This document provides guidance on using the Time, Attendance & Scheduling (TAS) system. It covers setting up user profiles, assigning schedules using templates or custom schedules, managing attendance through clock-ins/outs and resolving issues, and other TAS functions. Key sections include getting started with the system, assigning continuous or one-time schedules, setting attendance notifications, understanding permissions and employee hierarchy, and using tools like the shift calendar and scheduling tab to manage schedules. The document serves as a manual for TAS users to understand and navigate the various features.

1. Manager’s
TAS Guide

2. p.5-7
Getting yourself set up
• Google Chrome
• Logging in
• Updating your profile
• Attendance Notifications
p.10-16
Assigning Schedules
• Continuous Schedules
• How to assign a Schedule Template
• How to assign a Custom Schedule
• Shift Cal
• Days Off
• How to assign days off
• Assigning a Custom Shift
• How to assign a Custom Shift
• Multiple same day shifts
• How to assign multiple same day shifts
• Scheduling Tab
• How to use the Scheduling Tab
• Multi Insert Tool: Schedules
• How to use the Multi Insert Tool to cre-
ate schedules
p.8-9
Some things you should know
• System Permissions, Positions, Employee Types
• System Permisions - What are they?
• Employee Positions - What are they?
• Employee Types - What are they?
• Work Sites
• Thresholds
• Subordinates
Introduction
• So what is TAS?
• So why is TAS so important?
• PayrollHero & TAS
p.4

3. p.17-20
Clocking in/Out
• Setting up your Webcam
• MyClock
• How to use MyClock
• TeamClock
• How to install/start TeamClock
• For the iPad
• For your computer
• How to use TeamClock
• Attendance
• Attendance Page
• Resolving Attendance
• Different types of attendance issues
• How to resolve attendance
• Review Page
• Rollcall Days
• Rollcall Day Items
• How to create a Rollcall Day Item
• How to create Attendance Reports
p.21-24
Attendance
• Attendance Page
• Resolving Attendance
• Different types of attendance issues
• How to resolve attendance
• Review Page
• Rollcall Days
• Rollcall Day Items
• How to create a Rollcall Day Item
• How to create Attendance Reports

4. Introduction
So what is TAS?
TAS stands for Time, Attendance & Scheduling. When we use this term really we are referring
to a companies’ management of those elements for their employees. Traditionally companies
have used a variety of methods to do this. This could be a combination of different software,
computers, physical machines etc.
You’ve probably seen or heard of some methods companies previously used. Punchcard
systems, timeclocks, card readers, phone systems, spreadsheets, email or even just bits of
paper! Apart from some, these were not really designed for monitoring TAS and even those
that were still had to be used in conjunction with other tools. Not only that but on most
systems there was literally nothing to stop fraudulent clock ins. All of this can make TAS
management confusing and time consuming.
So why is TAS so important?
Well that’s a good question. What’s a company’s most important asset? It’s their employees,
but, it can also be their biggest liability. Employees are often late, leave early, take long breaks,
call in sick and this can really add up. There is an old adage, time is money, and when you are
paying somebody for the time they spend working it literally is.
For a second let’s forget the attendance issues I just mentioned. Companies also have to
employ staff to manage their employees. Human Resources, supervisors, managers are all
crucial to a successful business and can be costly. Even if employees were always on time and
never took a break, you still need to make schedules for your employees and ensure you have
the correct staff levels at your business at all times.
PayrollHero & TAS
This is where PayrollHero comes in. PayrollHero was designed from the ground up to facilitate
correct Time, Attendance and Scheduling management. There is no longer a need to use
multiple platforms to oversee this area of your business. Employees can clock in, view their
schedules, take breaks and clock out all through the one piece of software.
You can create schedules, resolve attendance, view employee attendance infractions or even
be notified of these automatically by email.
Not only that it makes something that is generally quite a boring task and turns it into
something quick, easy and fun. This course will show you how.

5. 5
Getting
yourself set up
Google Chrome
We heavily advise you to use Google Chrome
for PayrollHero. Our system is optimized
specifically for this browser. So if you don’t have
chrome already go to www.google.com/chrome/
and download it.
Logging in
To login you will need your company name. Ask
your trainer for this now.
1. Enter your username/email & password
The sign in page should look like this
2. Now click “Sign In”
3. Now go to “My Profile”

6. Updating your profile
1. Now go to “My Profile”
2. Edit your contact details
3. Enter your details into the form that
appears.
The form will look like this
4. Now click

7. 7
Attendance Notifications
Notifications are a great tool for keeping up to
date on your employees’ attendance. Basically,
notifications allow you to be informed of variety
of attendance infractions. You can also control
the frequency of these notifications. You can
either receive these instantly or get daily/weekly
summaries. Notifications can be set up for any
employee with subordinates. You can receive
notifications for the following infractions:
• Absence
• Not Clocked Out
• Early Clocked In
• Late Clocked In
• Early Clocked Out
• Late Clocked Out
• Clocked Offsite
• Clocked on Non Work Day
You can also choose to receive these notifications
depending on the subordinate. So a manager
might want instant notifications about their
lower employees but only a daily summary for
supporting staff. Notifications are only sent for the
subordinates attributed to a superior. The superior
has complete control over their own notifications.
Instant notifications are sent for each of the
infractions you chose the minute once the
corresponding threshold has been exceed
Daily and weekly summaries are sent for the
previous/day week.
How to set up Attendance
Notifications
1. Go to “My Profile” 2. Click on “Notifications”
3. On the left hand side enable all the notification
types you wish to receive
4. On the right hand side choose the frequency you
want to receive them for subordinate type

8. Somethings
you should know
System Permissions, Positions, Employee Types
These are the three main settings that make up an employee profile. It is crucial you understand their
roles and place within the company setup.
System Permisions - What are they?
System Permissions is the name for our interface that enables a company to allow different levels
of access to users on the company PayrollHero account. They dictate what a user can do on
PayrollHero. It allows a company to have different tiers of access for different employees. Let’s look
at an example to show how this works.
Imagine a small bakery, they have 15 employees. one is the owner, a bookkeeper, two supervisors and
the rest are regular employees. On PayrollHero you might set up four tiers of system permissions.
So you can see how System Permissions work.
However the tiers I used are just examples. System
Permissions lets you choose and fully customize the
levels of access to suit your needs. You can have as
many different types of system permissions as you
require.
Tier 4 is for the regular employees. It allows them
to access their own profile and their own schedules.
Tier 3 would go to the supervisors. They can both
see their individual teams, create schedules for them
and manage their attendance.
Tier 2 would be for the
bookkeeper. It allows them to
see every employee, look at their
schedules but he doesn’t have
permission to edit the employees
profiles, as that’s not one of his
responsibilities.
Tier 1 is for the owner and he
has full access to system he can
view all the employees, resolve
their attendance (we’ll get to that
later) and set up schedules for
everyone. He/She would have full
access to the payrollhero software
for the company.
Employee Positions
What are they?
Basically, with the employee position system you enter all the positions you have within your
company. Like manager, team leader, sales assistant etc. You then create the company hierarchy.
So, for example, you would probably have your manager in charge of your team leader and your sales
assistant under them. The reason this is important is because it will allow you to correctly set up
subordinates (a feature I will explain later) allowing your staff to be correctly managed on the system.

9. 9
Employee Types
What are they?
So what are employee types and why are they different from positions? Employee types are really a
broad label for different levels of positions. For example, you might have a CEO and a President, two
different positions, but they could both belong to the Executive employee type.
So why do we make this distinction. There are two things that employee types effect for TAS.
The first is the expected amount of hours that they should do a day. For example you might have
part-time staff that only work 4 hours and full-time staff that work 8. You can make two separate
employee types for this.
The second thing employee types effect are thresholds. We will cover thresholds later on, but to give
you some idea they dictate when attendance infractions trigger notifications or adjustments to hours.
Work Sites
Worksites are the different locations that you have employees working at. You might have
several different branches and this makes it easier for you to organize your staff members.
You can name them and add their addresses to the system. Also if you have different
international locations you can allocate the correct time zones here.
Thresholds
Thresholds dictate how the system deals with different attendance infractions for each employee
type. They tell the system whether an employee type can clock in/out early late and what will
trigger notification alerts (something we will cover later.)
You might want the system to notify you every time one of your store assistants is late but not when
your supervisor is. Maybe HR don’t want your store assistants to clock in early but probably would
want you to be able to. Thresholds control all of this.
Subordinates
Subordinates are an incredibly crucial element of TAS on PayrollHero. When it comes to managing
TAS of your staff we need to make sure that the subordinates have been set up perfectly for each
employee you wish to perform this task. You can have as many employees as you like managing TAS
but their system permissions and their subordinates need to be right
Subordinates, are all the employees under the authority of another employee. For example, you are
the Company Owner. Your a manager who looks after a team. You have a supervisor who is your
subordinate, but the team they manage are both the supervisor’s and your own subordinates.
However, lets say you have four supervisors and they each look after a team of ten employees.
Although technically, each of those employees are the subordinates of the four supervisors you
probably won’t want each manager managing all forty of those employees. With the subordinates set
correctly this won’t happen.

10. Assigning Schedules
Continuous Schedules
There are two types of continuous schedules that can be set up on the payroll hero system,
Schedule Templates and Custom Schedules. I have already explained the purpose of schedule
templates in chapter three so we are not going to dwell on that too much here. To recap, schedule
templates are a group of shifts for employees who have the same ongoing weekly pattern. A time
limit can be put on them if needed or made to run indefinitely.
Custom Schedules work in the same fashion as schedule templates but you just create the
schedule for the employee and don’t require a template. This can be helpful when you have an
employee who doesn’t share the same schedule as anyone else but still works the same shifts
every day. For example, you might have an office with a janitor. All your office staff comes in 0900 -
1700, Monday to Friday so you use a schedule template. Your janitor works 1700 till 2100, Monday
to Friday so you would create him a custom schedule. You could still use schedule templates if you
wanted. A custom schedule can’t be used on other employees whereas schedule template can.
How to assign a Schedule Template
1. Access the employees profile you wish to add the Schedule Template to
1- Open the employee list 2- Search for the employee
2. Click on schedules

11. 11
3. Now click on
4.Enter the details for the Schedule
1- Start Date - When your schedule will start. You can post and/or predate as well. NOTE: it is not a
good idea to predate schedules as it will create historic roll call days (I’ll explain roll call days later)
2- End date - You can choose whether this new schedule is continuous or when it will finish
3- Schedule Type - This is whether you are going to be adding a schedule template or a custom
schedule
4- Choose a schedule template - This is where you select the template you wish to use
Choose the schedule template you wish to use
5. Once completed click

12. How to assign a Custom Schedule
1. Follow the steps 1 - 4 on how to assign a Schedule Template
2. Under “Schedule Type” choose “Customize schedule”
3. Enter the Custom Schedule details for each day
• Choose the Shift for that day
• Choose the worksite they will be working at
• Lock that day
4. Now click on
You can also edit existing Schedules you have created by clicking or delete them by
clicking

13. 13
Shift Cal
The shift cal is a tool that gives you a monthly view of an employee’s shifts. From here you can see
all their scheduled shifts, make changes, assign holidays and days off.
Days Off
These are the days that employees are not scheduled to work There are various options for days off
on payroll hero. Paid, Unpaid and Offset. There is also an option to allow employees to work on a
holiday.
Paid - This means that the employee has this day off but will be paid for the amount of hours that
you set under their Employee Type.
Unpaid - This means that the employee gets this day off and will receive no pay for it. Blank days
on the schedule are counted as this automatically.
Offset - Basically, this allows an employee to change of their scheduled days for a day off and then
work the day off instead. For example, say an employee was scheduled to work Monday to Friday
and has the weekend off but now needs the Friday off instead. They could take friday off and come
in on saturday.
Work this Holiday - Select this option on a holiday to set the employee to be working.
How to assign days off
1. Find the employee you require. You should know how to do this by now but if not refer
to some of the earlier chapters
2. Click on Shift Cal

14. 3. Click on the tick box for each day you want to update
4. At the top right hand corner of the calendar click on
5. Now choose which ever option you require
If you make a mistake, you can follow these steps and then click on “Reset to Default.” It
will remove any changes you have made.
Assigning a Custom Shift
Sometimes you don’t want to have continuous schedules for your staff. You might want to have
casual staff, need to provide cover for an absence or you arrange different schedules each week.
You could use shift cal to assign these shifts. You can assign the premade shifts we covered in
chapter two or just add in a custom made one depending on what your require.
How to assign a Custom Shift
1. Follow steps 1 & 2 above
2. Click on the day you wish to add a schedule to.
3. Then click on
4. Enter the shift details
5. Once done click
1- Shift - Select and existing shift or create
a custom one. By selecting a custom shift a
menu will appear exactly like the shift menu
we used in chapter two.
2- Worksite - Here you can assign the
worksite the shift will be at. Default mean
it will use the primary worksite on their
employee profile.

15. 15
Multiple same day shifts
There are occasions where you might need an employee to work multiple shifts in one day. For
example, somebody calls in sick and you need one of your employees already working to pick up
that shift. If this happens, you can use the shift cal to create multiple shifts for the same employee.
How to assign multiple same day shifts
1. Follow steps 1 & 2 above. 2. Then click
3. Enter the new shift details 4. Now click on
Scheduling Tab
The scheduling tab is best used in working environments that only create short term schedules. It is
generally used by team leader types who have a team of less than twelve. It allows them to create
schedules for that team a week at a time. It is displayed in a familiar manner that the majority of our
customers who create weekly schedules prefer. This way they can quickly start to use the scheduling
tab with very little experience.
How to use the Scheduling Tab
1. Go to the scheduling tab
2. Now filter the schedule page to show the employees you are looking to schedule and
the week which you wish to schedule
3. Click the days you wish to edit
they will go yellow once selected
4. Now click on
The actions menu works
exactly as shift cal menu.

16. Multi Insert Tool: Schedules
The multi insert tool can also be used to create schedules and works in a similar way to the
employee creation tool that we looked at earlier. It is a good tool to use if you have to assign
multiple schedules to a lot of employees. It is also in a familiar spreadsheet format that a lot of
users like to use. The system automatically generates a bespoke template for you to complete.
It is designed specifically for your company and its settings. You can choose the period of time it
covers and even filter the employees you wish to create the schedule for.
How to use the Multi Insert Tool to create schedules
1. Open the multi insert tool
2. Choose “Schedule Update” for the type of update
1- From - This is the date you want the period
you are going to edit to start
2- To - This is the date you want the period you
are going to edit to end
Filter by Tag - allows you to select only
employees in a certain tag
4. Now click
5. Open the spreadsheet (leave the
multi insert tool open) and input the
schedule you wish for each employee.
There is a legend within the spreadsheet
that shows you the correct format to
enter the schedules in
6. Save the spreadsheet.
7. Go back to the multi tool
and direct it to your spreadsheet
and then click
3. Enter the criteria for your schedule update

17. 17
Clocking in/Out
Clocking in/out is how PayrollHero tracks the attendance of your staff. It is integral to the software.
We offer an incredibly fun way of clocking in/out. Instead of punching in etc. your employees will
actually take a “selfie” of themselves. This is far more engaging and fun for everyone involved.
Sometimes props even appear on the screen!
Besides the entertainment value this also is fantastic for your business because we use facial
verification to ensure the person clocking in is actually the correct member of staff. This stamps
out buddy clocking. Also by using a clocking system it will ensure your business only pays an
employee for the hours actually worked.
We have two apps myClock and TeamClock to clock in/out of PayrollHero and various ways to use
those apps.
Setting up your Webcam
To clock in/out on a computer you will need to allow the html5 camera to work.
This is really simple. The first time you try to use the camera on a payrollhero
a box will appear, click allow. You have now set up the camera.
MyClock
MyClock allows individuals to clock in/out on the system through their own employee profile. It is
very simple to use. My clock also allows an employee to see their own schedule. They can also
follow their own attendance and see how they are performing. Generally, this is used by employees
in an environment where they have their own computer.
1- This is where you can see today or your next days schedule
2- The webcam image
3- Clock in/out
4- Take a Break/Go Back To Work
5- Your previous clock in/out pictures
6- Choose whether you are viewing your clock in/out pictures

18. How to use MyClock
Below is an example of how you would use the MyClock app during a typical working day.
Refer to the above image for where to click etc.
1. Open MyClock
2. Clock in by clicking the “Clock In” button
3. Enjoy the first part of your day at work
4. Click “Take a Break”
5. Go enjoy not working for a bit
6. Come back and click “Go Back To Work”
7. Enjoy the rest of your day at work
9. Click on the “Clock Out” button
And that is how you would use MyClock, it’s really that easy
TeamClock
TeamClock is the app we have created to allow you and your team to clock in/out. This is designed
to create a central hub for clocking in/out every day. This is suitable for companies who may
have previously used a clock in/out station or for business where employees don’t use their own
computer. TeamClock is again simple to use and comes in two forms. The web version which
allows you to access it through a computer and webcam or the iOS app which allows you to use it
on any iOS device.

19. 19
How to install/start TeamClock
For the iPad
1. Go to www.payrollhero.com
2. Click on
3. Then click on
4. Install the app on to your iOS device
5. Start your app
After the first time of completing this process you will only ever have to complete step 5.
For your computer
1. Go to YOURCOMPANYNAME.payrollhero.com/time_clock
How to use TeamClock
The functionality is exactly the same for both platforms except you might use your finger or
a mouse to complete these actions.
To Clock in/out
1. Login to TeamClock
1- Username - Enter your username here (you
must be the superior of the team you are wanting
to allow clock in/outs for.
2- Password - Enter your password
3- Please select a worksite - ensure you have
selected the correct worksite

20. That’s you basically set up TeamClock the following steps should be repeated by each
employee who is clocking in/out
2. Choose your gender
4. Select your picture
3. Choose the first inital of your surname
5. Either Click or Swipe to clock in/out
To take a break
Repeat steps 2 to 5. Now in the bottom right hand corner of the screen
there is the Take a Break icon. Either click that or swipe it up.
When returning from break repeat steps 2 to 5 and then then click or
swipe the back to work button.

21. 21
Attendance
Attendance Page
If you are in charge of managing TAS, your responsibilities might include reviewing and resolving
employee attendance. Generally, an employee’s attendance is handled by the same person who
manages their schedule. The attendance page gives you an overview of all attendance infractions
for the month shown on a daily basis. It is presented in calendar form so it’s incredibly intuitive to
navigate.
Above is an example of an Attendance page. As you can see, it shows every attendance issue
needing to be resolved as well as the days that have no actions required.
Resolving Attendance
So why do we have the attendance page? So we use PayrollHero to monitor the timekeeping of
employees, create their schedules and make sure they are attending work. The attendance page
and resolving attendance enables us to both the first and last of these tasks.
So for example, if an employee hasn’t clocked in that day it will show you on the attendance page.
You can then go and check if the employee is in work and find out why they didn’t clock in. If they
at aren’t at work, you can then find out if they are absent or running late.
Instead of having to spend hours running around ensuring your staff are where they are suppose to
be, when they are suppose to be, you can see it instantly on this one screen. If an employee is late,
you can decide whether to be lenient and pay them for their whole shift or deduct the exact amount
of their lateness.
The point is that you have all of this is provided to you on one page. Now you are able to credit
employees with the actual hours they have actually worked.

22. Different types of attendance issues
• Early - The employee clocked in/out before their shift was due to start
• Late - The employee clocked in/out after their shift was due to start
• Overtime - The employee worked more than their scheduled hours
• Undertime - The employee worked less than their scheduled hours
• Missing In - There is no clock in for this employee
• Missing Out - There is no clock out for this employee
• Missassociated - There is no schedule associated for the clock in/out
All of these will only show if the thresholds of the Employee Type have been exceeded.
How to resolve attendance
1. Open the Attendance page
2. Click on the day that requires resolution
3. Choose the attendance issue that you wish to be resolved
4. Choose how you wish to resolve it (your options might be different depending on the
type of infraction)
example of resolutions options for missing clock in
5. Give reason for update 6. Click
Repeat steps 3 - 6 if there are multiple issues that require resolved for that day

23. 23
Review Page
The review page is an overview of an employee’s attendance for the month. It is laid out in exactly
the same fashion as attendance and covers the same infractions as that page except specifically
for the employee’s profile you are looking at. It shows you the rollcall days for that employee.
Rollcall Days
If you click on a day from the Review page it will open up the rollcall day for that employee. Below
is an example of the details section of a Rollcall day
• Date - The date of the Rollcall day your viewing
• Clocked Hours - The hours clocked by the employee
• Payable Hours - The portion of clocked hours that should be paid by your company
• Status - Please ignore
• Prepared by - This is the employee the Rollcall day pertains to
• Approved by - This is the superior who has approved the rollcall day
• Created - This is when the rollcall day was created
Rollcall Day Items
Rollcall Day Items are the actual actions of the employee. So when an employee has any
interactions with MyClock/TeamClock this creates a Rollcall Day item. The system will look for
rollcall items when evaluating attendance. If there are any missing, duplicates, extra etc. this is
what creates the attendance infractions.
In some cases you might need to add a Rollcall Day Item
How to create a Rollcall Day Item
There are two ways to access the emp
1. Look up the employee you wish to edit
2. Click on “Review”
in the Roll Call section

24. 3. Select the day you wish to create the Rollcall Day Item for
4. Click
5.Enter Time, Kind and Reason
You can also edit existing roll call day by clicking or delete them by clicking
1- Time - The time you want to associate
with this Rollcall Item
2- Kind - What the Rollcall item is
Reason - Why it is being added
6. Now hit
How to create Attendance Reports
Sometimes you will want to export a report of your employee attendance for a certain pay
period. There is a feature within PayrollHero that allows you to do this.
1. Open the Employee List
2. Select the employees you wish to export the attendance for
3. Fill in the criteria for the report
4. Then click
The report will be emailed to your email address.