Friday, October 22, 2021

Yes/No Custom Fields: Selecting Response That Triggers an Action

In a previous post, we had talked about editing custom fields and more importantly, adding Actions to use as triggers in Yes/No questions. Well, today we are going to take this a bit further and explain something new that we have implemented to provide even more flexibility.

With this enhancement, you will be able to determine what specific answer will trigger the action. Let's take a look at the action we had previously created called "VIP Customer Notification":

We currently have it so that if we select "Yes", management would get an email notification to send a thank you note and a care package to that customer. That was the default behavior, but what if we wanted to change it to something different like if the customer is not VIP, we want to try to get them to that status?

Let's make a couple of changes to this Action and convert it to a "Potential VIP Customer Notification":

Perfect! With that change out of the way, let's go back to the form and check out what's new. We go down to the "VIP Customer?" Yes/No question field, make sure that the "Potential VIP Customer Notification" action is selected, and then we see a new section called "Field Value to trigger Action". It is set to "Yes" by default, but since we want to be notified if the customer is not in VIP status, we change it to "No":

You can use any of the options depending on the context of the question, the action can be triggered if the answer is "Yes", "No", on either answer, or set it to "None" if you wish to disable the associated action without the need to delete the whole thing, and you can then change that value later to enable it easily.

After making that change, we click "Save" at the bottom and finally we have our updated form:

That's it for today, we hope you like this and get the best out of the new functionality. Tune in next week for more exciting news!

--Econz Team

Friday, October 15, 2021

Timecard Shift Details and Clockout Questions Report V2

We are proud to present to you today one of the newest additions to our list of reports, the "Timecard Shift Details and Clockout Questions Report V2''. This report looks to combine the information provided by the Lunch Delayed Report and the Premium Pay Bad Users Report. Here is a sample of what it looks like for a few days looking at one employee's data:

Click on image to enlarge

This comprehensive report is focused towards Premium Pay information, it provides details following the succession of these events:

  1. Clock In
  2. First Break
  3. First Meal
  4. Second Break
  5. Second Meal
  6. Clock Out

Of course, the staff will collect this information according to the total time they are working and ensuring to comply with their company policies.

Here is a detailed list of the column headers for this report.

  • Name: Name of the employee.
  • Device ID: device ID of that person, used to set up the app on the phone.
  • Date: date of the event.
  • Clock In: time when the employee clocked in/
  • Start Break: time when the employee took the first break of the day.
  • End Break: time when the employee ended the first break of the day.
  • Clock In to First Break Time: time that passed between the moment the employee clocked in and took the first break.
  • Start Meal: time when the employee took the first meal of the day.
  • End Meal: time when the employee ended the first meal of the day.
  • Clock In to First Meal Time: time between the clock in time and the start of the first meal.
  • First Break to Second Break Time: this states how much time passed between the start of the first break and the start of the second break.
  • Start Meal: time when the employee took the second meal of the day, if applicable.
  • End Meal: time when the employee ended the second meal of the day.
  • Start Break: time when the employee took the second break of the day.
  • End Break: time when the employee ended the second break of the day.
  • Clock Out: time when the shift was completed and the worker punched out.
  • Shift Time: total time worked by the employee.
  • Total Meal Time: amount of time spent on meal time.
  • Anyone injured?: starting with this column and all the way to the right, is where we get the answers provided at the end of the day Premium Pay questions, this one is pretty straight forward, just asking if anyone was injured while on shift.
  • Did you take all breaks today?: employees would answer either yes or no, depending on if they took all of their breaks.
  • Did you work over the organisations maximum daily hours?: this one for example, is in case an employee worked over say 12 hours, which would be the maximum set for the company.
  • Was this meal taken later than allocated at your election?: this question is used so that the employee can state that he/she took the meal period after the expected time.
  • Was this meal taken later than allocated due to work requirements?: with this question, the staff members can let management know if work activities were the factor behind the delay of them taking lunch time.
  • Premium Pay?: this is a flag that the system will add automatically, depending on the rules that were configured and the answers provided by the field workers.

Hope that makes it easy to understand, let us know in case you have any questions or comments!

--Econz Team

Friday, October 8, 2021

Setting up Timecard Supervisor

Timecard Supervisor is one of our most important and widely used features. We have talked about it in numerous previous posts, so we thought it would be useful to provide a refresher guide and go back to basics: setting it up!

First we need to create a Field Worker Administrator user; this is done in the Field Workers tab, we would just click on add new, then here is the example of the fields that need to be used:

Here is a brief explanation of what is needed:

  • Device Type: use TimeCard.
  • Device ID: the phone number for the device that the employee will use.
  • Name: name of the user.
  • User Type: to enable the Timecard Supervisor functionality, make sure to only use "Field Worker Administrator".
  • TimeZone: time zone where the employee is located.
  • New/Confirm Password: this is the password that will be used when setting up the application.
  • Enable Timesheet Approval: make sure to enable this if you need that supervisor to approve timesheets.
  • All other settings are optional.
Then click on Add New at the bottom to continue.

Before setting up the application, there is one more very important step that needs to be done. Since we are obviously talking about Timecard Supervisor, here is where the supervisor part would start showing its face, we need to create a team for this user and add the employees that he/she will be in charge of. If this step is omitted then this person won't be able to filter punches, view breadcrumbs or approve timesheets for anyone, so let's make sure to create a team and add some users for "Horace Reid" to monitor.

Iin the same Field Workers tab we will click on the "Manage Teams" button, and then on "Add New Team":

Then we create the team, we can name as we wish and select that person as the supervisor, then click the "Add New Team" button:

Once that step is done, we will be able to add employees to our new team by using the dropdown menu. Staff members that are already supervisors for other teams are not available to be added, so keep that in mind:

Now we can download the application, just search for "econz" in Google Play Store or the Apple App Store and find "Timecard Supervisor" with the red icon, then tap "Install":

Once the app is installed, launch it and make sure to allow all the required permissions for proper functioning of the software:

Next, you will be prompted to enter the Device ID and Password, which are the ones we created earlier when setting up the profile:

Once the connection with the server is successful, we will get a disclaimer which has to be accepted to continue:

You will get a green thumbs up and a number of popup messages notifying you about the progress of the application loading all the data for the profile that was configured:

Then, you will be asked to allow GPS based permissions, this step is also really important to ensure proper tracking while using Timecard Supervisor:

After that, the installation is completed. We can use it to clock in and out as normal, all the functionality that the full version of Timecard GPS has, as well as the features unique to Timecard Supervisor, such as viewing employees tasks and breadcrumb trails or sending messages:

And also, using the Timesheet Approval functionality, which we talk about in a previous post:

That's it for now, we hope you find this guide useful, if you have any questions, leave us a comment below!

--Econz Team

Friday, October 1, 2021

Employee Timecard By Week Report

Hello everyone, today we have a brand new report that has just been launched, the "Employee Timecard By Week Report". With this one, you will be able to generate a beautifully presented PDF with a table organizing the tasks depending on the day of the week that they were performed at.

To access it, go to the Reports tab and look for the "Customer Reports" section:

Then, set your filters to the desired week you wish to view, then the teams or users you want to focus on and click on "Generate PDF Report":

Before looking at the final result, let's check the Timecard Task Detail Report to see how the hours for one of our employees would look like. They are already perfectly formatted one row per task:

Click on image to enlarge

But here is the PDF output, notice how neatly organized the tasks and the hours are so you can view it in a semi-calendar fashion, making it easier to visualize the time periods when the tasks were performed:

Click on image to enlarge

The report can be generated for multiple weeks at a time and the report will tell you which week it is, according to the calendar.

We hope you can take advantage of this excellent report, let us know if you have any questions or comments down below.

--Econz Team

Friday, September 24, 2021

Editing Custom Fields with Reasons for Changes

Hello everyone! Today's post will be about working with forms and custom fields that employees have already submitted. Just like with entering Tasks and SubTasks, we are all prone to commit mistakes from time to time, so we have come up with a solution to help you fix that and get not only your timesheets but also your forms to be perfect.

The first step is to create reasons for the changes. These will be added to the same place where you add reasons for editing tasks, and that's the "Manage Edit Event Reasons" setting in the Staff section, within the Administration tab:

Here are the current reasons we have, as you can see, they are intended to be used for editing tasks, so let's go ahead and add a couple new ones to be used with custom fields! First we clock the "Add New" button:

Then we enter the description for this reason and click on "Add New" again:

Here are the two new reasons we have added, make sure to use the ones that make sense to your business:

One of our employees has fill out a form we created called Accommodation Expenses:

When we generated the "Custom Field Report" we noticed that there were some mistakes done. For example, for this particular trip there was no food allowance, as everything was charged through the hotel bill. Also, this form was filled before there was the need for him to stay one additional night, so we also have to change that:

Click on the image to enlarge

For that we click the "Edit" button on the right side of the screen, any would do as it will open the form that we are working on:

First we want to uncheck the "Food Allowance" field. We created a reason for the Yes/No fields, so that's the one we are using in the Reason dropdown menu:

After clicking on "Save" we can generate the report again and the field value will have changed to "No":

Then, we want to reflect what we mentioned earlier so that the meal charges are included in the hotel expenses and raise it to one more night, so we adjust the "Total Amount for Meals" value to zero, edit the total nights to 2 and then change the "Total Amount for Hotel" to $200. For these ones, we want to use the "Editing Custom Field Value" reason and then click on "Save":

When we generate the report, we can confirm that all the values have been changed successfully:

Finally, we can use the "Timecard Audit Report" to review the changes that we just made! Notice how the reasons are used and make sense to the changes we performed, and how we can see both the original and edited values:

Click on image to enlarge

With that being said, we conclude this post! Let us know in case you have any questions or comments down below.

--Econz Team

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