PayrollHero Manager's TAS Guide

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PayrollHero Manager's TAS Guide

  1. 1. Manager’s TAS Guide
  2. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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.

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