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