HRplus Time (Setup - Timekeepers)

HRplus Time (Setup - Timekeepers)


‌Setup - Timekeepers

‌What are the steps to setup a Timekeeper?



There are several steps when involved to set up a Timekeeper on HRplus. They are as follows:

  1. Setup the designated employee with Timekeeper user permission via the Security Module.

  2. Add the New Timekeeper via HRplus Time module.

  3. Add Timekeeper Schedule(s).

  4. Add Timekeeper Schedule Group(s).

  5. Add Timekeeper Device Access.

  6. Setup Timekeeper on Workflow (Optional).

Navigation: Security >> User Administration

‌Step 1: Setup Timekeeper Permissions via the Security Module.



Who is a Timekeeper?

A timekeeper in an HRIS (Human Resources Information System) system such as HRplus, is an individual responsible for managing and maintaining employee time and attendance records. The timekeeper's role involves tracking employee work hours, leave requests, overtime, and other related data to ensure accurate and compliant payroll processing. They may also be responsible for inputting or approving time-related information such as shift allowances, managing time-off balances, generating reports, and addressing any discrepancies or issues related to time and attendance.

In many organizations, especially those with larger employee populations, the timekeeping process can become quite complex. HRIS systems are used to automate and streamline these tasks, making it easier for timekeepers to manage and track employee time-related information efficiently. On HRplus, the Time and Attendance module integrates with various time clock systems as well as the Leave module to enable the tracking of employee attendance. It also integrates seamlessly with the Payroll processing module to ensure accuracy and reduce manual data entry and errors.

How does it work?

If the employee who is to be created as a Timekeeper has not been setup as a user on HRplus, then follow the steps via the link below:

How to create a single user on HRplus?

Once the user profile has already been created, then ensure the following access has been granted:

Step 1:  

Overall, the timekeeper plays a crucial role in ensuring that employee work hours and attendance records are accurately recorded and translated into payroll calculations, helping to maintain fair compensation and compliance with labor laws, union agreements, and company policies.




Ensure your Timekeeper user is granted the following User Permissions:

  • Self Serve

  • Self Serve Timekeeper

If your Timekeeper is ALSO a core HRplus Time user, then they must also have access to HRplus TIME. N.B. This is not a requirement for a regular timekeeper, ONLY a core user who is responsible for the setup and managing the Time and Attendance module.

Step 2:

Your Timekeeper must have company access to the departments to which the employees for whom they are responsible for doing the timekeeping belong.


‌Step 1: Grant user Timekeeper Permissions‌



‌Step 2: Grant Company Access for Specific Employee Departments‌



Navigation: HRplus Time >> Schedules >> Timekeepers

‌Step 2: Add a Timekeeper via the HRplus Time module.




Timekeepers

Those employees who are responsible for processing and maintaining employee timesheets are referred to as Timekeepers.

N.B. The employee must be given security permission in Step 1 to be added here.


‌Add Timekeepers




Company: Select the company the employee belongs to.

Badge Number/ First Name/ Last Name: Select your timekeeper from one of these options.

Delete Timesheet: This should only be selected for a Core User who is also a Timekeeper as the user will have permission to delete timesheets where necessary.

Save the record and repeat to add more timekeepers.

Navigation: HRplus Time >> Schedules >> Timekeepers

‌Step 3: Add the Timekeeper Schedule(s).




Timekeeper Schedules

Timekeepers are assigned responsibility for preparing and approving timesheets for employees linked to a particular schedule. Each schedule for which they are accountable, must be linked to the timekeeper for them to be able to view the schedule and timesheets details.


‌Add the Timekeeper Schedule(s)




User Code: Select the timekeeper user name.

User Full Name: The employee's name defaults to this field when the username is selected.

Schedule: Select the schedule from the drop down list for the timekeeper to access.

Timekeeper Tier: Select one of the options below-

  • Primary Approver: Select this option if the timekeeper is the first person to prepare and approve timesheets for employees on the schedule. Note that there can only be ONE primary approver for the schedule selected.

  • Secondary Approver: Select this option if the timekeeper is the second person to review and approve timesheets for employees on the schedule. There can be multiple secondary approvers.

Save the record and repeat to add more schedules to the respective Timekeeper.

To add a timekeeper to the application, you must ensure the following steps are completed.

  1. Ensure the timekeeper has the appropriate Permissions in the Security Module.

  2. List the employee as a timekeeper in the HRplus Time module.

  3. Add the schedules the timekeeper will be allowed to view and edit.

‌How to add a timekeeper to the application



Please contact your System Administrator in your company for assistance with this step!

‌STEP 1 - Permissions in Security Module



Navigation: Security>>User Administrator

User Groups

  • Self Serve Timekeeper

  • Self Serve Database Membership

  • HR_TIME

    Company Access is required for the timekeeper to have access to the employees they are responsible for.




    Please contact your CORE HRplus Time Users for this step!

    A core HRplus Time user has the necessary permission to view and edit information in the HRplus

    Time module.

    ‌STEP 2 - Add the employee as a timekeeper in HRplus Time module


    Navigation: HRplus Time>> Schedules>> Timekeepers

  • Click on the hyperlink New Timekeeper

  • Select the Company

  • Select the employee's Badge Number, First Name and Last Name from the drop down boxes.

  • Click on the radio button only if this timekeeper will be allowed to delete timesheets. If not, leave the radio button vacant.

  • Save the record by clicking on the diskette icon.

  • Repeat as needed.



‌STEP 3 - Add the schedules this timekeeper is allowed to view and manage

In the same window opened in STEP 2, click on the plus sign next to the name of the employee you have added, to expand the record.

Three additional tabs will be available for you; Schedules, Schedule Groups and Allowance Access.

In the schedule tab, click on the New Record hyperlink. Here we can add the schedules this timekeeper will be allowed to manage.


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