Friday, September 10, 2021

Enhancements to Overtime Rules: Auto Deduct Breaks

Hello everyone, on today's post we will talk about an updated feature our developers have created for the existing Overtime Rules. Our system is now capable of deducting Breaks automatically and you can utilize different user types if you want these deductions to be applied to employees depending on their role in the company. This is very useful for companies that need to enforce Meal & Rest Rules and want to avoid employees forgetting to punch them with the application.

To set this up, we need to make sure that there are User Types already created, then go to the Administration tab and select "Manage Overtime Rules" from within the Payroll section:

Once inside, use the dropdown menu to select the desired User Type you wish to create the rule for, in this example, we will be working with the "Marketing" profile:

Then, we click on the "Add New" button to create the new rule:

First we tick the checkbox for "Deduct Auto Breaks?", then we add the value in minutes of the total time that should be deducted; we want this to be 60 minutes for this example, make sure to adjust it according to the needs of your company. We want this hour long break to be deducted only if the employee has worked at least 5 hours without taking one, so we set the next value to 300 minutes, then go to the bottom and click "Save":

Of course, we are only focusing on this setting for the sake of this post, but you will find that this is the same screen where you would setup Overtime Rules for the specific User Type. Make sure you have configured that accordingly and set a start day to apply the rule that makes sense, as anything before that date will be ignored.

Now let's go ahead and view an example for a Marketing user, we have "Darrin Schneider" here who will be helping us illustrate how the rules are applied.

Let's check the Timecard Detail Report and see that he worked from 8:00 AM to 5:00 PM and clocked a total of 9 hours, this is before creating the rule:

Next, after applying the rule above of deducting 60 minutes if the employee has worked at least 300 minutes, we can see the difference in the total hours. Notice how the Clock In and Clock Out times are the same for the original report but we have a total of 8 hours instead:

That's it for now! As you can see, it's very straightforward and the changes are applied immediately. Let us know in case you have any questions or comments below.

--Econz Team

Friday, September 3, 2021

Changing User Types

Hello everyone! In this post we are going to cover the topic of changing user types, a feature that will come in handy whenever you have staff changes in a company that requires multiple user types to handle separate payroll and overtime rules. Just by having different user types created you will be able to take advantage of creating separate rules and attaching individual rules to them, but also setting up holiday hours based on said user types.

First, we need to make sure that we already have some user types created. We can confirm this by going to the Administration tab and accessing the "Manage User Types" section:

To make the actual change, we would go back to the Administration tab and select "Manage Users":

Here is a sample of the list of employees we have in our organization, noting the different types depending on the position they are in:

It turns out that we recently promoted one of our dear office staff members Maryann Fitzgerald to an IT related position. First we need to find her name on the list and click on the ID to the left:

Then we look for the "User Type" dropdown menu, which is currently set to "Office Staff":

When we open that menu, we will see all of the options that have been configured in the Manage User Types" section, along with the default user types. Note that the user type can be changed to any of those available, meaning that if you switch that profile to "Payroll Admin", for example, that person will be able to use his/her device ID in the web portal and start approving timesheets, or whatever functionality comes with the specified user type. We want to select the one called "IT":

Then we just need to click on the "Update" button at the bottom left of the screen:

That's pretty much it! When you check the profile again, it will now have the updated User Type with all of the rules that are attached to it, which will apply to the reports immediately:

That's all for today, let us know if you have any comments or questions below.

--Econz Team

Friday, August 27, 2021

Custom Questions for Premium Pay

Hello everyone! In today's post we want to show you some brand new functionality that has been added to the system. This is related to Premium Pay, which originally had a set of predetermined all purpose questions, but now, we have made it available for you to enter your own questions.

To set this up, go to the Administration tab and select "Configure Premium Pay Questions", which are now found at the bottom of the Staff section:

Once entering that section, this is what you will see. Notice how the first option allows you to use the "Device Defaults" in case you don't wish to edit the questions:

The system will give you the option to write questions in English and in Spanish, as noted by the top buttons. The beautiful thing is that depending on what language you use, the questions will be translated on the device automatically, depending on whether the language is set to either English or Spanish.

Let's go ahead and enter our own questions, the default examples give us a hint as to where the questions will be used, so we are going to enter our own as follows. First in English:

Then in Spanish:

Finally, we have examples of how the questions are displayed depending on the language the device is setup with:

And another side by side comparison:

We hope you can take full advantage of this feature and make Timecard GPS even more customized to your needs!

Until next time.

--Econz Team

Tuesday, August 10, 2021

Timesheet Signoff with Operations Managers

We have previously discussed about our important Timesheet Signoff feature and the different user types that can be created to take advantage of the functionality. Today we will focus on the Operation Manager user type.

The first step to set this up is to login in as an Administrator user, then go to the Administration tab, then Preferences. Inside this section, you will find the following settings, make sure to check "Enable TimeSheet Signoff", while at the same time uncheck "Enable Teams for Operations Manager". The first setting just enables the usage of the whole functionality, but the second one is important to be able to assign tasks to specific managers so that they can focus on approving punches for those:

To create an Operations Manager profile, we need to go to the Administration tab and then Manage Users. There is an "Add New" button on the top left where we can click to see a screen just like this one:

Make sure to set the User Type to "Operations Manager", then adjust the time zone and enter the Login ID and Name of the user. You can skip to New Password and Confirm Password where we recommend to use a strong password for security purposes, then click on "Add New" at the bottom.

The next step is to assign the newly added manager to tasks. The idea behind this is that there could be different supervisors in charge of overviewing different projects, so a company may need to have these supervisors approve timesheets only for their own projects, so they don't need to see other manager's tasks. The way to ensure that is the case, is by following this process of assigning managers to a job, which in turn will enable the system to show those punches in that Operation Manager's web portal.

For this, we go to the "Maintain Task/Customer List" section and in this case we pick a task inside the "Region B" team:

After clicking on its Task ID, we will be able to assign the profile by using the dropdown menu from the "Task Owner/Manager" section. In this example, we have assigned the "BerlinOperations" profile. Then click on Save:

Something important to keep in mind is that assigning Operations Managers to tasks doesn't affect the way that the application works for field employees, as they will be able to clock in and out and switch between tasks as normal without any indication of what manager supervises what project. After the worked period is finished and the time to approve timesheets comes, employees will proceed as usual, which is by going to the main screen, open the menu and select "Timesheet Signoff", then logging in with their credentials:

Next, they will review and sign their timesheets, then send them for approval:

Once confirmed, after a few seconds, a green thumbs up icon will be shown to let the employee know that the data has been sent successfully:

At this point, is where the Operations Manager comes in! In this example, we are signing in as BerlinOperations, then go the Administration tab to find the "Approve Timesheets" section:

We can use the different filters to focus on team or a specific individual, here we want to see Joy Morris' punches for August 5. The Approval Status is set to "Worker Accepted", this means that it's awaiting Manager Approval. We then click on the the timesheet ID on the left of the screen:

That will take us to the Approval screen, where we can review the worked time and view the employee's signature, when we are ready to approve the timesheet, we just click the radial button in the Approve column next to the task that needs to be approved, then click on Save on the bottom left of the screen:

Click on the image to enlarge

Then we will get a confirmation screen, so we just click on "Save changes":

And finally, when we go back to the screen where we filter the current timesheets, we will see that its status changed to "Management Approved":

That's all for today, leave us a comment below if you have any questions!

--Econz Team

Friday, July 30, 2021

Editing Punches with the App

Hello everyone, in this post we are going to talk about a feature that employees can use in case they need to make time adjustments to their punches. Of course, this is an optional feature and should only be enabled if your organization wants employees to have this access.  If needed, you can enable it only for specific users, which is useful where some employees would be better off having a manager handling their edits..

You can enable this for the whole company by going to the Administration tab, then Preferences and ticking the "Enable Event Edit on Phone" checkbox, then clicking on "Save" at the bottom of the screen:

Click on image to enlarge

To enable it individually, you can go inside a user's profile from within the Field Workers tab and check "Enable Device Edit", then clicking on "Update":

Now, starting from the Main Screen, we tap the icon #4 "View History". We will be shown the punches registered from the moment we installed the application. Then, we select "Edit" to continue:

In this example, we are going to edit the start time, so we tap on the "Edit" button that belongs to the start time and a clock will be opened to allow you to select the correct time. This may vary depending on the device model that you have:

We want to move the time to start at 6:00 AM, then we type a reason for the change and hit "Save":

The device will take us back to the History screen where after a couple seconds, the time will be updated right in front of our eyes!

Of course, any changes that are performed this way will be shown in the "TimeCard Audit Report":

Click on the image to enlarge

There are other things that can be done in the "View History" section, but we'll be covering them in a future post, so stay tuned!

--Econz Team

Friday, July 16, 2021

Creating a PIN for Timesheet Signoff

In this post we will show you a way to create a PIN that you can use to access the Timesheet Signoff within the Timecard GPS application. This is very useful for companies that handle complex passwords for user profiles or have managers in charge of setting up the devices instead of the employees. This feature makes things easier so that field workers can set their own, easy to remember PIN.

For this, start at the Home Screen and tap on the gear icon on the top right to access the Settings:

Once there, tap on the three-dots icon on the top right to set additional options and choose "Manage PIN":

You will be asked to verify your password to access the next section, so either get assistance from the manager in charge, or if you know your password, enter it and tap on "VERIFY":

Next, tap the "SET PIN" button:

And finally, create your own PIN and tap on SET PIN to finish.

Next time that you are signing your timesheets, you will be able to enter either your profile password or PIN as desired, whichever one makes more sense to you!

We hope you like this little time saver, let us know if you have any questions in the comments section.

--Econz Team