Custom Fields in NextGen Workforce: A Step-by-Step Guide
Custom Fields in NextGen Workforce: A Step-by-Step Guide What Are Custom Fields? Custom Fields in NextGen Workforce allow you to capture additional information about employees that your business needs. These fields let you add personalized data to employee profiles beyond the standard fields like name, department, or email. Why Use Custom Fields? To store important, company-specific employee details (e.g., uniform size, project code). To enhance reporting and filtering during payroll and HR processes. To track and manage operational details seamlessly in one place. Types of Custom Fields When you create a Custom Field in NextGen Workforce, you can choose from three field types based on the information you want to capture: Text Allows you or employees to enter free text. Examples: Emergency Contact Name Job Code BirthDate Use this when employees need to type in specific details. Dropdown Allows you to create a list of options from which employees or admins can select.Examples: Employee type (salaried, non-salaried) Department Names (HR, Sales, IT) Project Codes (Alpha, Beta, Gamma) This ensures consistency across employee data. Tag Variable The Tag Variable field type is a special option that allows you to dynamically assign custom approvers for employees within approval workflows.It is used to manage who will approve requests (like time-off or timesheet approvals) based on employee-specific configurations. Using the “Tag Variable” Field Type What is a Tag Variable? The tag variable helps you automatically route requests to the correct approver for each employee without manually assigning an approver for every approval. When Should You Use It? When different employees need different approvers, such as site-specific supervisors or team leads. When you want to automate workflows while maintaining flexibility. How Does It Work? You create a Tag Variable custom field (e.g., “Alternate Approver”). You assign this field to each employee’s profile, setting it to the specific employee who will act as their approver. In your Approval Workflow settings, you configure the workflow to use this Tag Variable to dynamically select the approver based on the employee’s profile. Example Scenario Suppose John is a ‘Site Supervisor’ and should approve requests for a specific set of employees when their direct manager is unavailable. Instead of manually assigning John each time, you can: Create a Tag Variable custom field called “Alternate Approver”. Assign John as the “Alternate Approver” in the profiles of the relevant employees. Configure the approval workflow to use this field to route requests to John automatically. Step-by-Step: Setting Up a Tag Variable Custom Field Create the Tag Variable Field Navigate to Settings > Custom Fields in your NextGen Workforce account. Enter a unique code (e.g., alt_approver) and a clear name (e.g., Alternate Approver). Set Field Type to Tag Variable. The system will automatically use the employee list for this field. Choose: Single: If each employee will have one approver. Multiple: If you want to allow multiple approvers. Click ‘Add’ to save the field. Assign the Tag Variable to Employees Go to the Employee Profile > Employee Tags section. For each employee, assign the desired approver (e.g., John) using the Tag Variable field. Save your changes. Before setting up this: Please ensure : Approval workflow is assigned to employees Payroll- cycle is assigned to employees Configure Approver Access Privileges Ensure that your designated approvers have the correct permissions to approve requests: Navigate to Settings > Login Profiles. Search for the role of the approver (e.g., “Site Supervisor”). Click on the role to view and edit permissions. For necessary privileges (View Reports, Approve Timesheets, etc.): Click the dropdown next to each privilege. Choose Employee Config. Enable “Set Up at Employee Level.” Under “Select Flex Field”, select your Tag Variable custom field (e.g., Alternate Approver). Click Save to apply changes. Why This Matters Automates approval routing for time-off and shift swap requests. Reduces manual work for HR and managers. Supports dynamic, scalable approval structures for different sites, teams, or conditions. Keeps your workflows organized while maintaining flexibility. Need Help? If you need further guidance on creating or using Tag Variables in NextGen Workforce, please reach out to NextGen Workforce Support at care@ngworkforce.com. We’re here to help you simplify and streamline your HR operations.
How to setup Advance workflow for time-off and shift swapping
Advanced Setup Workflow The Advanced Setup Workflow module in NextGen Workforce is mandatory to setup to automate and manage approval processes before setting up Time-Off Requests and Shift Swapping Requests efficiently, ensuring policies are followed while reducing manual HR effort. This guide will walk you step-by-step through configuring advanced workflows tailored to your organization’s approval structure. Why Use Advanced Workflow? Once a Time-Off request or Shift Swap request is submitted, it requires approval according to your organizational policies. The Advanced Setup Workflow allows you to: Define who approves requests (employee self, specific manager, or custom logic). Automate approvals where appropriate to save time. Ensure consistent, compliant approval processes. Steps to Set Up Advanced Workflow Log in to NextGen Workforce using your admin credentials. Navigate to Settings from the left panel on your Dashboard. Scroll down and click on Advanced Setup Workflow. Click the blue “+” icon to create a new workflow. A pop-up window will appear for workflow configuration. Configuring the Workflow Within the configuration pop-up: Select Category: Choose whether the workflow is for: Time-Off requests. Shift Swapping requests Enter Workflow Name and Code: Name: Clear title for easy identification (e.g., “Vacation Approval Workflow”). Code: Unique identifier for the workflow. Set Up Approver Levels: Define who will approve requests at each level according to your company’s approval hierarchy. Understanding Approver Types When setting approvers, you can select from the following types: Employee Self Allows employees to approve their own requests. Note: The Auto Approved toggle applies only to this approver type. When enabled, requests are auto-approved upon submission. Employee Name Select a specific employee from your system to approve requests. Useful for directing approvals to a designated HR personnel or team lead. Assigned Manager Routes the approval request to the employee’s assigned manager within the system, supporting dynamic and scalable approvals without manual routing. Custom JSON For advanced scenarios, this allows approvals based on custom JSON configurations for complex routing logic or integration with other business systems. Previous Step Approver (For Shift Swapping) Specifically used in shift swapping, this option routes approval back to the employee with whom the shift swap was requested, ensuring both parties are involved in the approval process. Understanding “Initialize” vs “Complete” In the dropdown under each approver level: Initialize: Marks the request as initiated, pending further steps or checks before final approval. Useful when layered approvals or balance checks are needed before completion. Complete: Marks the request as fully approved and completed in the system, updating relevant balances and finalising the request immediately. What Do “Initialize” and “Complete” Mean? When you set up who will approve Time-Off or Shift Swaps in NextGen Workforce, you will see two options when you choose approver types each time: These help the system know when to send messages/notifications and who should get them. What is “initialize”? “Initialize” means starting the process. The system knows a new request is made (like a time-off or shift swap). It sends a message right away to the approver you select so they know they need to check it. If you pick multiple approvers (like manager and HR), each one will get the message when the request starts. What is “Complete”? “Complete” means finishing the process. When you choose Complete: It means all checks are done and the request is approved. The system sends a message to the approver or employee you select, letting them know it’s finished. If you pick multiple approvers, each will get a message when the request is completed. Finalizing the Workflow After configuration: Click “Add” to save your workflow. Your advanced workflow is now ready to automate Time-Off or Shift Swapping approvals, improving efficiency while ensuring compliance with your company policies. Need Assistance? If you need help setting up workflows tailored to your organization, please reach out to NextGen Workforce Support. We’re here to help you optimize your workflows for a seamless employee and manager experience. Following Articles Getting Started with the Time Off Module in NextGen How to Add TimeOff Policy to NextGen
How to Add TimeOff Policy to NextGen
Prerequisites Existing Time Off Category Admin Access Defined Earning Codes Advance Workflow Setup Policy Type Decision Introduction To Time-Off Policy The Time Off Policy in NextGen offers a streamlined way to manage employee leave, ensuring a smooth and organised process for your team. Whether you’re setting up a new time-off policy or updating existing rules, this feature simplifies leave management while keeping everything compliant and efficient. Adding Policy to NextGen Once you have successfully created a Category, the next step is to define the policy under that category. Steps to Add a Policy: Navigate to Settings and roll down to “Timeoff Setup” and Click on it. Now Click on “Manage Category and Rules” A Dashboard will appear like this with your existing created categories. Click on “Add Policy” You’ll find this button at the top right of the screen after creating a category. Fill in Basic Details Policy Name: Give your policy a clear, descriptive name (e.g. “Salary Employees”). Policy Code: Assign a unique identifier to this policy. Policy Type: Flexible – Employee can take timeoff according to his flexibility Accrues Time – If you choose this, the Accrual Setup page will open Select this if the time-off policy should automatically accrue hours based on a schedule When you choose this, the Accrual Setup page will appear, as shown below Accrual Setup This page allows you to define how and when employees accrue time. Below are the components: Accrual Schedule – Employee accrues: Define how many hours they earn and how often (e.g., 4 hours Weekly on Sunday). Accrual Options Waiting Period No: Employees start accruing immediately upon hire. Yes: You can define a delay before accrual starts. Accrual Cap No: Time keeps accruing regardless of balance. Yes: Accrual stops once a balance threshold is met. Milestone You can add multiple milestone according to the need of company policy Fields to configure: Milestone reached after: (Enter number of days after hire) Example: 365 → After 1 year of service. Employees accrue: (Enter number of hours per interval) Example: 8 hours per Monthly → The employee gets 8 hours per month. Cap on accrual balance? Select the appropriate option as per your policy Can unused time be carried over? Select the appropriate option as per need of your policy Carryover Rules These settings determine how much unused leave time is allowed to carry over into the new year. Carryover date: E.g., 1st of January This means any carryover (as defined in the milestones above) will apply on Jan 1st each year. Fine-tuning Accruals These control when and how time begins to accrue for each employee. Employees’ first accrual should be: Prorated, based on the accrual period This means if someone is hired mid-month, they’ll earn a portion of that month’s accrual instead of the full amount. The full amount of the accrual period New employees receive the full leave for the first accrual period, even if they start mid-period (e.g., hired on the 25th of the month = still get the full month’s accrual). Employees receive accrued time: At the end of accrual period Time is granted after the period ends (e.g., monthly leave added on the last day of the month). At the start of accrual period Time is granted on the first day of the period (e.g., monthly leave added on the 1st). Click on the “Next” for final setup. After configuring milestones, carryover rules, and accrual behaviour, click the Next button at the bottom right of the screen. Review Summary Page A summary of your entire policy configuration will appear. Carefully review the following: Policy Name & Code Policy Type (Flexible or Accrual-Based) Category Assigned Milestone details Carryover rules Fine-tuning options Finally Submit Click on the Submit button to finish creating the policy. Need Help? For assistance with your NextGen HR policy setup, reach out to our support team at Contact Support. We’re here to guide you every step of the way!
Getting Started with the Time Off Module in NextGen
Prerequisite Time off type Policies Earning code Advance workflow setup For partners, we are synchronising the approved time-off requests from Bamboo; however, on the other hand, NextGen also offers a complete feature to submit time-off requests. The Time Off module in NextGen enables your organisation to manage employee leave in a centralised and efficient way. The first step in this setup is, therefore, to create a time-off category, which acts as the container for one or more time-off policies, such as vacation, sick leave, or unpaid leave. Create a Time Off Category Accessing the Time Off Setup Follow these steps to begin setting up your first Time-Off Category: Login to your NextGen account Use your admin credentials to access the dashboard. Navigate to Settings Navigate “Settings” option from the Dashboard Scroll down to the Timeoff Setup section Locate the Timeoff Setup option from the list of settings. Click on “Add Category” This will open the Time Off Category configuration screen. Configure the Time Off Category Once your account is set up, the next step is to define your organisation’s time-off rules through a dedicated policy. 1. Enter Category Details Category Name First, enter a descriptive name for the time-off category (e.g., Vacation, Sick Leave). Consequently, this is what employees will see when requesting time off. Category Code Provide a unique short code (e.g., VAC, SICK) to help identify the category in reports and, consequently, internal references. 2. Configure Category Options Time-off policies in this Category are paid policies Enable this checkbox; therefore, if time off under this category will be treated as paid leave. Make this Category name publicly visible on the calendar When checked, two additional options appear: ➤ Allow it to be seen by: Everyone The category will be visible to all users on the calendar. Only certain access levels Selecting this option reveals a dropdown containing user roles synced from your Bamboo account to NextGen.Choose the roles (e.g., HR, Manager) you want to grant visibility access to. Use this setting to balance visibility with confidentiality based on user roles. 3. Workflow Selection Select a predefined Advance workflow setup that will be used for time-off requests in this category, which defines who is going to be approving the time-off requests raised by employees. Learn how to setup Advance workflow for time-off approval 4. Time Tracking Option Tracking Time Companies typically record time by days or hours, following their policy. 5. Link an Earning Code Earning Code Associate a relevant earning code from your payroll system to track payouts and reporting correctly. Learn how to create an earning code in NextGen. 6. Customize Icon and Color Icon and Color Select an icon (e.g., briefcase, calendar) and a color to visually represent this category across the platform and calendar views. Additionally, this choice will enhance user experience and facilitate easier navigation. 7. Save Your Category Click Save to finalise and create your Time Off Category. Once completed, you’re ready to move on to the next configuration. Next step: Creating a Time Off Policy under this Category. If you encounter any issues or need further assistance, feel free to contact support!
How to Activate or Terminate Employees in NextGen
Introduction The right approach to managing your workforce within the NextGen Time Tracking System starts with knowing how to activate or terminate employees. So whether you are hiring a new employee or you have a transitioning staff, this article will take you through all the processes of managing staff or onboarding a new hire in NextGen. You can deactivate users that are terminated and activate them when they are rehired with simple clicks. This guide would perfectly suit administrators who operate integrations such as BambooHR or QuickBooks, or even administrators who follow the manual input of the employee data within the system. 1. What Does “Activating” or “Terminating” an Employee Mean? In the NextGen Time Tracking System: Terminating an employee deactivates their profile, making them unable to clock in or be scheduled. Activating an employee reinstates their access, enabling full system functionality again. This process does not delete any historical data or timecards. 2. Accessing the Employee Section in NextGen Log in to your NextGen Dashboard. On the left-hand side, click on the “Employees” tab. A list of all employee profiles will be displayed. 3. How to Terminate an Employee In the Employees section, find the employee you wish to terminate. Use the search bar or alphabetical filters to locate them quickly. Click the red X icon in the Action column. Confirm the action when prompted. This action will set the employee status to ‘terminated’ but will retain all existing timecard records. 4. How to Reactivate a Terminated Employee Navigate again to the Employees tab. Use the filter or type the employee name into the search bar. Once the profile appears, click the green checkmark icon in the Action column. That’s it! The employee is now active and can be assigned shifts or log hours. 5. Important Notes When Managing Employee Statuses Terminated employees can still be reactivated at any point. Their previous job codes, timeclocks, and schedules remain saved. Always double-check the Clock ID and Privilege Level after reactivation. 8. Frequently Asked Questions (FAQs) Q1: Will termination delete employee data? No. Termination only disables the profile. Data remains saved. Q2: Can I bulk terminate employees? NextGen Support can be contacted for queries about bulk actions, as each profile must be terminated individually. Currently, bulk actions are not supported in the NextGen system. Q3: Will schedules remain after reactivation? You must reassign new schedules. Previous scheduling data will still exist. Q4: What happens to biometric data after termination? The records are retained for future reactivation. Q5: How to check if an employee is inactive?Search for the employee you wish to check. If the employee is active, a red cross (❌) will appear in front of their profile name. If a green checkmark (✅) will be displayed instead, the employee is terminated or inactive. Q6: What if the reactivation button doesn’t appear? You may not have admin rights. Contact your account administrator. Final Thoughts It is vital to know the tricks of switching on/off staff in NextGen system in order to eliminate bumps on the way of the smooth workforce control. It guarantees adherence, facilitates the scheduling, and safeguards the data integrity. No matter which entry system you work with (manual entry, BambooHR, QuickBooks), now you have a complete road map of handling employee statuses in an effective way. For more helpful guides, visit and contact our support team directly for assistance.
How to Assign Kiosk to Employees in NextGen Workforce
Introduction Kiosk allows employees to clock in and out on a shared tablet at the workplace, though the webclock allows clocking in from any internet-connected device from anywhere. This guide will demonstrate to you how to assign these tools to employees, making the attendance tracking proper and fast. Steps to Assign Kiosk/Webclock Access: Log In to your NextGen Workforce account. Navigate to Employees: Go to the Dashboard. Click on Employees. Search for the Employee: Search for the employee you wish to assign kiosk/webclock access. Assign Kiosk/Webclock: Scroll down to Web/Mobile App Kiosk. Locate the list of existing kiosk names. Toggle the On/Off button to enable access for the selected kiosk. Click on the “Update Employee” button to ensure the assignment is updated. Assigning a Kiosk to All Employees by Default If you have only one kiosk in your NextGen account and wish to assign it to all employees: Go to Settings in your NextGen account. Scroll down and navigate to the section labeled “Default Settings for New Employees.” Check for “Kiosk” and click on the dropdown menu. Select the desired Kiosk from the existing options. Click Submit to save your changes. After submission, click on the check icon in front of the kiosk dropdown to confirm the assignment. That’s it! The selected kiosk is now assigned to all employees in your system. To learn how to set up payroll cycles in NextGen Workforce : How to Set up Payroll Cycles If you encounter any issues or need further assistance, feel free to contact support!
How to Create Groups
Overview Effective group management is the cornerstone of streamlined workforce organisation in NextGen Attendance Management Solutions. This guide unveils how to master the Groups feature, empowering businesses to categorise employees by roles, departments, or hierarchies with ease. Dive in to discover a step-by-step approach to creating, managing, and assigning groups, including how to create groups efficiently, transforming your administrative efficiency from the very first click. Why Use Groups in NextGen? Grouping employees helps businesses: Easily manage access control by setting permissions at the group level. Streamline scheduling by assigning shifts to multiple employees at once. Enhance reporting by filtering reports based on employee groups. Improve administrative efficiency by categorizing employees under specific teams. Learn How to Create a New Group To create groups, follow these steps: Log in to NextGen Workforce. Navigate to the “Groups” Section: Click on Settings in the left sidebar. Scroll down and select Groups. Enter Group Details: In the “Code” field, enter a unique numeric code for the group. In the “Group Name” field, enter a descriptive name (e.g., “Office Management Staff” or “Operations Team”). Click the “Add” button: After entering the details, click the “Add” button to create the group. Confirm the New Group: The newly created group will now appear in the Existing Groups section. Manager-Based Access Control NextGen provides Manager-Based Access Control, which allows organisations to: Assign access permissions based on managerial roles. Control what managers and supervisors can view/edit within their assigned groups. Enable or disable this feature using the toggle switch under the Groups section. Best Practices for Group Management Use descriptive group names for clarity (e.g., “Finance Team” instead of “Group 1”). Ensure unique group codes to prevent duplication. Use groups for mass scheduling to save time. Learn How To Create Schedules: Employee Level vs Mass Level Conclusion The Groups feature in NextGen simplifies workforce management by enabling businesses to categorize employees efficiently. By creating, managing, and assigning groups, administrators can enhance access control, scheduling, and reporting. For additional assistance, contact support!
How to configure break keys in Fingerprint Timeclock
Overview The Fingerprint Timeclock allows users to select attendance types manually when recording punches. Employees can define actions such as clocking in, clocking out, or taking breaks directly from the clock screen. Learn how to configure break keys step-by-step below. 1. Configuring Break Keys Follow these steps to configure break keys in the Fingerprint Timeclock: Navigation Steps: Launch the Main Menu Select “Punch State” Set Punch State Mode to Manual Set Punch State Timeout to 30 seconds Toggle “Punch State Required” to ON These settings ensure that employees can manually select their attendance status while punching in or out. 2. Updating Shortcut Key Settings Shortcut keys can be configured as Punch State (In/Out) Keys Menu Function Keys These shortcuts will appear on the device’s home screen for quick access.To learn step-by-step How to Update Shortcut Key Settings. Important Punch State Values: Action Punch State Value Clock IN 0 Clock Out 1 Break Start 3 Paid Break Start 4 Break End 2 Ensure that these values are correctly assigned to prevent attendance tracking errors. Need Help! If you encounter any issues while setting up Configuring Timeclock, please contact our customer support for assistance.
How to use Clock ID and Password for Recording Attendance
Overview Accurate time tracking starts with assigning each employee a Timeclock ID and Timeclock Password. These credentials are essential for employees to access time clocks and record their work hours properly. Without them, employees won’t be able to clock in or out, which can affect attendance records, payroll accuracy, and overall workforce reporting. This guide will walk you through the steps to assign these credentials, sync them to time clock devices, and explain how they are used by employees. 1. Assigning a Timeclock Password to Employees – Steps- Login to NextGen Workforce. Navigate and Click on the “Employees” section on the left panel of the dashboard. Search for the “Employee” in the search bar on top of the screen. Go to the “Attendance” tab in the Employee’s profile. Here you will find Timeclock ID and Timeclock Password Timeclock ID is automatically generated by system. Enter a password for the employee to use when clocking in. Click on the “Update Employee” Button to Save the Changes. 2. Sync Timeclocks – Navigation Steps: On the dashboard, navigate to timeclocks. Click “Sync Timeclock” (spinning wheel icon) next to the desired device. Detailed Article: How to Sync Employees to Timeclock Device. Important Note Employees must be assigned to the correct site where the Timeclock device is installed. Sites control which employees can access specific Timeclock devices. Need Help? If you encounter any issues or have questions about assigning Clock IDs or syncing time clocks, please reach out to the NextGen Workforce Support Team for assistance. 📧 Support Contact: care@ngworkforce.com
How to use Copy Schedule Feature
Introduction The Copy Schedule feature lets managers quickly duplicate work schedules from one week to another, streamlining workforce planning. Ideal for recurring shifts, it saves time and ensures consistency. How to Use the Copy Schedule Feature Steps Log in to NextGen Workforce Go to: Dashboard > Schedules Access the Copy Schedule Option In the top-right corner of the Schedules tab, click the gear icon. Select “Copy Schedule.” A modal pop-up will appear to configure the schedule settings. Select Source and Destination Weeks Use the calendar selectors in the modal to choose: Copy From (Source Week): The week you want to copy schedules from. Copy To (Destination Week): The week where the copied schedules will be applied. Apply Filters (Optional) To copy schedules for specific employees, apply filters such as: Department Group Handle Existing Schedules If the destination week already contains shifts, you can: Check “Clear shifts from selected days” to delete existing schedules before copying. Review Summary and Copy The modal will display a summary, including: Total shifts to be copied. Total employees included in the selected schedules. Review the details and click “Copy Schedule” to proceed. Tips Use verification to confirm the correct weeks from source to destination since errors can be prevented in this way. Filtering copy schedules for different teams through clean application of filters will save users time. Clear any conflicting existing shifts from the schedule. The Schedule Templates Guide at our website provides comprehensive information about related features. Conclusion The tool for scheduling duplicates enables users to allocate their time to higher-priority activities. Employ the feature as your tool to Programme regularly through streamlined operations. Also Read: Shift Auto Punch
