the timesheets that other Project Managers have approved. We call this user General Manager.

To enable this functionality, go to the Administration tab, specifically the Preferences within the Basic section, then find the option "Enable General Management Timesheet" and proceed to check the box:

Then, to create a General Manager user that can take advantage of this functionality, go back to the Administration tab, but this time, select "Manage Users" inside the Staff section:

The process is pretty simple, just click on the "Add New" button:

Then, set these fields following the example below:

  • User Type: use General Manager.
  • TimeZone: set it to your correct time zone.
  • LoginID: this is the user part of the credentials that the manager will login with.
  • Name: here goes the name of the user.
  • New/Confirm Password: this is the other part of the credentials, make sure to use a secure password for this.
  • Language: make sure to set this to the appropriate language you want the web portal to be displayed with.
Then click the "Add New" button:


The General Manager's role starts once the timesheets have been approved by a Payroll Admin, Operations Manager or any of the other user types that can approve timesheets. In this example, we can confirm that the timesheets have already been reviewed and approved by each of the responsible managers:



Then, the General Manager would log in with the credentials we created earlier and go to the Administration tab. Then select "Approve Timesheets" inside the Basic section:


The next screen will show an overall view of all the timesheets as follows:


Notice the first four columns on the left, here is the explanation as to what each of them corresponds to:
  • M: this column will be checked if a Manager has approved the timesheet.
  • E: this one is for when the employee has also approved the timesheet.
  • O: by checking any of these fields, the General Manager will approve a timesheet. Note that this will only be available once both the project manager and employee have approved the timesheets, or if the manager has submitted the timesheet manually on behalf of the employee (Dewey Hayes is the example of this in the screenshot above).
  • OR: this will be used to reject a timesheet.
Once the General Manager has reviewed all the available timesheets, that person can check the appropriate boxes and then click on "Approve" at the bottom to save the changes:


And that should be all! Different dedicated reports such as the Timesheet Report or the Timesheet Event Report will also provide details of the General Manager's involvement in the approval process.

Let us know if you have any questions or comments down below.

Until next time!


--Econz Team

Friday, April 9, 2021

Timecard Supervisor: Timesheet Approval Guide

As stated in one of our previous articles, Timecard Supervisor now has the ability to approve timesheets for employees without the need to log into the web portal. Today we are going to cover step by step how to use it.

First of all, make sure to setup the user type correctly according to this guide, then to get to the stage where the Supervisor will review and approve timesheets, a full payroll period needs to have passed. This means, that employees that need a timesheet approved by the supervisor will have to do punches in the system, then sign their own timesheets and send them for approval at the end of the pay period, you know, business as usual...


Once an employee signs a timesheet, the Supervisor will get a notification that a timesheet is available to be approved by that specific person:


Now for the fun new part, open the Menu by tapping the top right icon, then select "Supervisor Signoff":


Once you do that, you will be taken to the Approval List screen, where a list with all of the available employees and timesheets will be shown:


Notice that some are shown as "unavailable" and some as "pending". Unavailable means that the employee has no timesheets signed to be approved, so of course, the ones that the Supervisor will need to review are the ones with "pending" status.

The Supervisor will see the timesheet for the configured period, in our example we set it to daily timesheets, so we only see one day at a time. We have made improvements to the look and feel to make it not only more attractive but also much clearer to understand with this payroll view, which will show details of each task that was punched during a specific day.

There will be three different options, which should be familiar for all of those who have used the timesheet approval section in the web portal, these are "Reject", "Approve" and "Edit".

"Reject" will be used when the timesheet needs to have some corrections done by another manager, "Approve" means that everything is OK and those hours are good to be paid by Payroll, and finally "Edit" is to be used when the Supervisor is the one in charge of making adjustments to the timesheets. If you tap on "Edit" you will be given the following confirmation message:


Then, you will see the available punches and the edit button next to them, in this example we are correcting the time from 5:45 AM to 6:00 AM:


(Click to enlarge the images)

The foreman will have to provide a reason for which the timesheet was rejected for re-approval to keep it on the record and this will cause the timesheet to be sent back to the employee so that he/she can sign it again and repeat the process until the hours are successfully approved:


If you were to approve a timesheet, just tap on the "Approve" button and confirm in the next message screen:


Doing that will result in the timesheet no longer being in "pending" status:


The application also has the ability to show the History of the timesheets the supervisor has worked on, just tap on "History" on the top right of the screen and that should take you to this section, where you can tap on any of the entries and review the timesheets for that specific individual and day:


That's it for now, let us know if you have any questions below.


--Econz Team

Monday, April 5, 2021

Creating Auto-Timesheets

 Hello everyone!

In this post, we are going to cover a great new feature called "Auto-Timesheets". These are ideal for employees that have fixed tasks during a specific day and you don't need to provide a device for them. By creating the Auto-Timesheet, the system will generate the punches as if the employee was doing them and that person will also be able to sign and approve the Timesheets at the end of the period.

To get started, go to the Field Workers tab, find the employee you need to create the timesheet for and click on the "Update Roster" button:


Then, select when you want the Start of Week to be, keep in mind that you can only add punches in a future date:


Specify the Clock-in and out times by using the Start and End Hours dropdown menus, then choose the Task and SubTask (if available) that the staff member will be working on. SubTasks will appear depending on if the Task you selected has SubTasks allocated to it. The next step before saving it is to always tick the "Auto Timesheet" check box. Then hit the "Save" button:


Once that step is completed, you will notice that the Start and End Hours have been populated in the previous screen. If everything was done properly, the value of the "Auto Timesheet" column will be set to "true".


As mentioned at the beginning of this article, the intention of this feature is that the system adds the punches automatically as if the employee was doing them in real time. This will happen at the times that were specified in the roster section. This means that once the timesheet period has ended, the employee will be able to approve the timesheets that was generated without the need of any other input!


So, when the person in charge of approving the timesheets logs into the web portal, they can click on Approve Timesheet and use the filters to find the specific user and dates that the timesheets will approved for:




That person will be taken to the review screen where all the punches are shown, here, as covered on previous topics, is where edits can be done and where you can approve all punches at once by clicking on the Approve checkbox, as shown here:


Go to the bottom and click on "Save" to finalize the approval process:


At this point, you can view the approved timesheets in reports such as the Timesheet Report, which even shows the person who approved it and the status of the timesheet:


Let us know if you have any comments or questions below, we really hope you can make the best use out of this wonderful automated feature we have created.


--Econz Team

Wednesday, March 24, 2021

Uploading Tasks with Coordinates using a CSV File

We are very glad to announce a much needed improvement we have done to our Task Upload system: loading tasks with coordinates using a CSV file. Many companies need to send out employees to remote locations that don't exactly have a specific address and need to make use of GPS related task features, such as Clock-in Lock or GPS Auto Task Change, so this is where this feature comes in.

The beautiful thing is that the process hasn't changed that much at all, if you check our article about loading Tasks with Default Fences, you'll notice it's pretty much the same!

So, on to the new part! Start by going to "Maintain Task/Customer List" within the Basic section of the Administration tab:


Next, select the team or teams where you wish to upload the tasks to and select the option called "Load tasks/customers from Comma Delimited File to selected teams:


Then, you will be shown the format that needs to be followed to upload tasks, notice how pretty much the only required field is column A with the name of the tasks, but to upload using coordinates, you will need to use columns R and S as shown here:


Select whether to append or replace the tasks list, according to what you need, then the list will be loaded and you will get this confirmation screen:


If everything is correct, click on the Save button to complete the tasks upload.

You can verify that the tasks have been correctly uploaded by going back to the team you loaded them to in the "Maintain Task/Customer List" section, the clicking on any of the jobs that should have coordinates. You will see something like this, notice the values set in the Latitude and Longitude boxes:


From then on, you can create a Custom SmartFence for each, or attach a default SmartFence to any number of them, and as we mentioned on a previous article, you can do this automatically with the same CSV file!

We hope you like this feature, let us know in case you have any comments or questions below.

Until next time!


--Econz Team

Thursday, March 18, 2021

Setting Up User Type Holiday Hours

 Hello everyone,


Today we are going to show you a wonderful new feature that companies can use to automatically allocate Holiday hours in timesheets. The idea behind is to provide visual feedback of the total hours that an employee should be getting on a specific worked Holiday, and allow Payroll Administrators to approve whether these hours should be counted towards the Timesheet.

 

Let's go over the requirements to enable this functionality. First, make sure that you have setup your desired User Types for each profile that is needed. To create and view the ones you have, go to the Administration tab and select "Manage User Types":


There you can view the different User Types that have been created to the account, in this example, we have created types Construction, Delivery, Office and Warehouse, according to the needs of our organization. Each of these will have an option to preset an amount of hours.


Now that we have our User Types, we can go back to the Administration tab and select "Configure Holiday Hours" from the Advanced section:

 

Here you can type and specify how many hours should the system suggest for each user type once the Timesheet is going to be approved. Enter your desired values and click on "Update" to proceed:

 

The last step is to enable the visibility of this feature in the Timesheet Approval screen, which is done in the "Configure Timesheet Settings" within the Staff section in the Administration tab:

 

Find the option called "Holiday Pay" and tick the check box. Finally, click on "Save" at the bottom of the screen.


 

At this point, there is nothing else to configure, then you can proceed the usual day-to-day! Employees would enter punches as usual using the mobile app, and by the end of the specified period, they would sign the timesheets and send them for approval:

 

Next, the Payroll Administrator would access the Timesheet Approval screen and click on the ID of the specific timesheet that is to be reviewed:

 

The timesheet screen would be shown as expected, but notice the new section at the bottom called "Holiday Entries":


Payroll Admins would be able to approve whether the hours should be included in the timesheet or not, depending on if the employee actually worked that day or any other criteria specified by the company itself.


We hope you like this great new feature, leave us any questions or comments below.


Until next time!



--Econz Team




Tuesday, March 9, 2021

Econz Wireless Integration with ADP Workforce Now®

 Below are a few examples to help potential and existing ADP® customers better understand
the data flow from our Timecard Workforce Management System and ADP Workforce Now®
platform. All data transfers (employees, cost codes, expenses, time and attendance) are done
using ADP Marketplace APIs.

Admin/Payroll Can Manage Single Sign-On To Onboard New Hires:

As an important part of any customer’s new hire process, Econz has created the ability to allow an admin/payroll manager to auto sync or manually add new employee data using ADP Marketplace APIs. A payroll manager can access the Timecard system from within ADP Workforce Now®. This simple process will allow a business to activate new workers and make them available to start collecting time within our Timecard application.



Configure Complex Jobs and Cost Codes:

A customer can configure our Timecard system to collect “Task – Job/Client/Location” as well as “Subtask – Cost Code/Activity” to be able to collect multiple levels of data in our system helping customer handle complex cost coding and even thousands of activity jobs. The configuration will allow employees to only see specific jobs and cost codes on their mobile devices. Job and Cost Codes can be configured via employee, trade, team, region, and more. This information represents location and cost code in ADP Workforce Now®.



Merge Jobs and Cost Codes Into ADP Workforce Now® (using APIs)

 
Within our Timecard workforce management system, Econz can configure the ability to transfer data as “Task.Subtask” to the “Temporary cost Number” Field within ADP Workforce Now® utilizing the ADP APIs.



Aprove Timesheets

Once the time and attendance information has been collected, supervisors, payroll managers, and general managers can approve the time for each of their workers and then in turn, make it ready for the data transfer within the payroll data batch. This is showing the task and the subtask collected by the worker. Note the approval can be completed on the dashboard or through our FREE Supervisor mobile application



Approve Final Timecards

Once the time has been approved by a manager, the client can go into our ADP payroll Batch Section to do a final review before sending the data to ADP Workforce Now® utilizing the sync features.