TimeClock Plus Deviations Document Introduction

TimeClock Plus Deviations Document Introduction

TimeClock Plus Deviations Document Introduction

After working closely with our customers and taking into account the time and attendance tracking needs of companies of all sizes, we are pleased to debut the newest and most intuitive version of our flagship time and attendance software yet. TimeClock Plus is packed with more features than ever before, and has been crafted to be as straightforward as possible to new and upgrading users alike.

While the core functionality of entering and tracking employee hours still exists and is faster than ever, many features have different names or may be located elsewhere. This document was created to assist users by explaining new features or show where existing features are now located. Each feature will contain a brief summary of the most important changes, as well as more detail on what these changes mean.

TimeClock Plus Deviations Document Introduction ............................................................................ 1

Installing TimeClock Plus ....................................................................................................................... 2

Admin Server .......................................................................................................................................... 2

Database Operations ..................................................................................................................................................................... 2

Namespaces ...................................................................................................................................................................................... 3

System Update ................................................................................................................................................................................. 3

Database Upgrade .......................................................................................................................................................................... 3

TimeClock Manager ............................................................................................................................... 3

Logging In .......................................................................................................................................................................................... 3

Creating an Organization ............................................................................................................................................................. 4

Dashboard .......................................................................................................................................................................................... 5

Filters and Exceptions ............................................................................................................................ 6

Hours Menu ............................................................................................................................................ 7

Individual Hours ............................................................................................................................................................................... 7

Group Hours ...................................................................................................................................................................................... 8

Period Reports ............................................................................................................................................................................... 10

Payroll Export ................................................................................................................................................................................. 10

Manage Time Sheets ................................................................................................................................................................... 11

Employee Menu .................................................................................................................................... 12

Employee Profiles ......................................................................................................................................................................... 12

Employee Roles ............................................................................................................................................................................. 14

Global Modification ..................................................................................................................................................................... 15

Employee Messaging .................................................................................................................................................................. 16

Tools Menu ........................................................................................................................................... 17

Import ............................................................................................................................................................................................... 17

Export ................................................................................................................................................................................................ 17

Employee Status ........................................................................................................................................................................... 18

Request Manager ......................................................................................................................................................................... 19

Other Tools...................................................................................................................................................................................... 21

Unresolved Punches .................................................................................................................................................................... 21

Attendance Monitor .................................................................................................................................................................... 22

Hours Audit Log ............................................................................................................................................................................ 22

Configuration Menu ............................................................................................................................. 23

User Profiles .................................................................................................................................................................................... 23

User Profile Roles .......................................................................................................................................................................... 24

Job Codes ........................................................................................................................................................................................ 25

Cost Codes ...................................................................................................................................................................................... 25

Cost Code List ................................................................................................................................................................................ 26

Cost Code Groups ........................................................................................................................................................................ 27

Accruals (Banks and Rules)........................................................................................................................................................ 28

Clock Configurations ................................................................................................................................................................... 30

Request Templates ...................................................................................................................................................................... 30

Automatic Breaks.......................................................................................................................................................................... 31

Company Menu .................................................................................................................................... 32

Close Week ...................................................................................................................................................................................... 32

Company Defaults........................................................................................................................................................................ 32

Custom Fields................................................................................................................................................................................. 33

Holidays ............................................................................................................................................................................................ 34

Modules ................................................................................................................................................ 35

Automated Reports ..................................................................................................................................................................... 35

Automated Imports ..................................................................................................................................................................... 35

Shift Differential/Shift Monitor ................................................................................................................................................ 36

Substitute Module........................................................................................................................................................................ 36

LDAP Authentication .................................................................................................................................................................. 37

Manage Contract Templates .................................................................................................................................................... 38

Hour Calculation Modules ........................................................................................................................................................ 39

WebClock .............................................................................................................................................. 40

WebClock Basics ........................................................................................................................................................................... 40

WebClock Requests ..................................................................................................................................................................... 40

Employee Time sheets ................................................................................................................................................................ 41

Scheduler .............................................................................................................................................. 42

Scheduler Basics............................................................................................................................................................................ 42

Templates ........................................................................................................................................................................................ 43

Weekly Overall Schedule ........................................................................................................................................................... 44

Daily Schedule ............................................................................................................................................................................... 44

Recurring Schedule ...................................................................................................................................................................... 45

Global Scheduler .......................................................................................................................................................................... 45

Installing TimeClock Plus

Change Summary:

Streamlined installation process.

Create a new database or migrate an existing one.

Create an ADMIN password and Administrative Server password.

Compared to previous versions of TimeClock Plus, the install process has been streamlined. All you need to get started is the installer program– TimeClock Plus will download any additional components you may require as part of the installation process. All you have to do is specify where the components will install, and create both an ADMIN password (The equivalent of the SUPERVISOR account in previous versions of the software) and a password to access the Admin Server.

Once the Installer is finished, you will automatically be taken to your newly created company. Log in using your ADMIN password, and follow the Organization Setup Wizard.

Admin Server

The Admin Server replaces several distinct apps in previous versions of the software. The Admin Server is only meant to be accessed from the server you are installing it on.

Database Operations

Change Summary:

Replaces Database Connection Settings and Database Manager.

Allows for the backing up and restoration of databases.

The Database Operations menu contains options pertaining to the connection and backup of your

TimeClock Plus database. Connection Settings replaces the Database Connection Settings window of previous versions of the software. Here, you will connect to the database all other apps will use. The Backup and Restore options allow you to create copies of your database and restore them in case of corruption.

Namespaces

Change Summary:

Replaces Module Manager.

Allows for the creation of new organizations, and the uploading of license files to existing companies.

The Namespaces feature allows for the creation of new namespaces and organizations, as well as the uploading of license files. License files work similarly to module keys in the past, and will unlock enhanced functionality for your organization. To add a license, select the company you would like to apply the license to and click Upload License File. Select the license file you’d like to upload and click Save to add the license.

System Update

Change Summary:

Replaces Automatic Update.

System Update allows you to check for updates to TimeClock Plus. Please note that running updates will temporarily disrupt the work of all other users.

Database Upgrade

Change Summary:

Replaces the Database Upgrade feature of Database Manager.

Upgrades TimeClock Plus 6.0 and/or Web Edition 3.0.

If you are upgrading from a previous version of the software, select Database Upgrade. After providing the details of the legacy database, you will be walked through the upgrade process.

TimeClock Manager

TimeClock Manager remains the centerpiece of TimeClock Plus. Here you will still create and import employees and job codes, as well as manage your employees’ hours. However, much has changed to streamline the user experience and make commonly used features more prominent.

Logging In

Change Summary:

New URL.

ADMIN is the new master level user, replacing SUPERVISOR.

Access to other apps at bottom of screen.

TimeClock Manager can be accessed through Google Chrome, Mozilla Firefox, and Microsoft Internet

Explorer by browsing to http://[servername]:[port]/app/manager/index.html. The most notable change is the application icons at the bottom of the window – use these to quickly navigate to another app once you are done with Manager. Another important change to note is that the default SUPERVISOR account has been renamed ADMIN. If you are upgrading from a previous version of TimeClock Plus, the password should still be the same.

Creating an Organization

Change Summary:

New Organization Wizard.

If you are accessing a new company (either created through the Admin Server or after a fresh installation of

TimeClock Plus), you will be guided through a brief setup wizard.

After selecting your new organization from the Organization drop-down menu, log in as ADMIN. You will then be walked through the New Organization Wizard, which will assist you with creating your organization and selecting the day your work week starts.

Dashboard

Change Summary:

Dashboard Widgets (includes View > Reminders).

Quicklinks.

Home button.

New menu layout.

New location for login information.

Employee and Job Code Filters (replaces Criteria on many features).

Perhaps the most immediate change to the dashboard is the addition of Widgets. These are customizable tools that can be created on a per-user basis to provide information such as which employees are approaching overtime or to-do lists created by the user. Up to 15 widgets can be created across three different pages by clicking on the Edit button on the Dashboard.

If you primarily use only a handful of features within Manager, you can create a Quicklink by clicking on the star icon next to the feature name. This will create a new My Quicklinks drop-down menu on the navigation bar that will only contain links to the features you’ve selected.

Another new feature is the menu layout. The menus have been streamlined to create a more intuitive user experience. Whenever possible, a renamed or replaced feature will be mentioned in the change summary. In addition, the front page of the dashboard can always be selected by clicking on the Home icon in the navigation bar.

Finally, information such as the current user, the system week, actual date and time, and log out option have been consolidated in the upper right corner of Manager. In addition, User Options can be edited on this page. To view this information or log out, click on the user name.

Filters and Exceptions

Change Summary:

Criteria renamed Employee Filter.

Job Code Filter now available in all relevant features.

Exceptions have been greatly expanded, and can be filtered using the Exception Filter.

An important concept to master in

TimeClock Plus are the Employee and Job Code Filter features. These two options show up on most features that contain a list of employees. The Employee Filter replaces the Criteria button and the

Job Code Filter replaces the Filter.

Both of these are powerful tools that allow you view only the employees and job codes necessary to complete your task.

Another powerful feature are exceptions. In previous versions of the software, the close week operation could be prevented if segments were not approved by employees, their managers, or other timekeepers. This functionality has been greatly expanded in TimeClock Plus, and missed punches, approvals, schedule variance, and more can be tracked and/or require approval before those segments can be closed or exported. For more information, see the Exceptions tab within Employee

Profiles.

Hours Menu

Individual Hours

Change Summary

Now located in the Hours menu (formerly Edit Hours).

Simplified employee list.

Definable date range with quick pick dropdown list.

Exceptions (e.g., overtime) are available with Exception Filter (replaces Missed

Punches and Approval Manager).

Shift button renamed to Manage Segments.

Ability to view segment notes and edit history.

Absent segments are displayed as light gray and can be filled in through Manage Segments.

Employee schedules can be viewed on the Schedules tab.

Accruals information moved to separate tab.

Edit Hours is now called Individual Hours to differentiate it between the newly added Group Hours. Upon selecting this feature, you will notice that the employee list simply sorts employees by ID and Name. The order employees are displayed in can be changed by clicking on the Sort by: button and selecting the order you’d like to view employees in.

Once you’ve selected an employee, you can manually enter a date range for segments, or select one from the Date Picker drop-down menu. Segments with exceptions (such as missed punches or overtime segments) will appear with a blue or red dot in the Exception column.

Exceptions with a red dot must be approved before closing the week. To approve an exception, right click on the Exception column (or click on

Manage Exceptions) and select the Approve radio button. Segments can be filtered down to include only those with a certain exception flag using the Exception Filter.

The Shift button has been split into two different buttons. Add Segment allows you to quickly create a new segment for the selected employee, and Manage Segment provides the options to Edit, Split, or Delete a

segment.

Two new columns to make note of are the Notes column and the Edit Log column. These allow you to add or view segment notes or view the edit history of each segment respectively.

Employee schedules for the selected date range can be viewed on the Schedules tab. The employee schedule can be saved or printed to a file using the Download button.

Absent segments are defined differently from previous versions of the software. Previously, an employee was considered absent if they were X minutes late to a scheduled segment. In TimeClock Plus, an absent segment is defined as a segment during which the employee did not clock in at all. These are visible on

Individual Hours as light gray segments and provide a quick overview of when the employee did not work.

The former Absent functionality is now handled by the

Tardy and Tardy 2 exceptions. An absent segment can be converted into hours worked by selecting Create

segment from the Manage Segments menu.

The Accruals tab provides the same information about accruals as the same window did in previous versions.

However, it automatically takes forecasting into account for the selected date range when giving hour totals.

Group Hours

Change Summary

Allows for segments to be entered for multiple employees across one or more days (replaces Quick

Add Hours).

Employee segments presented in a tree view, can be expanded or collapsed.

Allows for multiple exceptions to be approved on employees at once using the Resolve Period menu (replaces Missed Punches and Approval Manager).

Group Hours works just like the Individual Hours seen above, but allows you to work with multiple employees at the same time. This is useful for creating segments that apply to more than one employee or day. Affected employees can be selected by using an Employee or Work Filter.

Another use for Group Hours is to approve multiple exceptions across multiple employees by using the Exception Filter. The Exception Filter allows users to view segments that only have certain exceptions. For example, using the Exception Filter to view exceptions Required for close week, segments that would prevent the week from closing will be displayed for review and approval.

In previous versions of the software, the Approval Manager could be used to quickly view and approve several exceptions at once. This functionality is

retained in the Resolve Period button in Group Hours. Clicking on this button will show all the exceptions flagged on current hours displayed, and whether or not they are approved. Clicking Approve will approve all displayed segment containing that exception.

Period Reports

Change Summary

Approaching Overtime Report moved to Payroll Reports.

Print preview available.

Reports are now saved as part of the configuration process.

Report automation is configured within this feature.

Each category of reports have been split into separate features. For example, all reports that would be listed under Job Codes are now available in the Job Code Reports feature. In addition, the Approaching

Overtime Report is now part of the Payroll Reports feature.

Reports contain the same settings options as before. Relevant reports can be filtered using the Employee Filter or Job Code Filter. Reports can be downloaded by clicking on Download and selecting the relevant format, or

Previewed as an HTML pop-up by clicking on the relevant button.

Saving reports works similarly to previous versions of the software. Instead of right-clicking on a report to save it, simply select Create Saved Report. Saved reports can be selected when you first access Period

Reports. Report Automation is configured while saving a report, rather than in a separate application.

Payroll Export

Change Summary

Formerly Period Exports.

Moved to Import/Export menu from Period > Exports.

Period Exports (AKA Payroll Exports) are largely unchanged. However, they have been moved from the

Period menu to the Hours menu.

Manage Time Sheets

Change Summary

Formerly Employee > Add Time Sheets.

Employees can be selected from a list or by creating an Employee Filter.

Up to one week of time sheets can be added at once.

Time sheets can be duplicated across multiple days by using the Copy button.

An additional Summary screen allows users to preview adding time sheets before adding them to employee hours.

Manage Time Sheets (formerly Add Time Sheets and located in the Employee menu) has seen significant changes in functionality. When a user first enters the feature, they will be asked to select which employees require time sheets from either the menu or by creating an Employee Filter. The employees are now selected before time sheets are entered.

Instead of adding time sheets as individual segments, the user is presented with a view of the work week.

This can be changed by using the Previous or Next buttons. Once a week has been selected, a time sheet can be entered by clicking Add. This will add a time sheet with the default start and anchor time, as well as the employee’s default job code. These details can be changed by using the time-picker or clicking on the

Edit button, which will also allow greater control over the time sheet details. Time sheets can be duplicated to other days of the week by clicking on the Copy button, or removed entirely by clicking on Clear.

The Summary screen gives users a brief overview of the timesheets about to be added. The operation can be tested by clicking Preview. This will allow users to validate the time sheets as well as see any errors that may come up. Once the time sheets have been configured, click Process to add the time sheets to the selected employee(s).

Employee Menu

Employee Profiles

Change Summary

Renamed section and tabs (formerly Employee > Add/Edit).

New wizard for adding employees.

Ability to add several job codes or accrual banks at a time.

Ability to add Clock Configurations, Recurring Schedules, Request Templates, and Automatic

Breaks.

Define multiple request approval levels per employee.

Employees can now have multiple Clock Configurations.

Employee Roles replace Templates and Employee Defaults, and can be applied at any time.

Exceptions tab allows users to choose which exceptions require tracking and/or approval.

Employee Profiles has seen several changes in the location of various features. Changes made from previous versions of the software include:

The Info and Photo tab have been consolidated in the General tab.

The Custom tab has been renamed to Custom Fields, and includes the ability to expand or collapse fields by category.

The Jobs tab has been renamed to the Job Code tab and includes the ability to assign multiple job codes at once, as well as some of the options from the Miscellaneous tab.

Parts of the Scheduler, Miscellaneous, Restrictions tabs have been consolidated into the Hour tab, which also includes areas to assign Clock Configurations, Recurring Schedules, and Automatic

Breaks.

The Notes, and Reviews tabs have been consolidated in the Management tab, which also includes the ability to assign Request Approval Levels and view Individual Messages.

The Accruals tabs have been moved to the Payroll tab.

Parts of the Scheduler and Restrictions tabs have been consolidated into the Exceptions tab, which determines what exceptions will be tracked for this employee.

For more information on some of the new features added to these tabs, see the respective section below.

The Add Employee button walks users through a quick wizard for creating the employee, where they will enter in the employee’s ID, enter any additional required information, select that employee’s job codes, and assign a default job code and rate.

Multiple job codes, accrual banks, and users can now be assigned at once by navigating to their respective location and clicking Assign.

Multiple request approval levels can be assigned to each employee. Up to three different levels can be assigned, meaning the requested time off would need to be approved by three different supervisors before the segment is approved and can be scheduled.

Multiple hour calculation modules can be assigned to an employee at the same time. These can be accessed in the Overtime tab, and can either use the company’s default settings, or be overridden on the employee level when applicable.

Contracts are still assigned to employees the same way as in previous versions of the software.

However, the contract can be overridden after being assigned without having to click Save first.

Finally, the Exceptions tab is a powerful tool that lets users define what kind of exceptions need to be tracked and/or approved on a per-employee basis.

Previously, any missed punches from an employee would prevent users from closing the week. Now the software can be set up to ignore missed punches from certain employees, or to track them but not require approval before running reports or closing the week. Exceptions that can be tracked include:

Employee segment approval

Manager segment approval

Other segment approval

Conflicting shifts

Short breaks

Long breaks

Long shifts

Long weeks

Missed in & out punches

Overtime hours

Absent segments

Two levels of tardiness.

Early/late clock operations (definable separately for clocking in or out both early and late)

Employee Roles

Change Summary

Replaces Employee Templates and Default Information.

Can be added to new and existing employees.

Job Codes, Automatic Breaks, and Manager Access can be configured to override or be added alongside existing assignments.

Each section can be overridden in Employee Profiles.

The Employee Roles feature combines the functionality of Templates and Default Information. Rather than creating a template that can only be assigned to new employees, roles can be assigned or removed at any time.

When creating a role, each tab from Employee Profiles will be available for you to enter in a default value.

Once the role is assigned, these values will override the existing employee information. Job codes, automatic breaks, and user access also contain additional options:

Assignment clears non-role items: This option will remove all items that were previously assigned to the employee but are not part of their new role. If unchecked, the original items will be labelled as

“non-role.”

Assignment resets role items: If an item that is part of the role was previously assigned to the employee, this option will reset any custom settings (such as rate changes) back to the role default.

Unassignment clears role items: This option will remove any items that were assigned as part of the role. If unchecked, items assigned via role will remain on the employee.

Once an employee has been assigned a role via the Add Role button in

Employee Profiles, individual sections of each tab can be customized by checking Override role settings. This allows you to reconfigure individual fields while keeping the rest of the tab set the same.

Note that changing role settings will automatically apply those settings to each employee the role is assigned to.

Global Modification

Change Summary

New layout allows users to change information per tab.

Ability to change employee information such as hire date, termination date, and suspension status.

Employee overtime settings and hour calculation modules can be globally modified.

Contracts can be assigned and unassigned as well as have days overridden or cleared globally.

Greater control over employee accruals.

Global Modification

works similarly to previous versions of the software, but has been rearranged to split modification operations by the tab where the modified data resides in Employee Profiles. This allows users to globally modify all information the tool could previously access, as well as several new features.

Employee information that can now be globally modified includes contract hours, hire and termination dates, overtime settings, and hour calculation modules.

The global modification process now involves selecting the operation you’d like then selecting the employees to modify by selecting them from a list or Employee Filter. You will then select what fields you’d like to change, and can go through with the operation by clicking on Process.

Employee Messaging

Change Summary

Replaces Messaging.

Employee Messaging allows users to send a message from any feature.

Allows company-wide messages as well as individual messages created with an Employee Filter

Individual messages can be viewed in the employee’s Management tab.

Tools Menu

Import

Change Summary

Consolidated import types in one feature.

Employee Messaging replaces the

Messaging feature in previous versions of the software. The feature is available under the

Employee menu and allows you to send out messages without leaving the feature they are currently in. Individual messages can be sent to employees selected from a list or by using the Employee Filter. Additionally, users can check on employee messages underneath that employee’s Management tab.

Imports are now consolidated into one feature. Once the import type has been selected, Upload the file you are importing and configure any necessary options for parsing the file.

Export

Change Summary

Consolidated export types into one feature.

Intuitive drag and drop interface.

Create custom text fields in header and footer.

Filter relevant exports by job code.

Just like Imports, each type of Export is now consolidated into a single feature. Select the export type from the drop-down in the upper left hand corner.

You can add fields for the header, body, and footer. Click Add Fields in the section you would like to create fields for to select what you would like to include in the export. Note that a new line will automatically be generated in the body – selecting New Line will create a blank line between each entry. Different fields can be dragged and dropped in the preview. Double click on a field to edit how the field is presented (e.g., maximum length, adding suffixes, and so on).

Employee Status

Change Summary

Now located in the Hours menu (formerly Who’s Here).

Call list integrated into All and Hours tabs.

More options on Not In tab (replaces Call List and Who’s Absent).

Employee and job code filters.

The Employee Status feature (formerly called Who’s Here) still gives you a real-time update on the status of your employees. The former functionality of the Call List is now visible on the All tab, where employee phone numbers will be visible by default. Call Notes can be created by clicking on that column, and will expire after the user-defined length of time.

The Not In tab contains several sub-functions. These can be accessed from a dropdown menu within Not In:

Not In: Displays all employees not currently clocked in, as well as their schedule (if applicable).

Not Scheduled: Only displays employees that are not currently clocked in and are not scheduled to be in today. This can be used to quickly see which employees can be called in to pick up a shift.

Scheduled: Only displays employees that are not currently clocked in and are scheduled to be clocked in by now. This can be used to quickly see who is tardy.

Absent: Only displays employees that did not clock in for the entirety of their scheduled segment.

This can be used to track which employees did not show up today.

Additionally, any tab can be filtered by either using the Employee or Job Code Filter. This replaces the

Criteria button from previous versions of the software.

Request Manager

Change Summary

Provides a list of requests in both calendar and list form.

Requests can require up to three levels of approval.

Requests can be approved without editing the Request Detail.

Once approved, requests can automatically be added to that employee’s schedule and/or hours worked.

Allows users to enter requests on the behalf of their employees.

The Request Manager features major changes from previous versions.

Employee requests are visible in both a calendar and list form. In either view, multiple requests for a day or week can be selected and approved at once. Segments can be approved, viewed, or edited by either right clicking on the segment in question or selecting the segment and accessing the Manage menu.

Requests can also now require up to three levels of approval. These can be configured on the employee’s Management tab, and what approval levels a user has access to can be configured in that user’s

Permissions tab. Requests will not be approved until all required levels have been approved.

Requests can also be edited by selecting the request and selecting Detail from the Manage menu. From here, details of the request can be edited, the user can enter a Manager Note, and the request can be configured to automatically assign the request to the employee’s schedule and/or hours worked.

Finally, users can now enter requests on the employee’s behalf. This can be done by clicking on the Plus icon on the calendar view or Add in the List view.

Other Tools

Unresolved Punches

Change Summary

Formerly Employee > Unresolved Punches.

Users can now edit unresolved punches through Individual Hours.

Attempt log can be accessed by clicking on the amount of attempts.

Unresolved Punches maintains much of the same functionality as previous versions of the software. A major difference is that employees can now edit individual segments by clicking on the pencil icon before importing them. Once the segment has been edited, users can click on the Return button to go back to the

Unresolved Punches feature and upload the corrected punches. In addition, an attempt log can now be viewed by clicking on the amount of attempts for each punch. This will give you a time and status for each attempt at performing an operation.

Attendance Monitor

Change Summary

Now located in the Hours menu.

The Attendance Monitor remains largely unchanged from previous versions of the software. Segments can be filtered by whether or not the employee is working or scheduled to be working, and Employee and Job

Code Filters can be applied to the results. The full Attendance Monitor report can be saved or printed using the Download button.

Hours Audit Log

Change Summary

Replaces Hour Edit Log and Override Log.

Advanced Filter allows users to view segments by transaction type, feature used, and other criteria.

The Hours Audit Log replaces both the Hours Edit Log and Override Log

(formerly located in the Tools menu) with one powerful feature that can search for any type of edit performed on a segment. Segments can be filtered by using the

Employee or Job Code Filter, or by using the new Advanced Filter, which allows for the following filters:

Minimum edits per individual

Transaction type

Exception approval

Override method

Triggering operation

Feature where edit was made

A complete report of all filtered segments can be saved or printed using the Download button.

Configuration Menu

Users

User Profiles

Change Summary

Formerly User List.

Changes made to the Add Employee Wizard to allow password creation when setting up a user.

Permissions tree moved to Permissions tab.

User Profiles has replaced the User List in previous editions of the software. Clicking Add will walk you through creating a new user, including setting up passwords. Rather than clicking on Configure to edit a user’s options, they will appear on various tabs.

Similarly, the permissions tree has been moved to the Permissions tab. Here, all the permissions for feature and override access for the user can be configured in a tree view. Checking a parent level permission will automatically allow all permissions beneath it; to remove a child permission, simply uncheck it, and the parent permission(s) will turn to a gray checkbox to denote partial permissions.

User Profile Roles

Change Summary

User Roles is now its own feature.

Roles are assigned on the User Permissions tab.

User Profile Roles (formerly User Roles) has become its own feature. Click on Add to create a new user role, as well as optionally select an existing role to copy permissions from. These roles can then be assigned on a user’s Permission tab.

Job Codes

Change Summary

Replaces Master Job Code List.

Ability to filter regular, leave, and active/inactive codes.

Breaks and Break Rounding tabs have been combined into Breaks tab.

Auto Out has been moved to the Advanced tab.

Accrual information moved to Accrual Banks.

Job code list can be printed or saved using the Download button.

The Job Codes feature has replaced the Master Job Code List. The tabs to view regular and leave job codes have been replaced by the Filter button, which filters the list to only include job codes that meet certain criteria.

Job code settings are now split across multiple tabs. Break and Break Rounding have now been combined into the Breaks tab. Automatic Deductions are now assigned on a per-employee basis through Automatic

Break Rules. Auto Out is now located in the Advanced tab.

To edit a job code, select it from the list on the left. The settings to change specific aspects of the job code are now located in the job code’s individual tabs. Information on the job code’s Accruals tab is now set up on the Accrual Bank level (see below) due to changes in how accruals are implemented.

A report containing your job code list can be printed or saved using the Download button.

Cost Codes

Cost Code List

Change Summary

Replaces Master Cost Code List > Edit List.

Cost Codes can be accessed in three different ways: Tree, List, or Simple Select

Up to five levels of cost codes are supported.

Cost codes are selected on a per level basis.

Manage Branch allows you to copy, delete, activate, and deactivate whole branches of cost codes.

The Cost Code Simple Select, Cost Code List, and Cost Code Tree

View feature replaces the Edit List option of the Master Cost Code List.

The most notable change is that there are now five levels of cost codes, compared to three in previous versions.

In the Cost Code Simple Select view, rather than being presented with a list of cost codes, cost codes are selected by either using the Search function or selecting the first level of the cost code. Once the first level has been selected, the second level will become accessible. Repeat until you have found the specific cost code you would like to edit. To create a new cost code, click on Add. Creating a new cost code works similarly to selecting a cost code to edit – just change the level you’d like to add.

Cost codes can be manipulated on a branch level by selected Manage Branch. Here you can copy, delete, activate, or deactivate cost codes on a branch level, meaning edits made here will also apply to all the levels beneath the selected cost code.

Cost Code Groups

Change Summary

Rules can be created by including or excluding cost codes by level.

Assignments tab allows you to view what job codes and employees have that group assigned.

The Cost Code Groups feature has replaced the Edit Group option of the Master Cost Code List. To create a cost code group, click on the Add button.

After selecting the new group from the left, rules created by selecting Add Rule and including or excluding certain levels cost codes. These rules can then be seen by clicking Preview or tested against other groups by clicking on Test.

Accruals (Banks and Rules)

Change Summary

Accruals are no longer configured individually and assigned to a single job code.

Accrual rules determine how and when an employee receives accruals.

Accrual rules have a wider variety of posting periods.

Accrual rules are then assigned to accrual banks, which collect the time earned through the rules.

Each bank can then be assigned one or more job code that use accrual time, as well as have their cap/reset options set independently.

Accruals have seen a major overhaul in TimeClock Plus. Rules are no longer assigned individually to employees, nor are they limited to a single job code. Rather, rules are created in the same process as they were in previous editions of the software (though there are many more options for posting periods), but are then assigned to Accrual Banks.

Accrual Banks contain one or more rules for earning time that can then be used on one or more job codes.

For example, if an employee receives company and union-mandated time off, those two rules can then be assigned to a single bank, which will use time earned from both on the paid time off job code. Accrual caps and reset rules, formerly defined on the job code level, are configured per bank.

Once created, Accrual Banks can be assigned to employees on their Payroll tab. The bank can also be customized on a per-employee basis.

Other Configurations

Clock Configurations

Change Summary

Replaces several options in On Screen Time Clock and Company Defaults.

Can be assigned to both employees and terminals.

Clock Configurations, such as which clock operations are allowed, or which options are available when the employee is clocking in, are now created in Clock Configurations. These can be assigned individually to employees or employee roles as well as assigned to individual terminals. Please note that employees clocking in on a terminal will use that terminal’s configuration, regardless of what they are assigned.

Request Templates

Change Summary

Moved from Scheduler to Manager (formerly Employee Request Quick Select List).

Can be added to employees through Global Modification or the employee’s Management tab.

Request Templates have replaced the Employee Request Quick Select List. This feature is now available in Manager under the Configuration menu. Creation of request templates has been simplified, and once created can be assigned via Global Modification or the employee’s Hour tab.

Automatic Breaks

Change Summary

Replaces Job Code Automatic Deductions, the Auto Deduction Module, and the Shift Based

Auto Deduction Module.

Breaks can be configured to occur at a certain type of day or after a certain segment length.

Rules are assigned to employees on the Hour tab of Employee Profiles.

The break occurring can be restricted by segment time, date, or segment length.

Breaks can be configured to be automatically assigned to worked and/or scheduled segments.

Breaks can be set to only occur in certain job codes.

The Automatic Breaks feature replaces the

Automatic Deduction tab of job codes as well as the Auto Deduction and Shift-Based Auto

Deduction modules, and is included in

TimeClock Plus Standard. Unlike the Auto

Deduction Module, breaks can be configured to occur at certain times of day or when an employee has worked a certain length of time in one segment (similar to deductions on a job code level). Clicking the Add button will walk you through a wizard that will explain the various steps in creating an automatic break rule.

Breaks can also be restricted so they only occur when the segment starts at a certain time, starts on a certain day of the week, or is within a certain length of time. Breaks can also be configured to only occur in certain job codes.

Automatic break rules can be assigned to employees via Global

Modification or the employee’s Hour tab.

Company Menu

Close Week

Change Summary

Now located in the Company menu (formerly located in File).

Both Close Week and Undo Close Week are located on the same feature.

Provides a log of recent Close Week operations.

The Close Week feature now contains options to close the week and unclose the week. In addition, users are provided with a log of the ten most recent close week operations, including who initiated the operation, when it occurred, and any exceptions that may have caused it to fail.

Company Defaults

Change Summary

Formerly Configuration > Preferences > Defaults.

Bi-weekly and quad-weekly base dates can be configured in the Calculations section of the Global tab (formerly located in Quick Setup Wizard).

Segment Approval options are available in the Manager tab.

Company Basic Schedules can be created in the Schedule tab.

Settings for WebClock located in Client tab.

Request Entry and Processing options located in Client tab.

Many hour calculation modules now have options in the Global tab.

Company Defaults are now located in the Configuration menu.

Many of the options previously available are still on their respective tabs. Bi-weekly and quad-weekly base dates can be configured in the Calculations section of the Global tab.

Some new options are available in the Company Defaults feature. Segment Approval options (which dictate the behavior of approvals on segments in certain scenarios) are available in the Manager tab. A

Company Basic Schedule (a basic default fixed schedule for the company) can be created in the Schedule tab. Most of the options formerly on WebClock are now located in Client Settings, along with rules for how requests are entered and processed.

Custom Fields

Change Summary

Moved to Configuration menu.

Filter allows users to only display custom fields that use certain inputs or are in certain features.

Custom Fields can be assigned to multiple features.

Detailed Custom Fields Wizard walks user through Custom Field creation process.

Filtered Input is now called Custom Format.

Manage Custom Fields have been moved to the Configuration menu. Created custom fields are listed to the left of the feature. Use the filter button to view only custom fields that use certain inputs or features.

Custom fields can now be included in multiple features.

Custom fields are now created through a detailed Custom Fields Wizard that will walk you through each step of the field creation process. Please note that Filtered Inputs are now called Custom Format fields.

Holidays

Change Summary

Formerly Holiday Calendar.

Holidays can be filtered by holiday status or hidden if they have already occurred.

Holidays is the new incarnation of the Holiday Calendar. The function is primarily the same as previous versions of the software, but the visible holidays can be filtered by holiday status or date of occurrence.

Modules

Automated Tasks

Automated Reports

Runs as part of the Admin Server process instead of as a separate program.

Configured when saving reports or editing saved reports.

Reports can now be run as ADMIN.

Automated Reports no longer require a separate Automation Utility. Instead, the report can be set to automate any time after it is saved by selecting Add under Report Automation in the Saved Report menu.

Reports can now be automated as the ADMIN user to ensure that the sent reports contain a complete data set.

Automated Imports

Change Summary

Runs as part of the Admin Server process instead of as a separate program.

Individual import types can be configured and saved within Manager.

Imports no longer use a proprietary file type – simply drag a compatible plain text file into an automatically created folder for the company and import type and Automated Imports will process it for you.

Provides access to a log of previous imports.

Automated Imports are now handled entirely through TimeClock Manager, rather than through a separate program. Once configured, imports will run at the selected interval as long as the Admin Server is running. Automated Imports can be accessed and configured through the Company menu. Each import type must be configured before it can be used. These configurations can be loaded from saved Import maps, created from scratch using the same process as Import, or mapped using a sample file.

Once an import has been created, a folder for the organization and import type will be created at a designated location on the server. You no longer have to rename files with a proprietary file format – simply drag the text file you’d like to import into the relevant folder, and Automated Import will add the information to your organization. If the import has any errors, these can be viewed by clicking on the View

Log button.

Shift Differential/Shift Monitor

Change Summary

Runs as part of Admin Server and no longer requires a separate utility.

Job Code Adjustments have been moved to a separate tab and can now be made when creating the shift schedule.

Shifts can be processed manually in Individual Hours and Group Hours.

Shift Differential is now handled through the Admin Server and no longer requires the Shift Monitor utility to run. Instead, shift processing is processed at designated times using Manage Automations.

When setting up shift schedules, Job Code Adjustments can be made by accessing that tab, rather than having to be added after the shift schedule has been created. Once a shift schedule has been assigned to an employee, it can be processed manually by selecting Process Shift Differential from the Manage menu.

Substitute Module

Change Summary

Lists of Employee Types and Campuses/Locations can be created in Manage Job Code.

The Substitute module contains the same functionality as before; users can set up job codes to require a sub ID, as well as allow or disallow certain employee types or locations.

The employee will then have these types and locations assigned to them in their own

Custom Fields tab.

The main change is that lists of Employee

Types and Campuses/Locations can be created in the Custom Field tab of Manage

Job Code. The items created on these lists are then entered on the employee’s Custom

Fields tab to determine whether or not that employee is eligible to be subbed for.

When an employee clocks in using

WebClock to a job that requires sub tracking, they will be presented with a list of eligible employees they can substitute for.

This employee will then be listed in the substitute’s segment in Individual Hours.

LDAP Authentication

Change Summary

Now located in the LDAP tab of Company Defaults (formerly Configuration > User List and

WebClock > Configure Modules).

Able to configure both user and employee LDAP settings independently and on the same page.

The LDAP Authentication module works similarly to previous versions of the software. The major difference is that all settings are located in the same feature – the LDAP tab of Company Defaults. Here, the user can

define the Domain name and Server, as well as enable Partial or Full LDAP Authentication for both users and employees.

Manage Contract Templates

Change Summary

Formerly Contract Templates.

Ability to navigate between contract settings and hours through tabs.

Validate and Delete buttons available at all times.

Clear Day renamed to Clear Hours.

Copy functionality located in Manage menu.

Contract Templates work similarly to previous versions of the software. The primary differences are in how the software has been streamlined to make the contract creation process more intuitive. Once a contract has been created, it can be selected from the list to the left. Contract information (such as name, notes, and applicable job codes) can be edited on the General tab. The actual contract itself can be edited on the

Contract Hours tab.

Contracts can be Validated or Deleted by selecting the respective button on either tab. The process for each of these operations remains the same, though the Contract Validation window has been streamlined.

Clear Day has been renamed to Clear Hours. This feature still allows you to clear multiple contracted segments from one or more templates, but has had a name change to better indicate its functionality.

The Copy function is now located in the Manage menu in the Contract

Hours tab. The options here remain the same, allowing for linear or day to day copying of hours from one range to another, as well as the ability to clear hours in the destination range if they do not match up with the source.

Hour Calculation Modules

Change Summary

Hour calculation module settings are now located in the General tab of Company Defaults.

Multiple hour calculation modules can be assigned to an employee or role at once in the Overtime tab.

When applicable, individual module settings can be overridden on an employee/role basis.

Hour calculation modules can be enabled, removed, or overridden via Global Modification.

Hour Calculation modules (such as Daily Overtime

Exemption, Quad-Weekly Overtime, Salaried Non-

Exempt, and so on) are configured the same way as they were in previous versions of the software. However, instead of having to access a separate menu and edit them one at a time, all hour calculation modules with relevant settings are available on the General tab of

Company Defaults to be enabled and configured as needed.

Another major change is that multiple hour calculation modules can be assigned to employees or roles at the same time. Assigning a calculation module still involves going to that employee or role’s Overtime tab – but instead of selecting a module from a drop-down menu, select the section for each module you’d like to use and check Enable. If you would like to change the settings on a module on an individual or role level, check

Override Company Settings. Additionally, all of these changes can also be made for multiple employees at once through Global Modification.

WebClock

WebClock Basics

Change Summary

Quick operation buttons.

New navigation bar.

WebClock has a new login page that combines many of the features of On-Screen TimeClock. In addition to still being able to log into WebClock, employees can type in their ID and clock in or out, as well as go on or return from a break.

WebClock’s dashboard also contains a new navigation bar similar to the rest of the apps in TimeClock Plus.

Most options remain in the same place, but look different or require less clicks.

WebClock Requests

Change Summary

Now located in its own feature.

Employees can see Calendar or List view.

The major change made to WebClock is how employees make requests. Upon selecting Request from the navigation bar, the employee will have Calendar and List views, similar to the Request Manager in

Manager. Requests can then be made by clicking on the plus sign or Add Request.

Employee Time sheets

Change Summary

Employees can view and edit time sheets on a weekly basis.

Time sheet entries can be copied across multiple days.

Employees can Accept weeks to save them to their hours or Reject changes to erase changes made to that week.

Employees can approve time sheet entries on a segment or weekly basis.

Once an employee has one or more job codes that allow time sheet entry and the option to use time sheets on their Hour tab is enabled, the employee can access Manage Time Sheet from the WebClock dashboard.

Employees can navigate across weeks they are able to enter in time sheets. Once the employee has reached a week they want to enter time for, they just have to click Add. The default time sheet values will populate for that segment, but can be changed by using the time picker or the Edit button, which will also allow greater detail in editing the segment. Time sheets can be duplicated to other days of the week by clicking on the Copy button, or removed entirely by clicking on Clear.

Once the time sheets have been added, the employee must click Accept to save the changes made.

Alternatively, the employee can click on the Reject button to undo all changes made since the last time the employee accepted their time sheets. Employees can also approve time sheets after entering them by either checking the Approve box above a segment or selecting the Approve Week button to approve all applicable changes.

Scheduler

Scheduler Basics

Change Summary

New layout.

Hides weekends by default.

No longer have to open up schedules by the week, and can define the schedules.

Can add or edit individual segments.

Features an Availability Filter.

Scheduler has seen major changes in its layout. Weeks of schedules no longer have to be opened before they can be edited. Rather, an individual employee can be selected, and the date range to edit can be defined by using the date picker. Segments can be created by clicking the Add button, or modified by using the Manage menu or right clicking on the schedule. Fixed schedules can be overridden by creating a

segment on that day, and the day can be returned to the fixed schedule by selecting Reset Day(s).

Schedules can also be filtered by the usual Job Code Filter or by using the Segment Filter to hide certain types of segments.

Templates

Change Summary

Replaces Snippet and Shift Pool.

Creates segments from one day to eight weeks that can then be assigned to an employee’s schedule for regular or recurring schedules.

Schedule Templates replace Snippets and Shift Pool functionality from previous versions of the software.

Templates can be created for any amount of time between one day and eight weeks, and then be reassigned elsewhere in Scheduler. Click on Add to create a segment (single segment), day (one or more days) or week

(one or more weeks) template. Once created, these templates will be available to assign by selecting Paste

from Template.

Weekly Overall Schedule

Change Summary

New location.

Can add and edit segments like in Employee Schedule.

Weekly Overall Schedule is now located in the Schedules menu and has seen changes very similar to

Employee Schedules, while displaying multiple employees at once. Segments can be created and modified in the same ways mentioned above.

Daily Schedule

Change Summary

New location.

Daily Overall Schedules are largely unchanged from previous editions of the software. It is now located in the Schedules menu.

Recurring Schedule

Change Summary

Formerly Fixed Schedules.

Now created in Scheduler then assigned to employees in Employee Profiles or Scheduler.

Create recurring schedules between one and eight weeks long that repeat until a set end date.

Includes a company basic schedule as well as individualized schedules.

Fixed schedules are now called recurring schedules, and are created and assigned in Scheduler as well as the employee’s Hour tab. A Company Basic Fixed Schedule can be created alongside any number of alternate fixed schedules. These are created similarly to week templates above. Once created, these can be assigned on the Recurring tab of Employee Schedule or the employee’s Hour tab, along with a start or end date.

Global Scheduler

Change Summary

Transfer Job Code Information and Delete Schedules are now Global Scheduler functions.

Uses same layout as Global Modification.

Change Schedule and Change Job Code Assignment combined into Modify Schedule Segment.

Segments can filtered to include segments within certain time ranges.

Global Scheduler now operates similar to Global Modification. The Change Schedule and Change Job

Code Assignment features of previous editions have been combined into the Modify Schedule Segment option. Segments on most operations can be filtered to only include segments that start or took place within certain time frames.

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