Employees
From TimeMinder Help
Contents |
New
This option is used to enter New employees into Time-Minder.
- The first field that needs to be filled in is Employee Code. This code identifies the employee to Payroll. Thus it must be exactly the same identifying code as what is used in the Payroll system. Tip: For employment agencies it is useful to give a new employee (who doesn’t have an employee code from Payroll yet), a temporary alpha code. Once the code from Payroll is received, this can be entered into Employee Code using Code Changer menu option. See Code Changer for more details.
- Name - Use the employee's Surname, leave a space then First Name. This allows alphabetical sorting.
- Allocate Card Number then press Enter. This fills out rest of field with leading zeros. Tip: Swipe card allocation – It is a good idea to have a Card Allocation Register. This would contain a record for each employee, showing which swipe card they have been issued. Effectively maintaining this register will eliminate the duplication of card issues and simplify the allocation of cards to new employees. It also provides a means of identifying cards that have been lost or damaged.
- Enter past Public Holiday Shifts and time credit. See Normal Daily Hours below and Public Holidays for more details re: this section.??
- The shift roster - Assuming shifts have already been set up, enter the appropriate shift for each day by clicking on the Name pull down menu. Highlight the shift and click on it. The Shift name, start and finish times will be displayed. See Creating a Rotating Roster.
- To enter the same shifts in all days below the shift just entered, press F11 key. Otherwise, you will need to click on each individual day. Make sure that there is a shift for every day, even if the person does not work on that day.
- Do the same for classifications and cost centres.
- Update current week? - Unless otherwise directed it is recommended that this box remains ticked for all normal applications.
- Clear Weekly – Tick this to clear shift entries on a weekly basis or leave unticked if shift details are to continue. This is particularly relevant for casuals.
- When all relevant fields are filled, select Save. DO NOT SELECT NEW since it clears all fields. Only use New when you make an error and want to start again.
Normal Daily Hours
This area tells the system to either:
- Never automatically credit daily hours on a Public Holiday.
- Automatically credit daily hours when there is a public holiday (as listed in Public Holidays list). See Public Holidays
- Automatically credit daily hours only if it's a weekday.
- Automatically credit daily hours only if it's a weekday and only if the employee has swiped in or out. This option will not automatically calculate overtime (if any).
- Automatically credit daily hours only if it's a weekday and also automatically calculate overtime.
The number of hours automatically credited will depend on what you enter in the field just above.
Creating a Rotating Roster
This can be done from within Employees -> Generate or Employees -> Modify, depending on whether you are creating the rotating roster for a new person or an existing employee.
- In the relevant week, fill in the correct shifts for each day. (To check that you are in the relevant week, look at date where it says Week commencing located just below Sun.) Remember that to save time, you can use F11 to copy the same shift information for each day.
- Once finished for that week, press Save.
- Next click on the right arrow, above Select roster week to move to the next appropriate week.
- Fill in the correct shifts for each day.
- Once finished for that week, press Save.
- Click on the right arrow again until you are in the next relevant week.
- Repeat the above until you have finished configuring the rotating roster.
- Once finished filling in the weeks with shifts, click on Save.
- Close window by clicking in the top right hand corner X.
Manually rotate roster
Clicking on this button will leave Week commencing date static whilst the saved rosters for each week rotate. Clear wks 1-12 Deletes all shift details for every week for that employee.
If you click on the right hand side arrow, to select another roster week, you will see that the button changes to Clear wks 2-12 etc. Thus you can choose which weeks you want information deleted from.
Save this Roster
Once you have filled in the correct details for the week(s), clicking on this button will save the roster configuration. You can save a rotating roster configuration for a maximum of 12 weeks.
Tip: You can name rosters whatever you want, but you shouldn't put a number at the end of a roster name
You can then either select another employee (from within Employees – Modify) or create a new employee (from within Employees – New). Then go to the appropriate week you want to copy the saved roster to and click on the down arrow to the right of Load. Choose the relevant roster from the list. This will give the current person that roster configuration. Click on Save at the bottom right hand side of the screen.
Deleting Saved Rosters
Select the roster from the drop down menu and click the del button.
Modify
This menu option (or the icon with the light blue man) is used to modify existing employees. The window looks very much like the New screen, except that it says Modify in the top left corner, rather than Generate. You then choose the employee you want to modify from the Name, Employee code or Card Number pull down lists.
Modify is also used when moving an employee to inactive. This stops the employee appearing on the reports (except the Period Totals), thus reducing the size of these. An employee should be inactive when they are not currently working but their attendance history details are still required.
To make an employee inactive:
- Choose the employee from the list
- Delete the card number
- Click Save
Additional Information
This area is used to enter information for an individual employee, when it differs from the shift information. For eg. union deduction.
Pay Rate: (Selection A) & Address (Selection B) can also be used to group employees.
Grouping Employees
To group employees, type a group name or category (in one of these fields) for the relevant employees. See also Filtering data
For example, If you type "Group 1" in the field Selection A for some employees, you can then run a report selecting Group 1. The report will display only those employees that have "Group 1" in the field Selection A.
You can then further breakdown the groups by typing another group name or category in the other field (ie. Selection B). So Group 1 could be composed of sub-group Red & sub-group Green. Then you could run a report that only displays employees within Group 1, Green.
Delete
This option (or the icon with the red man) will permanently delete all data for or the employee. To delete an employee, they must first be made inactive. See Employees - Modify.
- Choose the employee from the pull down list.
- The following window will pop up to confirm that you want to delete this person. Check you have the right person and click OK.
If an employee is accidentally deleted, the best thing to do is wait until the next week is created in Time-Minder. Then enter the deleted employee back into the system. All details such as card number must be the same. Times will need to be manually calculated for the person until they are back in the system.
- Note Whenever an employee is generated, modified, or deleted, a temp file is created. This file must then be exported to Ezitracker, the Time-Minder remote facility. The information in this export file is essential for Ezitracker to work. Ezitracker allows employees to clock in/out by using the phone, instead of swiping in/out of a clock.
Code Changer
This facility is used to change the temporary employee codes that have been initiated as described above in Employees -> New.
List
This option (or the icon with the blue men) allows you to view to Screen or Print a list of all employees in the system for this company.
