Difference between revisions of "FAQ"

Revision as of 10:30, 29 May 2012

Account Preferences

General Account Info

Time Tracking Settings

Holidays/Events

Day Off Accrual Rules

Pay Groups

Rounding Rules

Locations

Departments

Shifts

Personnel/Employees

Tracking Time

How do I clock in or out?

In order to clock in or out from our Web Clock, you must have an active TimeMD user account.

1. Proceed to TimeMD's general login page, TimeMD's front page, or your company's dedicated login page. The following URL's are available for login:
   General Login Page: http://app.timemd.com
   TimeMD.com Front Page: http://www.timemd.com
   Company Dedicated Login Page: http://yourcompanyname.timemd.com
2. 

   The Web Clock
   Enter your Username and Password. If you've forgotten your login information, use our login retrieval tool: https://app.timemd.com/login/password.php
3. Upon a successful login, you will be taken to your dashboard. You should see the Web Clock towards the top of the page.
4. All punches must be tied to a department. If you have more then one department associated to your account, you must select the it from the list of available departments.
5. If your account administrator has set up Jobs, you will see a drop down list of jobs that you must select from.
6. Click the "Clock In" button if you are clocking in or "Clock Out" if you are clocking out.
7. You will be taken to a confirmation page. If you do nothing, the system will automatically log you out.

How do I change departments or jobs during a shift?

Switching between departments or changing jobs in mid shift is something most employees are required to do. Here's how to change departments or jobs in the middle of a shift:

1. Log into your TimeMD account. See "How do I clock in or out?"
2. Select the desired department or job from the list of available options.
3. Click the "Clock Out" button.

How do I log out automatically?

Auto Logout is set by default and automatically logs out users after they clock in or out. If the box is checked, users will be logged out once they click the clock in or out button.

How do I add notes to a time punch?

Adding notes is an easy way to keep a record of what you might have done during your shift. Remember that your manager/supervisor will be able to see whatever notes you've entered.

1. Log into your TimeMD account. See "How do I clock in or out?"
2. Click in the note box found just under the Web Clock.
3. Save the form.

How do I approve Employee's Time Records

You have two main options when it comes to approving your employee's time records. Both of these options require a manager account.

Option 1: From the View All Entries Page

First you may do so from "TimeTracker -> View All Entries". Find the time entries in question and click the "edit" button found with each entry. On the input screen find the checkbox labeled, "Manager Approve Time?" and check the box. Submit the form and the approval is complete.

From the "View All Entries" screen you may also mass approve time entries by checking the box for each entry you wish to approve found on the far left hand side. Once all the time entries you wish to approve have been checked, select the action, "Approve Times" found at the bottom of the page and click the "Process Request" button.

Option 2: From the Payroll Export Area

Your second option would be to proceed to the "Payroll -> View All Payrolls" area. This will take you to a page that lists all payrolls that have been created to date. Find the payroll in question from the list of payrolls and click the "View Payroll Data" button in order to view the hours associated with that payroll.

Click the "View Hours" button for the department you wish to approve hours for. You will find all the personnel and time entries associated with this department listed here. Once you've had a chance to review your employees time, click the "Finalize Payroll Data for this Department Only" button located at the top of the page. In order to gain access to the payroll export process, you must finalize each department.

When reviewing hours specific to a department and if you have any questions about the time entries, click on the "View Times" button located on each employee line. You can review each individual time entry for the employee. You can also click the "View Time Entry Details" button located at the top of the page in order to see all time entries at once for this department.

When the payroll information is correct, click the "Finalize Payroll Data For This Department" button. You will then be taken to a page where you can select the "View All Departments in Payroll" button and then repeat this process for each department.

How do I review employee time records?

Go to the TimeTracker drop down menu and select "View All Entries." Here you will find record of all the time entries made by your employees. By default, this page will show time entries for the current pay period with the most recent entry at the top.

To view time entries or to search for a specific group of entries, choose one of 10 custom fields or create your date search. This simple report area allows you to receive an overview of the time that the system has recorded. Any changes to a time entry and who made the change is documented. Time entries that have been edited will have a red star (*) next to the "Total" column.

If you wish to see time entries along with overtime, day's off and even holiday hours, you must create a TimeTracker Report. This can be done from the "Reports -> TimeTracker Report" link in the main navigation.

How do I edit employee time records?

There are several ways to enter edit a time entry for an employee and the process is the same regardless of where you are making the edits. All changes to a time entry are recorded in the time entry history. Make sure to hit the "submit form" button once you have finished. Remember you cannot make changes to a time entry that has been finalized in a payroll report.

You can edit time entries for your employees in the following areas:

From TimeTracker Area

Go to the TimeTracker drop down menu from the top navigation and select the "View All Entries" link. Once the page loads, look for the "Edit" button just to the right of each time entry.

From the TimeTracker Report

Once you have created a TimeTracker report there is a "Times" button to the right of each employee's summary of hours. This pop-up shows the punch detail for the time frame of the report. There is an "Edit" button to the right of each time entry.

From the Scheduler

Go to the Scheduler drop down menu and select the "Current Schedules" link. Once you find the employee and the correct date, click on the time entry information. This link will be orange if the entry has a start and end time or green if the entry only has a start time.

From the Payroll Report Area

Once the payroll report has been created there is a "Times" button to the right of each employee's summary of hours. This pop-up shows the punch detail for the time frame of the report. There is an "Edit" button to the right of each time entry.

Running Reports

Payroll Exporting

Employee Management

When we talk "Employee Management" we're talking how to set-up the employee with the appropriate permissions and associations for accurate time tracking. NOTE: Depending on what types of permissions your manager account has been assigned will determine how many of these sections you'll have access too.

How do I create/edit an Employee?

Creating an Employee

1. Login as a manager
2. Proceed to "Preferences -> Personnel/Employees".
3. From either the sub-menu at the top of the page or by clicking the button found in the center of the page, click "Create New Personnel".
4. Fill out the required fields.
   1. First Name
   2. Last Name
   3. E-mail Address
   4. Account Status
   5. Username
   6. Password/Re-Type Password
   7. Hire Date
   8. Emp #
   9. Overtime Status
   10. Primary Department
5. Specify which permissions & settings the employee should have by checking the appropriate checkboxes.
6. Save the form by clicking the "Submit Form & Create Associations" button.

If you find you need to input a number of employees or if you wish to specify which permissions and settings should be considered "default" and have them filled out or checked by default, make sure to check the box, "Make these default entries", located just beneath the submit button prior to saving the form.

Editing an Employee

Managing Basic Info and Settings

1. Login as Manager
2. Proceed to "Preferences -> Personnel/Employees".
3. Identify the name of the employee from the list of employees.
4. Click the employees name to be taken to the employee input screen.
5. Make the appropriate changes and submit the form.

Managing Employee Location/Department Associations

1. Login as Manager
2. Proceed to "Preferences -> Personnel/Employees"
3. Identify the name of the employee from the list of employees.
4. Click the "associations" button found on the line showing the employees name.
5. From the Employee Associations screen, either edit an existing association or create a new one by clicking the "Create New Association" button.
   1. If creating a new association, fill out the input form with the appropriate information.
   2. If editing an existing association, make the necessary changes and submit the form. NOTE: If you change the association to a new association, all time entries that have been saved to that association could be changed. The system will invite you to decided what to do with those time entries prior to committing the change.

Managing Employee Wage History

While it is possible to keep an employees entire wage history within TimeMD, you must first check if this might create a conflict with your payroll software of choice. If there is no conflict, you may enter as many wage related line items as necessary per employee. To do so, please follow these steps:

1. Login as Manager
2. Proceed to "Preferences -> Personnel/Employees"
3. Identify the name of the employee from the list of employees.
4. Click the "wage" button found on the line showing the employes name.
5. From the Employee Wage Listings screen, either edit an existing wage entry or create a new one by clicking the "Input New Wage" button.
   1. If inputing a new wage, fill out the input form with the appropriate information.
   2. If editing an existing wage, make the necessary changes and submit the form.

Managing Employee Job Associations

1. Login as Manager
2. Proceed to "Preferences -> Personnel/Employees"
3. Identify the name of the employee from the list of employees.
4. Click the "Jobs" button found on the line showing the employees name.
5. From the Employee Job Associations screen, either edit an existing association or create a new one by clicking the "Create New Job Association" button.
   1. If creating a new job association, fill out the input form with the appropriate information.
   2. If editing an existing job association, make the necessary changes and submit the form.

Managing Skill Associations

1. Login as Manager
2. Proceed to "Preferences -> Personnel/Employees"
3. Identify the name of the employee from the list of employees.
4. Click the "skills" button found on the line showing the employees name.
5. From the Employee Skill Associations screen, either edit an existing association or create a new one by clicking the "Associate New Skill" button.
   1. If creating a new skill association, fill out the input form with the appropriate information.
   2. If editing an existing skill association, make the necessary changes and submit the form.

Permissions & Security

Locations & Departments

Locations and Departments are critical when it comes to data management within TimeMD. All time entries must be assigned to an individual as well as to a Location and Department. Please note that your account may have been set-up to call Locations and Departments something else. However for sake of this tutorial, all references will be to Locations and Departments.

Locations

How do I create a Location

To create a location, you must be signed into your TimeMD.com account as a manager. Once logged in, proceed to "Preferences -> Locations".

1. Click "Create New Location" from either the sub-menu at the top of the screen or from the button in the middle of the page.
2. Fill out the input form.
3. Save the form by clicking the "Submit Form" button.

How do I delete a Location

To delete a location, you must be signed in as a Manager.

1. Proceed to "Preferences -> Locations"
2. Identify the location in question from the list of locations.
3. Click the red "X" located at the far right of the location listing.

• Note that if time entries are assigned to the location, the system will ask you to either associate those times to a new location or to continue without re-associating them.

How do I edit a location

To edit a location, you must be signed in as a Manager.

1. Proceed to "Preferences -> Locations"
2. Identify the location in question from the list of locations.
3. Click the "edit" button located to the right of the location listing.
4. Fill out the necessary changes and save the form.

Departments

Creating a Department

To create a department, you must be signed into your TimeMD.com account as a manager. Once logged in, proceed to "Preferences -> Departments".

The Video

How To

1. Click "Create New Department" from either the sub-menu at the top of the screen or from the button in the middle of the page.
2. Fill out the input form being sure to choose the Location the department belongs too as well as the Department name. All other fields are optional.
3. Save the form by clicking the "Submit Form" button.

Deleting a Department

To delete a department, you must be signed in as a Manager.

1. Proceed to "Preferences -> Departments"
2. Identify the department in question from the list of departments.
3. Click the red "X" located at the far right of the department listing.

• Note that if time entries are assigned to the department, the system will ask you to either associate those times to a new department or to continue without re-associating them.

Editing a Department

To edit a department, you must be signed in as a Manager.

1. Proceed to "Preferences -> Departments"
2. Identify the department in question from the list of departments.
3. Click the "edit" button located to the right of the department listing.
4. Fill out the necessary changes and save the form.

Job Tracking

Job tracking is a method to track time towards a specific job. NOTE: It is not required to track time towards a job when tracking time. Only Locations and Departments are required. Job tracking should only be used if your time tracking environment requires it.

Job tracking, like Locations and Departments, can only occur if your employees have been assigned to specific jobs. In this section we'll cover how to create and edit jobs as well as assign jobs to employees.

Creating a Job

To create a job, you must be signed into your TimeMD.com account as a manager with the appropriate permissions for Job Management. Once logged in, proceed to "Preferences -> Jobs".

1. Click "Create New Job" from either the sub-menu at the top of the screen or from the button found in the middle of the page.
2. Fill out the input form.
3. Save the form by clicking the "Submit Form" button.

Deleting a Job

To delete a job, you must be signed in as a Manager.

1. Proceed to "Preferences -> Jobs"
2. Identify the job in question from the list of jobs.
3. Click the red "X" located at the far right of the job listing.

• Note that if time entries are assigned to the job, the system will ask you to either associate those times to a new job or to continue without re-associating them.

Editing a Job

To edit a job, you must be signed in as a Manager.

1. Proceed to "Preferences -> Jobs"
2. Identify the job in question from the list of jobs.
3. Click the "edit" button located to the right of the job listing.
4. Fill out the necessary changes and save the form.

Creating a Job Hierarchy

The system is capable of listing jobs in a tier structure up to 4 jobs deep. To place a job under another job as a sub-job, please follow the steps below:

1. Click the "input sub job" button for the parent job in question.
2. Fill out the input form.
3. Safe the form by clicking the "Submit Form" button.

Along with using the method above, you can also click-n-drag any job from the Job listing page and place the job under another job. Simply click the job name and while holding down your mouse-button, drag the job to where it should be in the job hierarchy. Release the mouse button when finished and the job placement will be saved.

Assigning Jobs to Employees

The final step for setting up Jobs involves assigning employees to those jobs so that time can be tracked towards them. WIthout completing this step, your employees will not be authorized to track time towards these jobs.

Assigning Jobs from Job Input Screen

1. Proceed to "Preferences -> Jobs"
2. Identify the job in question from the list of jobs.
3. Click the "edit" button located to the right of the job listing.
4. Proceed to the bottom of the form and look for the "Associations" boxes. In the left side box you should see a list of all your employees. If no employees have been assigned to this job then the right side box should be empty. To assign an employee to the job, click the employees name from the left box and either double-click or use the arrow key button located between the boxes.
5. Once you've assigned all the appropriate employees using the methods outlined above, save the form.

Assigning Jobs from Employee Input Screen

1. Proceed to "Preferences -> Personnel/Employees"
2. From the list of names, click the name of the employee in questions.
3. Ensure the checkbox, "Require user to select a Job when tracking time." has been checked. If it hasn't, check the box and save the form.
4. Return to your employee listing page if not already there.
5. Click the "Jobs" button found on the employee's line. It should be located directly to the right of the "wage" button.
6. From the top of the Associated Job Listing screen, click the "Create New Job Association" button.
7. Select the Job from the list of available jobs, specify whether or not this should be considered a "Primary Job" and save the form.

Scheduling

Sending Messages

Document Tracking

Task Tracking

Skill Tracking