Client Set-Up Guide

Getting Started

Welcome to TimeMD! No doubt your here because you might be feeling a bit overwhelmed and not sure what to do next with your new time tracking software. Rest assured, we're here to help. In this section you should find everything you need to know to make the transition as painless as possible.

First Time Users

If you're logging into your account for the first time or haven't yet completed the set-up process, you should have been taken to the "Preferences" screen. On this screen you'll find access to both the required sections for set-up as well as the optional sections. The required sections are listed on the left hand side while the optional sections have been listed on the right. The difference between the two is that your account will not be considered ready for use until all the required sections have been completed.

Preferences

Below you will find a list of all the Preferences available to you. Now depending on which licensing option you have signed up with will determine if you see certain sections or not.

General Account Info

The General Account Information page allows you to set up and define certain types of information unique to your business or organization. Information like contact information (first and last name, e-mail address, phone number, etc...), login settings and branding can be found in this area.

Time Tracking Settings

This is where you can define settings related to your time tracking needs. Settings such as flagging time entries, authorizing terminals for time tracking, physical time clock settings, etc.

Holidays/Events

The Holiday/Events section of the site allows you to define certain dates that may require certain actions when it comes to scheduling and time tracking. Perhaps your business is closed during certain dates. This section will allow you to define what dates your business is closed and will therefore not include them when creating a schedule. It also allows you to define if your personnel should be paid holiday hours on certain dates.

Another common use for this section would be to define certain dates your personnel may not request off helping to eliminate any potential unfairness.

The dates you specify may either repeat on the exact date each year or you can define one-time only event. These are event that will only occur one time ever such as company parties, BBQ's, etc. Either way, you have the availability to define as many dates as you like.

Day Off Accrual Rules

This is where you can define the different accrual rules your company recognizes.

Pay Groups

This is where you define rules that relate to information critical to calculating overtime. This includes settings such as workweeks, overtime rules, when your work day starts, etc.

Rounding Rules

If you need your time punches to be rounded, this is where you would define the rules for that rounding. Keep in mind it isn't generally considered good practice to use rounding. Be sure that if you implement rounding, it is done fairly and equally. Otherwise the fines issued by the Department of Labor due to unfair rounding practices can be very severe. Being said, you have the option to define as many rounding rules as you need.

Locations

Locations are the physical address your personnel are working. It may be called something different from within your organization. We use the term "Locations" as our default reference. It could also be the Location they would report too in order to fulfill shifts.

For each Location you will also have the ability to define departments as well as what shifts are needed for those departments. Again, we use the term departments however your organization may recognize a different term.

Departments

Departments are ways to categorize your personnel from within each Location. Please note that your organization may refer to departments differently. If so, let us know and we will configure your account to reflect the proper terminology.

NOTE: In order to begin entering Departments, you must have entered at least one Location. Also note that all time entries must be associated to a personnel as well as too a department.

Shifts

Shifts are segments of time that require one or more personnel to work during that defined period. This information is critical to the Scheduler in its process to develop the most accurate schedule possible.

For your convenience, you can set the shift to repeat each day of the week if you like or even day on, day off. It's totally up to you.

Personnel/Employees

Personnel are those individuals you wish to either track time or grant access to TimeMD. From the personnel set up pages you have the ability to keep track of all your personnel's contact information as well as set up specific limitations to his/her account. Note that anyone who requires to track time or needs access to TimeMD should be set-up with their own account.

Time Clocks

If you elect to use a physical wall clock from one of our hardware vendors, this is where you would set-up some of the parameters necessary for it's functionality. If you choose to not to use a physical time clock, you do not need to set-up this area.

Pay Codes

This is where you can find all the pay codes that have been set-up with your account. If you find one is missing, please contact your TimeMD.com representative for assistance in setting it up.

Skills

If your organization requires certifications, licenses, and/or qualifications to remain current with your employees, then our Skills modules is a great way to help you with that. Simply enter the name of the skill in the Skills section. Then in the Personnel section, you can associate skills to your employees and specify when they expire. You can then set yourself and the employee in question with reminders that will notify both of you prior to the skills expiration date.

Jobs

Jobs are used as a convenient way to track employee time against certain Jobs. It can also be used as a way to pay out different rates based upon what Job or task is being worked. Please note the title "jobs" can be changed to read whatever you wish.

Tasks

Tasks are used as a convenient way to track employee time against certain tasks. Please note the title "tasks" can be changed to read whatever you wish.

Manager Groups

Manager Groups is the first area you are required to set-up if you wish to have managers/supervisors accessing your account. Simply define a manager group and the permissions associated with it. Once a group has been set-up, you can associate managers to the group. This allows you to have multiple personnel associated to a group without having to set-up different permissions for every manager.

Managers

This is where you can specify who has manager access to your account. You can either set-up unique manager accounts for the applicable personnel or you can set-up hybrid employee/manager accounts allowing your personnel to use a single login to access both their manager and employee dashboards.

If you wish to set-up a hybrid account then the personnel in question must first have an employee account. From within the employee input screen look for the checkbox labeled, "Grant Manager Access". Check the box and save the form. Then proceed to the Managers area. You should now see the personnel account in question listed as one of your managers. Finish the set-up by defining which manager group the manager should belong too.

Set-Up

General Account Info

The following fields are available on the General Account Settings page:

General Account Settings

First Name

First name of the client account.

Last Name

Last name of the client account.