Timekeeper Self-Service (Setup - Employee)

Timekeeper Self-Service (Setup - Employee)


‌Setup - Employee

There are guided steps to be followed prior to an employee being able to use the Time and Attendance system on HRplus. These are as follows:

  1. Enroll the employee on a Time Clock Device. (Alternatively, if no physical device is being used, then the virtual clock must be setup for them to be able to punch via desktop or their mobile device.)

  2. Map the Employee to a Clock ID.

  3. Add the Employee to a schedule.

  4. Add the Employee to a shift.

  5. Schedule a date for employees to start punching in on the assigned time clock device(s).

  6. The Employee starts to punch in daily.

‌How do I setup an employee in the Time and Attendance module?


HRplus Time>> Employees>>Employee Mapping

‌How to Map an Employee to their clock ID in HRplus Time?




Employee Mapping

Employees are enrolled on a punching/ clocking device with a clock ID in order for them to be able to punch in and out and to have their times registered on the device. This unique numerical identifier used on the device must then be mapped to the employee's HRplus profile within the application in order for the employee's punch times to be associated with their profile, when the punches are downloaded from the clock into HRplus.

This mapping can be done in a few locations as outlined below.

  1. Personnel>> Employees >> Employee Profile >> Toggle additional details >> Clock ID

  2. HRplus Time >> Employees >> Employee Mapping

  3. Timekeeper >> Employee Mapping


‌Step 1: Search for an Employee‌



Clock ID: Enter clock ID and save the record.

‌Step 2: Enter Time Clock ID





‌Step 3: HRplus Time Employee Mapping‌



‌Timekeeper >> Employee Mapping‌


HRplus Time>>Employees>>Employee Mapping

‌How to delete an employee's clock ID?




A Core user or Timekeeper can delete an employee's clock ID in the event there was an error or when the employee is separated from the company.


‌Search for the Employee whose Clock ID is to be deleted


HRplus Time>>Schedules>>Scheduling>>Schedules>>Employee in Schedule>>Add Employee

Schedule

‌How to Add an employee to a Schedule?




Prior to adding an employee to a schedule, please ensure that the the Employee Mapping is completed otherwise the employee's name will not be visible to be added.


Add Employee Schedules

For an employee to be assigned a shift, they must first be added to a schedule.


N.B. If an error message is generated when saving the employees to the schedule, it may indicate that the employee already belongs to another schedule ( and possibly a shift) for at least one of the days selected. There are several options to resolve this as follows:

  1. Remove the employee from their shift.

  2. Remove the employee from their existing schedule.

  3. Transfer the employee to the correct schedule.  

    • (Note that the timekeeper must have access to the schedule(s) from/to which the employee is being transferred. If the timekeeper does not have access, then this task will have to be completed by the HRplus Time Core User.)


‌Step 1: Select the Schedule to Add the Employee




Schedule: Select the name of the schedule from the drop down box.

Hide Employees Scheduled Before: Select the date from the calendar which would hide any employees who were added to the schedule before that date. This date should be the date before the "Schedule From Date".

Company: Select the Company from which the employees will be added to the schedule. Once the company is selected the option is available to then select the Division, Department, Section to filter the search as needed.

Schedule From Date: Select the calendar to Enter the date from which the employees will be added to the schedule.

N.B. The Employee Last Saved Date at the top right can be used as a gauge to determine the next date from which the employee should be added to the schedule.

Schedule to Date: Select the calendar to Enter the date until which the employees will be added to the schedule.

Employees Not In Schedule: Select CTRL + click to select the employees who will be assigned to the schedule. Once all relevant names are highlighted, click on the >> arrows to move them to the list on the right named "Employees in Schedule". If a name(s) is selected in error, simply select the name(s) in the Employees in Schedule box and click the << icon to return the name(s) to the list on the left.


When all employees have been selected to be added to the schedule, select the button named Save Form to add the employees.

Repeat to add more employees to the same or additional scheduled.


‌Step 2: View of Employees Added to the Schedule. Select Save Form.



‌Step 3: Success Message Appears When the Record is Saved


HRplus Time>>Schedules>>Scheduling>>Schedules>>Employee in Schedule>>Remove

Employee Schedules

‌How to Remove an Employee from a Schedule?




Remove Employee Schedules

There are a few reasons why an employee may need to be removed from their current schedule. Some of these are as follows:

  1. The employee is on the wrong schedule.

  2. The employee is required to be transferred to another schedule for a brief period for additional duties.

  3. The employee has changed departments or some aspect of their position and are required to change schedules and shifts as well.

Follow the steps below to remove the employee from their schedule for a period of time or permanently.

N.B. If an employee is on a shift, then they must be removed from their shift PRIOR to being removed from their schedule for the relevant days.


‌Step 1: Search for the Employee to be Removed from their Schedule



‌Step 2: Select Records to be Deleted





‌Step 3: View Updated Screen With Deleted Records.




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