How to Activate or Terminate Employees in NextGen
Introduction Managing your workforce efficiently in the NextGen Time Tracking System begins with understanding how to activate or terminate employees. Whether you’re onboarding new hires or handling staff transitions, this article will walk you through every step of managing employee statuses in NextGen. From deactivating terminated users to reactivating them when rehired, NextGen makes it easy with just a few clicks. This guide is ideal for administrators using integrations like BambooHR or QuickBooks, or even those manually entering employee data in 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? Currently, bulk actions are not supported in the NextGen system. Each profile must be terminated individually. Still, you can contact NextGen Support for such queries. Q3: Will schedules remain after reactivation? Yes, previous scheduling data will still exist, but new schedules must be reassigned. Q4: What happens to biometric data after termination? Biometric 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 the employee is terminated/inactive, a green checkmark (✅) will be displayed instead. Q6: What if the reactivation button doesn’t appear? You may not have admin rights. Contact your account administrator. 9. Related Articles How to Get Started with NextGen Workforce and BambooHR Integration – Easy Setup Guide Adding Employees to Nextgen account with QuickBooks Desktop How to use Clock ID and Password for Recording Attendance Understanding Employee Privileges 10. Final Thoughts Knowing how to activate or terminate employees in the NextGen system is essential for seamless workforce management. It ensures compliance, streamlines scheduling, and protects data integrity. Whether you’re using manual entry, BambooHR, or QuickBooks, you now have a full roadmap to manage employee statuses effectively. For more helpful guides, visit the contact our support team directly for assistance. External Resource: Learn more about Attendance Tracking
How to Assign Kiosk/Webclock to Employees
Introduction In today’s digital workspace, tracking employee attendance accurately is essential—and this starts with knowing how to assign Kiosk/Webclock to employees. Assigning kiosk or webclock access ensures that each team member can log time efficiently and securely, whether through a fixed terminal or a remote clock-in system. If you’re wondering how to assign Kiosk/Webclock to employees in your NextGen Workforce system, this step-by-step guide will simplify the process and help you get started right away. 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 In NextGen Attendance Management Solutions, the Groups feature allows businesses to organize employees based on job roles, departments, or hierarchical structures. Assigning employees to groups enables efficient access management and simplifies mass scheduling, reporting, and role-based permissions. This guide provides a step-by-step approach to creating, managing, and assigning groups within the system. 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. Steps to Create a New Group To create a new group, 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 organizations 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. Regularly update group assignments to reflect organizational changes. Use groups for mass scheduling to save time. 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. 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. 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.
How to use Clock ID and Password for Recording Attendance
Overview To ensure employees can record attendance accurately, they must be assigned a Clock ID and Time Clock Password in the system. Follow the steps below to set up and use these credentials for attendance tracking. Assign a Clock Password to Employees Before employees can clock in, a Time Clock Password must be assigned. Navigation Steps: Go to the Employee Menu Click “Employee” on the left panel of the Dashboard. Select an Employee Choose the employee you want to set up. Navigate to the Attendance Section Go to the “Attendance” tab in the employee profile. Auto-Generated Timeclock ID The system automatically generates a Timeclock ID for each employee. Set the Time Clock Password Enter a secure password for the employee to use when clocking in. Enable Sync Clocks Turn on “Sync Clocks” Save Changes Click “Update” to apply the settings. 2. Sync Timeclocks Navigation Steps: Go to: Dashboard > Timeclocks Click “Sync Timeclock” next to the desired device. Note: You can use this feature only if you wish to synch all employees to desired timeclock Using Clock ID and Password for Attendance Once set up, employees can use their Clock ID and Password to: Clock in and out from designated time-tracking devices. Ensure accurate attendance tracking for payroll and reporting. Need Assistance? For further questions or assistance, feel free to contact support.
Copy Schedule
Overview The Copy Schedule feature allows managers to efficiently replicate work schedules by copying them from one week to another. This simplifies schedule management, especially for recurring or repetitive shifts, reducing manual work. How to Use the Copy Schedule Feature Navigate: 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 copy 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. Once completed, schedules are successfully replicated, ensuring efficiency and consistency in workforce planning.
Getting Started with the Access Control System
Overview An Access Control System helps organizations manage secure entry and track attendance efficiently. This guide walks you through the installation, setup, and operation of the system, including key features such as face recognition, payroll integration, and emergency exit procedures. 1. Connect with Local Experts or Installers Before setting up the system, consult access control specialists or professional installers. They will: Assist with installation and configuration based on your needs. Ensure the system integrates smoothly with existing infrastructure. 2. Add Access Control to Your Online Account Once installed, you can easily integrate the system into your online account via WiFi or Ethernet. The system will: Sync automatically with your account. Manage punch patterns, shifts, and breaks without manual intervention. 3. Monitor Attendance After successful setup, all attendance records—including clock-ins, clock-outs, and breaks—will be: Automatically recorded on time cards. Available for schedule management and reporting. This simplifies tracking and ensures accurate attendance records. 4. Maintain Time Clock Device Within 100 Meters For optimal performance, the time clock device should be: Positioned within 100 meters of the access control system. Kept in a location with a stable network connection. Maintaining proximity ensures seamless attendance data recording. 5. Compatibility with Payroll Software The system seamlessly integrates with payroll software like: BambooHR QuickBooks This enables automatic time tracking, payroll reporting, and workforce management. 6. Connect with Face Reader Model The access control system is designed to work with the Face Reader model, which: Uses facial recognition technology to verify individuals. Eliminates the need for keys, cards, or PIN codes. Enhances security and convenience for employees. 7. How the System Works The access control system ensures secure and efficient entry by: Face Recognition Authentication When an authorized person approaches the door, the Face Reader scans their face. Upon successful recognition, the door automatically unlocks for entry. Auto Re-Locking Configuration Administrators can set a time delay for automatic re-locking after entry. This prevents unauthorized access and enhances security measures. Users can adjust these settings based on security preferences and operational needs. 8. Emergency Exit Procedure In emergencies, individuals can exit quickly and safely by following these steps: Locate the Emergency Exit Route Identify the nearest emergency exit. Use the Manual Exit Mechanism Press the exit button or lever near the door. The system will release the door lock. Exit the Premises Push the door open and proceed to the designated assembly point. Emergency Preparedness All occupants should be trained on emergency exit procedures. Regular drills and training sessions can reinforce emergency response protocols. Illustration of System Configuration Illustration of Installation process
How to Set Geofencing for Your Account
Overview Geofencing is a powerful tool that helps organizations track employee locations, enhance security, and improve workforce accountability. You can enable geofencing at the site level or the employee level, depending on your needs. How to Create a Geofence Site The Geofence Site feature allows businesses to define boundaries for location-based tracking, improving efficiency and security. Steps to Set Up a Geofence Site 1. Navigate: Dashboard > Sites > Add Site 2. Enter the Site Address In the top-left corner of the map, enter the site address. The site will automatically appear on the map. 3. Draw the Site Boundary Click the polygon tool in the top-right corner of the map. Outline the area by clicking on the map to draw the site boundary. 4. Add Site Details ➡ In the top-left box, enter: Site Name: Provide a recognizable name. Site Code: Assign a unique site code. 5. Assign the Site to Employees (Optional) ➡ Toggle the “Assign to Employees” button to link the site to all employees. 6. Save the Site ➡ Click “Add Site” to complete the setup. Once created, the geofence site ensures that employees remain within designated work areas, improving tracking accuracy and operational efficiency. How to Enable Geofencing at the Employee Level To apply geofencing restrictions for specific employees, follow these steps: 1. Log into NextGen 2. Access the Employee Menu On the left panel, click “Employee”. 3. Select an Employee Choose the employee for whom you want to enable geofencing. 4. Configure Mobile/Web App Login In the employee’s profile, go to the “Mobile/Web App Login” section. 5. Enable Geofencing Toggle “Enforce Geo Fencing” to ON. Save your changes. Once enabled, the employee can only log in from authorized geofenced locations, preventing unauthorized access. Advantages of Geofencing in Workforce Management Geofencing offers multiple benefits for security, efficiency, and workforce accountability. 1. Enhanced Security Restricts employee logins to authorized locations. Prevents unauthorized access to company systems. 2. Increased Accountability Ensures on-site employees log in from their workspace, not from parking lots or unauthorized areas. Reduces time theft by tracking actual working locations. 3. Remote Employee Productivity Tracks and verifies whether remote employees are working from designated locations. Encourages trust and discipline in remote work settings. 4. Efficient Resource Allocation Helps businesses manage on-site staff distribution more effectively. Reduces unnecessary workforce shifts and optimizes time management. 5. Compliance and Reporting Provides location-based attendance tracking. Generates reports for regulatory compliance and performance analysis. 6. Cost Reduction Prevents unauthorized access and unproductive hours. Reduces security risks and operational costs. 7. Improved Time Management Encourages punctuality by monitoring clock-in/out times. Ensures employees remain within assigned work zones during working hours. Conclusion Geofencing enhances workplace security, employee accountability, and operational efficiency. By implementing geofencing at site and employee levels, organizations can reduce security risks, improve workforce management, and ensure compliance with work policies.
Adding Employees to Nextgen account with QuickBooks Desktop
Overview You can add employees to your NextGen Workforce account using one of two methods: manual entry or QuickBooks Desktop integration. Follow the steps below to complete the process. Option 1: Manually Add Employees in NextGen Log in to your NextGen account. Navigate to “Employees” on the left panel of the dashboard. Click “Add Employees.” Fill in the required details for the new employees. Click “Save” to complete the process. 🔹Note: Ensure that your third-party HR/payroll partner is integrated as QuickBooks Desktop/Enterprise in NextGen before proceeding. Option 2: Add Employees via QuickBooks Desktop Integration To add employees using QuickBooks Desktop, fill out the required employee details, ensuring that: The first, middle, and last names match exactly as they appear in QuickBooks Desktop. The paycode details are identical to those in QuickBooks. 📌 Submit the details using the form below:QuickBooks Employee Data Form Need Help? If you have any questions or need further assistance, feel free to contact our support team.
Shift Swapping Guide in NextGen Workforce
Overview The Shift Swapping Module allows employees to trade shifts with their coworkers, providing greater scheduling flexibility. This guide explains how to request, approve, and finalize a shift swap step by step. Prerequisites Before using the Shift Swapping Module, ensure the following: Predefined Shift Templates: Managers must create and assign shifts in advance within the scheduling tool. Employee Access: Employees must have access to the web interface or portal to view their schedules and initiate swap requests. Step 1: How to Request a Shift Swap Case: Employee (John) Requests a Shift Trade Log into the NextGen account: Use your credentials to log into the system. Access Your Schedule: Navigate to “My Schedule”: Schedule Calendar Initiate a Swap Request Open the Swap Request Page: Request Trade/Swap Select the Shift to Swap Click on the shift you want to swap from your schedule. Click “Trade Shift” to initiate the request. Select available shifts from coworkers on eligible dates. Case: The Manager Receives the Swap Request Access the Swap Request Notification Click on the Bell Icon in the top-right corner of the Shift Management System. Locate the swap request notification from the employee. Review the Swap Request Click on the notification to open the request details. Check the shift details and selected employees for the swap. Approve or Reject the RequestThe manager has two options: Approve the Request: Confirm the swap with one of the selected employees. Reject the Request: Decline the swap. The requesting employee will be notified. If the Manager Rejects the Request The swap request is declined, and the requesting employee is notified. The employee must either work the original shift or submit a new swap request. If the Manager Approves the Request The swap request is forwarded to the selected employee (recipient employee) for confirmation. Step 3: The Recipient Employee Receives the Swap Request Access the Swap Request Notification Click on the Bell Icon in the top-right corner of the Shift Management System. Locate the swap request notification from the requesting employee. Review the Swap Request Click on the notification to open the request details. Check the shift details and confirm if you want to accept the swap. Approve or Reject the Request As the recipient employee, you have three options: Approve the Request: Confirm the swap, and the shift will be exchanged. Reject the Request: Decline the swap, and the original shifts will remain unchanged. Take No Action (Pending): If you do not respond, the request remains pending until you take action or it expires. Example Scenario: Multiple Swap Options John, a sales associate, wants to swap his shift on October 20. He selects three coworkers with eligible shifts: Sarah: October 22 Michael: October 21 Emma: October 23 John submits the request, and the manager approves it. Notifications are sent to all three employees. If Sarah approves first, the swap is finalized, and the options for Michael and Emma are automatically canceled. Handling Rejected Requests Manager Rejection If the manager rejects the swap, the request is marked as rejected, and the original shifts remain unchanged. Recipient Employee Rejection If the recipient employee rejects the request after manager approval, the swap is canceled, and the requesting employee is notified. Important Considerations Eligible Employees: Only employees with assigned shifts on current or future dates will appear as swap options. Approval Requirement: All swaps require manager approval before being sent to recipient employees. Notifications: Swap request updates appear under the Bell Icon in the top-right corner. Finalization: A swap is only finalized when both the manager and recipient employee approve it. Troubleshooting Unable to Find an Employee to Swap With? Ensure that: The shift you want to trade is on a current or future date. The selected employee has a scheduled shift on an eligible date. Swap Request Rejected? Contact your manager to understand the reason for rejection. Submit a new swap request if necessary. No Response from the Recipient Employee? Follow up with the employee to confirm if they received the notification. This process ensures a structured approach to shift swaps, maintaining efficiency and clarity in scheduling.
