On-Demand / Off-Cycle Timesheet Approval
Overview The On-Demand / Off-Cycle Timesheet Approval module allows managers and designated approvers to review and approve an employee’s timesheet before the pay period officially ends. This feature is useful when approvals are needed early for audits, payroll checks, corrections, or urgent exceptions—without disrupting the standard end-of-pay-period approval process. ⚠️ Important: This module is not enabled by default and must be activated account-by-account by NextGen Workforce Support. When Should This Feature Be Used? Payroll needs early approval for a specific employee Corrections must be validated before pay period close Managers want to approve completed work ahead of time Off-cycle payroll or exception processing is required Prerequisites Before using this feature, ensure the following are completed: ✅ The On-Demand / Off-Cycle Timesheet Approval module is enabled for your account (via Support). ✅ Timesheet approval workflow steps are already defined. ✅ The approval workflow is assigned to employees. ✅ You are listed as an actor (approver) in the timesheet approval workflow. If workflow steps or approvers are not configured, off-cycle approval cannot be initiated. How the Approval Process Works (High-Level) The standard timesheet approval still runs automatically at pay period end. This module allows an early, manual approval for a specific employee. Approval can only be performed by actors defined in the workflow. Off-cycle approval applies only to the selected employee, not the entire pay period. How to Request an On-Demand / Off-Cycle Approval Step 1: Navigate to Employee Timesheet Go to Timecard / Timesheet. Open the employee’s timesheet for the current pay period. Step 2: Initiate Off-Cycle Approval Locate the “Request Off-Cycle Approval” option on the timesheet screen. Click to initiate the approval request. This option will only be visible if: The module is enabled You are an authorized workflow actor Step 3: Approval Workflow Is Triggered Once requested, the system: Initiates the timesheet approval workflow for that employee Routes the request to the defined approvers Approvers can then approve or reject based on workflow rules. Who Can Approve? Only users who are defined as actors in the timesheet approval workflow can: View the off-cycle approval request Take action (approve or reject) If you are not part of the workflow, you will not see the approval option. What Happens After Approval? The employee’s timesheet is marked as approved for the current pay period. This approval is logged and auditable. Need This Feature Enabled? Since this module is enabled only on request, please contact NextGen Workforce Support: 👉 https://support.ngworkforce.com/open.php
A Complete Guide to Geofencing in NextGen Workforce
Geofencing in NextGen Workforce allows you to set up virtual boundaries around specific sites or locations, ensuring employees can only clock in/out when they’re within the permitted area. This enhances accuracy, improves accountability, and helps enforce compliance policies effectively. Prerequisites Before Setting Up Geofencing Before you can start using geofencing, ensure you meet the following conditions: You must create a site first. Go to Settings → Sites and ensure the work location (site) is already created in the system. Employees must be assigned to the respective geofence site. Geofence Area Must Be Drawn When editing a site, you must draw a fence (polygon) on the map to define the geofenced area. This ensures employees can punch only when within the set boundary. Geofencing Must Be Enabled While setting up the site, ensure that the “Enable Geofencing” option is turned ON. How to Create a Geofence Area Navigate to Sites on the dashboard Select an existing site or create a new one In the Geofence section: Use the polygon drawing tool in the top right corner to outline the allowed area Avoid overlapping parking lots, streets, or neighboring properties Keep a buffer zone around the boundary to account for GPS inaccuracy Enable the “Geo Fence Required” toggle Click Save Pro Tip: Add a small buffer around the building to prevent accidental violations due to slight GPS drift. Use Cases for Geofencing Ensure On-Site Presence: Employees can only punch in when physically at the job site. Prevent Buddy Punching: Since location is verified, employees cannot clock in on behalf of others. Enforce Location-Based Rules: You can apply different rules based on site locations. Control Clock In/Out Behavior: Only allow punches from specific locations to maintain payroll accuracy. What Is a Geo Violation? A geo violation occurs when an employee attempts to punch outside the defined geofenced area. When this happens: The system blocks the punch (if configured strictly) Or logs it as a Geo Violation if lenient rules apply An alert can be triggered for admin or manager review How to Track & Report Geofence Activity NextGen Workforce offers multiple reports and logs to monitor geofencing accuracy: 1. Geo Punch Report Shows whether the punch occurred inside or outside the geofence Includes GPS coordinates and map view 2. Geo Violation Logs View all punches that triggered geo violations Helps identify employees who repeatedly violate geofencing 3. Geo Compliance Report Tracks which employees are following the geofencing rules Can be filtered by site, date, or department 4. Raw Logs Shows complete raw punch data, including device type, coordinates, and timestamps for audits Geofencing on the Mobile App For geofencing to work on mobile: The NextGen Timeclock & Scheduling app must be installed You must set Location Services to “Always Allow.” Mobile internet or GPS must be active during punching A visible prompt will show if the employee is inside or outside the allowed area What Happens If I’m Outside the Fence? If the employee is outside the geofenced area: The system will block the punch (if you enable strict mode). A warning will appear: “You are outside the geofence area. Punch not allowed.” If the system allows soft enforcement, the punch will go through, but the system will flag it as a geo violation. Conclusion Geofencing adds a strong layer of location-based security and accuracy to your time-tracking process. With proper setup and employee awareness, it reduces manual errors, prevents misuse, and ensures compliance across sites. NextGen Workforce seamlessly integrates the geofencing feature into both the web and mobile apps, offering full visibility and control over your distributed workforce.
Subscribing to Your Schedule Feed in Google Calendar
Stay updated with your shifts directly from Google Calendar This guide walks you through adding your personalized schedule feed (in .ics format) to Google Calendar. Once added, your calendar will stay in sync with your schedule automatically. How to Add the Schedule Feed You must do this from a desktop browser. The Google Calendar mobile app does not support URL-based calendar subscriptions directly. Step-by-Step: Copy your .ics link (usually a public link provided via S3 or NGW dashboard) Open Google Calendar in a web browser On the left-hand panel, locate “Other calendars.” Click the “+” icon next to “Other calendars.” Choose “From URL” from the dropdown Paste your .ics URL into the field Click “Add calendar.” Your schedule will now appear under Other Calendars and update automatically. Sync & Update Behavior Google Calendar automatically fetches updates from your schedule link. Here’s what you need to know: How Often It Refreshes Update Frequency: Every 4–8 hours Note: Edits you make in NGW (like changing a shift) won’t show instantly; they appear after the next sync cycle. What Happens When Schedule Changes New Shifts: Appear in your calendar automatically Edited Shifts: Replaced with updated details (time/location) Deleted Shifts: Removed from your calendar automatically Troubleshooting & Common Issues Issue Cause What You Can Do Shift change is not visible Waiting on sync Wait a few hours or check the internet connection The calendar shows on the desktop, not the mobile Sync issue between desktop and app Ensure your mobile is synced with your Google account Events show “No Title.” Missing data in .ics feed Contact support if it repeats; it may be a feed generation issue Important Notes For urgent changes (e.g., last-minute shift swaps or emergencies), we’ll communicate via email, not calendar feed. This subscription is read-only. You cannot edit or move events from the .ics calendar directly. Learn how to use the Scheduling tool v2.0/Shift Planner. Need Help? For assistance, please reach out to NextGen Workforce Support.
Introduction to Scheduling tool v2.0 / Shift Planner
Overview The Scheduling Tool in NextGen Workforce allows managers and schedulers to create, assign, copy, and manage employee shifts with ease. Whether you’re publishing open shifts, assigning shifts in bulk, or copying weekly schedules, this tool simplifies everything—on both web and mobile views. Accessing the Scheduling Tool Navigation: Login → Dashboard → Access Web Timeclock → Shift Planner Once inside the Scheduling Tool, you’ll see a calendar view grouped by departments. You can toggle between views and apply filters as needed (explained below). Creating, Publishing, Assigning, and Claiming Open Shifts Creating Open Shifts Steps to Create: Click the Open Shift button (top-left). Select Create → A pop-up will open. Fill in: Date Shift (from dropdown) Positions (number of employees needed) Select eligible employees/departments/groups. Click Create Open Shifts Publishing Open Shifts Steps to Publish: Click the Publish button. → Select Open Shifts A modal appears to assign employees. Under each shift, search & select eligible employees. Click Assign Shifts Refer to the screenshot “Assign Published Open Shifts.” Assigning Published Open Shifts to Employees Once your open shifts are created and published, you can assign them directly to employees. Navigation: Click the Open Shift button Select “Assign” from the dropdown Choose the pay period (dates) for which open shifts were created A list of all available open shifts will appear, like the screen shown above Under each shift, select an employee from the Assign to Employee dropdown After selecting all employees, click the Assign Shifts button You can assign multiple positions of the same shift to different employees (e.g., 3 employees for 3 positions). Claiming Open Shifts (Employee Role) Steps for Employees: Login → Dashboard → Bell Icon Click on the OpenShift notification. Review available shifts. Click Checkout Open Shifts Tap the desired shift → Click Claim Copying Weekly Schedules Use this when you want to reuse a previous schedule for a new week. Steps: Click the Copy button (top menu). Enter: Copy From Date → Start and End Copy To Date Apply optional filters (Department, Group) Click Copy Schedule Refer to the screenshot “Choose Schedule Timeline.” Assigning Shifts via Mass Assignment Mass Assignment → Fill out the form: Assign to: Employee, Department, or Group Shift Details: Choose shift, date & time Assignment Details: Repeat for multiple days if needed Click + Optional Fields to access: Site, Department, Job Code, Notes Shift Color: Select a color to visually differentiate shifts Tags: For example, FMLA (leave codes) Click Assign Shift to apply across employees. Manually Creating Shifts from Calendar Click “+” Add Schedule block for any employee→ Fill shift details→ Use optional fields as needed→ Click Assign Shift Shift Color-coded blocks The Shift Color field lets you visually differentiate shifts using custom colors. Click on the Shift Color bar to open the color palette. You can: Choose a color manually using the color block. Use the slider to adjust the hue. Fine-tune by entering RGB values (Red, Green, Blue). Use the eyedropper tool to pick a color from your screen. Once applied, your selected color will appear as the background for the assigned shift block on the calendar, helping you quickly spot different types of shifts (e.g., On-Call, Training, Backup). Filters The Filter Schedules pop-up allows managers to narrow down the scheduling calendar view to focus on specific employees, departments, shifts, or date ranges. This is especially useful when managing large teams across different locations or roles. Field Description Employees Type at least 3 characters to search and filter for specific employees. Departments Select one or more departments to view the schedules of employees in that department. Sites Useful if your organization operates from multiple locations—filter schedules by site. Shifts View only selected shifts (e.g., morning, night, or on-call). Helps in isolating specific shift types. Schedule Start Date Select the beginning date of the schedule range you want to view. Schedule End Date Set the ending date for the desired schedule view. Actions Apply Filters—Once you’ve selected your options, click this button to update the calendar view accordingly. Clear All Filters—Resets all filters back to the default view. Refer to the screenshot “Filters Panel. Quick Filters This compact filter panel lets you quickly control how you want to view your schedule calendar in the Timeclock & Scheduling tool. Filter Options Explained 1. View Type Choose how the schedule should be displayed: Daily – Shows one day at a time. Weekly—Shows the schedule for the whole week (recommended view). Monthly—View all shifts for the month in one go. 2. Group By Decide how you want the schedule to be grouped: Department—Group employees by department. Employee – View schedule grouped by each employee (best for tracking individual work plans). 3. View Schedules Control the visibility of schedules: My schedules only – Shows only your personal schedule (for employees). My department – Displays schedules of your entire department. All schedules – See everyone’s schedule across all departments (usually for managers/admins). 4. Filter Options Choose what types of records should be shown on the schedule: Schedule—Shows regular shift assignments. Time off—Displays planned leave and vacation days. Holiday – Marks holidays on the calendar. Unavailability—Shows when employees are unavailable to work. Open Shifts – Displays available shifts that employees can claim. Quick Actions Set Unavailability—Quickly open the unavailability setup screen. View Open Shifts—Jump directly to the list of open shifts. How to Set Unavailability in the Shift Planner Navigation:Login → Dashboard → Access Web Timeclock → Shift Planner → Burger icon (Top-right) → Set Unavailability Steps to Set Unavailability Select DateChoose the date when the employee is unavailable. All Day Toggle Enable this if the employee is unavailable for the entire day. If disabled, specify the From and To time manually. Enable Repeating Slot (optional) Toggle Repeating Slot ON to repeat unavailability weekly. Select which days it repeats on (e.g., Mon, Tue, etc.). Set End Date Choose the ‘Ends On’ date to stop the repetition. Add Notes (optional) Mention the reason for unavailability or any relevant details. Submit Click Submit to save the unavailability slot. How
How to Request Time Off Through the in NextGen Workforce
Overview In NextGen Workforce, requesting time off is simple and seamless using the web interface. Whether you need a single day or a range of days off, the process is quick and fully integrated with your manager’s approval workflow. This guide walks you through each step. Prerequisites: Workflow configuration must be set up in advance to enable time off and notifications. Learn how to set up Timeoff Workflow configuration. Log In Go to NextGen Workforce → Log in with your credentials. → You’ll land on the Dashboard. Open Timeclock Panel Dashboard → Click “Access Web Timeclock.” Go to Time Off Section Timeclock screen → Click “Planned Time Off.” Here you can view: Time off balances by category (e.g., Sick, Vacation) Tabs for Ongoing, Upcoming, and History Request Time Off Click Request Time Off → Fill in the form: Select Dates → Choose start & end dates Category → Pick leave type from dropdown Time → Add time if partial-day is allowed Note → (Optional) Write a note/reason for leave. Submit → Click to send your request for approval Hurray’ You have successfully submitted a leave request. How to approve a time-off request. (For Managers) Manager Log In Go to NextGen Workforce → Log in with your credentials. → You’ll land on the Dashboard. Open Your Inbox Mobile App → Tap the 🔔 Notification Bell at the top-right. Web Interface → Click the Inbox icon in the top navigation bar. Review the Request Tap on the Time-Off Request notification to open the details. Review the requested date(s), leave type, and any notes from the employee. Approve or Reject Click Approve to accept the request. Click Reject to decline and optionally include a reason. The employee will receive a real-time notification once you take action. 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.
How to Approve Employee Timesheets in the NextGen Mobile App
Overview The NextGen Workforce Mobile App allows both employees and managers to review and approve employee timesheets directly from their mobile devices. Whether you’re approving your own timesheet or reviewing team submissions, the process is simple and secure. This guide walks you through the steps to approve your own timesheet (if you’re configured as a self-approver) or approve others’ timesheets if you’re a manager or supervisor. Prerequisites for Setting Up an Approval 🔗 Check Prerequisite 🔗 Login profiles and Access privileges 1: Log In Open the NextGen Workforce Mobile App Log in using your assigned credentials. By default, you’ll land on the Dashboard, where you can access: My Schedule Time-Off My Timesheet Team Timesheet (Manager-only) Approving Your Own Timesheet You can only approve your own timesheet if your company has configured Employee Self as a Level 1 approver in the timesheet approval workflow. Navigation: Dashboard → My Timesheet Steps: Select Pay Period You can only approve the previous pay period. Tip: Always review your timesheet entries before approval. Tap “Approval.” You will see two buttons: Add Entry and Approval. Tap Approval. Enter Approval Note A note is required before submitting. Tap “Approve.” Confirm your approval. Your timesheet is now approved for that period. Approving Team Timesheets (For Managers) As a manager or supervisor, you can view and approve your team’s timesheets from one place. Navigation: Dashboard → Team Timesheet Steps: Select Pay Period Only previous pay periods are available for approval. Use Filters (if Required) Filter by employee name, department, or site to narrow down your list. Select an Employee Tap on an employee from the list to open their timesheet. Review Entries Check for accuracy before approving. Tap “Approval.” Tap the Approval button. You’ll see two options: Add Entry and Approval. Enter Approval Note This step is mandatory. Tap “Approve” or “Reject.” Your decision will be recorded and reflected in the approval workflow. Additional Notes Approval workflows must be preconfigured by the admin. Employees cannot approve their timesheets unless explicitly allowed in the workflow setup. Managers will only see employees they are eligible to approve based on access rights. Frequently Asked Questions Q: Why can’t I see the Approve button?Check if the timesheet belongs to the current pay period. You can only approve previous pay periods. Q: Can I reject a timesheet?Yes. As a manager, you can reject the timesheet and add a note explaining the reason. Q: Can I edit an employee’s timesheet?Yes, if you have the appropriate access rights. Need Help? Contact Customer Support If you need any assistance regarding Approve employee timesheet, please reach out to our support team : Customer Support!
How to Sync Selected Employees from BambooHR to NextGen
Overview NextGen Workforce allows you to easily sync employee data from BambooHR, either all at once or selectively. The Selective Sync feature is helpful when you only need to bring in specific employees — such as newly joined team members — without syncing your entire directory. Before you Begin Ensure your NextGen Workforce account is already integrated with BambooHR. You must have proper access rights to use the sync features. 1: Selective Sync — Sync Specific Employees 1: Log in to NextGen Workforce 2: Open the Employees Section Dashboard → Employees 3: Start Selective Sync Click Sync Selected Employees (located beside the search bar). 4: Choose Employees from BambooHR A popup will appear with your full BambooHR employee list. Use the search bar or scroll through the list. Select one or more employees. 5: Submit and Verify Click Submit to complete the sync. Navigate back to: Dashboard → Employees Search and confirm the employee profiles are updated. 2: Full Sync — Sync All Employees 1: Run Full BambooHR Sync Navigate to:Dashboard → Employees → Employee Sync (BambooHR) 2: Refresh and Confirm After a few seconds, a refresh button will appear. Click Refresh to see updated employee records. Tip: A full sync runs automatically every 24 hours, but this option forces an instant update when needed. Frequently Asked Questions Q: Will this delete any employee data in NextGen? No. Syncing updates fields like name, email, and job title — it does not delete any existing data. Q: Can I use Selective Sync if the employee already exists in NextGen? Yes. It updates their details using the latest data from BambooHR. Q: What if a BambooHR record is missing key info like email? The sync may not work. Ensure all mandatory fields are filled in BambooHR. Related Help Articles How to Activate or Terminate Employees in NextGen Access Privilege and Login Profile Setting Up Clock IDs and Passwords
How to Request and Approve a Shift Swap in NextGen Workforce
Overview Shift swapping allows employees to exchange shifts with coworkers, ensuring better flexibility while maintaining schedule coverage. This guide breaks down the entire process into three clear steps—from request to approval—for employees and managers. Prerequisites Before using the Shift Swapping Module, ensure the following prerequisites; furthermore, it is essential to consider the following factors. Predefined Shift Templates: Managers must create and assign shifts in advance within the scheduling tool. Know “How to Create Shifts in NextGen Account“. Employee Access: Employees must have access to the web interface or portal to view their schedules and initiate swap requests. 1. How to Request a Shift Swapping (Employee-Initiated) Case Example: John wants to trade his shift with another coworker. Steps: Log in to your NextGen Workforce account. Navigate to Dashboard → Access Web Timeclock. Go to Today’s Shifts and click on the shift you wish to trade. On the shift screen, you’ll see two options: Swap and Release. Click Swap. Enter the Reason for requesting the swap. Select the Shift you want to swap with from the list. Click Continue. You’ll see a confirmation notification: “Your shift request has been successfully submitted.” 2. How the Recipient Employee Accepts or Rejects the Request. Case Example: Hill Cameron receives the swap request. Steps: Log in to the NextGen Workforce account. Go to Dashboard → Access Web Timeclock → Bell Icon (🔔). Open the notification labeled with “Pending”. Review the details and choose to: Approve: Click the shift name below your name → Add a note → Click Approve Reject: You may also add a note before rejecting After approval, the request moves forward to the assigned manager. 3. How Managers Approve or Reject the Shift. Case Example: Manager Don Carlos receives the final request. Steps: Log in to the NextGen Workforce account. Navigate to Dashboard → Access Web Timeclock → Bell Icon (🔔). Open the Pending Notification for the shift swap request. Review the request: Approve: Click on the shift name, add a note, and click Approve. Reject: Add a reason if needed, and click Reject. Once approved, the shifts are automatically swapped and updated in the scheduling calendar. Frequently Asked Questions (FAQs) Q1. Can I cancel a swap request once submitted? No. Once submitted, you’ll need to wait for rejection or contact your manager. Q2. Who can I request a swap with? Only employees eligible for the same shift type or matching availability. Q3. What if my manager is unavailable to approve the request? You can contact your backup manager or escalate via support. Final Notes Only future shifts can be swapped. Shift swaps require approval from both the recipient employee and the manager. Always provide clear reasons for the swap for quicker approvals. Need Help? For assistance, please reach out to NextGen Workforce Support.
How to View, Claim & Release Open Shifts in NextGen Workforce
Overview NextGen Workforce lets you take control of your schedule by claiming open shifts posted by your manager. If plans change, you can release those shifts too. Here’s how to view, request, and release shifts in a few easy steps. And you can also check the link on Creating, Publishing & Approving Open Shifts in NextGen Workforce. 1: View Available Open Shifts. Log in to your NextGen Workforce account. Click “Access Web Timeclock” Dashboard > Today’s Shifts>Gear Icon > View Open Shifts. Browse through all the available shifts. Click on any shift to see more details. If you don’t see any open shifts, your manager may not have published them yet. 2: Claim an Open Shift. When you claim, the request goes to your manager or designated approver. Click on a shift you want to work. Click the Claim button. Confirmation pop-up will appear. Click ‘Yes, Claim Shift’ Now, Your manager will approve your request. Once you’ve claimed a shift, it must be approved by your manager. If approved, it becomes part of your schedule. If later you can’t work it, follow the next steps to release it. 3: Can’t Work a Shift? Release It Back If you’ve been assigned for a shift but can no longer work it, you can release it. This sends it back as an open shift so eligible coworkers in your department or group can claim it. Log in to your NextGen Workforce account. Click on Access Web Timeclock. Select the claimed shift from your schedule. Click the Release button. A Confirmation pop-up will appear, Click “Release” to send the shift back to pool. You can only release shifts that haven’t started yet. FAQs Q: Can you unclaim a shift before it’s approved? Yes, use the Release option from your schedule. Q: What if your request is rejected? You’ll receive a reason. You may try to claim another shift if available. Q: If you weren’t selected, can you see who got the shift? No. This is private to maintain workplace privacy. Need Help? For assistance, please reach out to NextGen Workforce Support.
Creating, Publishing & Approving Open Shifts in NextGen Workforce
Overview The Open Shift feature lets managers create unassigned shifts that once managers publish shifts, eligible employees will see them as available and can request to claim, based on availability. This helps maintain flexible schedules while giving employees more control. Let’s walk through the manager’s responsibilities in handling open shifts. And you can also check the link on How to View, Claim and Release open shift. 1: Create an Open Shift Log in to your NextGen Workforce account. Navigate to the Schedules section from the left-hand menu. Click the Open Shift icon ‘calendar with a tick’ in the scheduling toolbar. A pop-up titled “Open Shift” will appear. Fill in the following: Date – Determine the date for which you want to offer Open Shifts Shift – Choose the Shift you would like to make available Positions – Indicate how many positions you need for the open shift Click the ➕ (plus icon) to add multiple shifts. Select Eligible Employees or Departments for whom the shift will be visible. Click “Create Open Shifts” and refresh the page to see the updates. 2: Publish an Open Shift After creating shifts, they will be saved in Draft mode. Click on the plane icon to publish the shifts. A confirmation pop-up will appear: “Are you sure you want to publish all open shifts for the selected date range?” Click “Ok” to publish. 3: Review and Act on Employee Shift Requests. After an open shift is published, employees can request to claim it. These requests come back to the manager for approval. Employee requests → Manager notified → Manager reviews → Approves/Rejects To review: Open NextGen Dashboard Click “Access Web Timeclock” Click the Bell icon in the top-right corner, to view claim requests from your employees. Click on the Notification and Approve to finalize the shift assignment. If multiple-level approvers are configured, approval will go first to the immediate manager, then HR. 🔔 If approved, the shift moves to the employee’s schedule.❌ If rejected, the shift returns to the Open Shift pool. FAQs Q: Can I assign an open shift directly to an employee without waiting for a claim? Yes. You can convert the open shift to an assigned shift while editing. Q: Will I be notified for every claim? Yes. You’ll get a notification with the employee’s name and requested shift details. Q: Can I create open shifts in bulk? Yes, You can Create shifts for future dates, with ‘➕’ icon on Need Help? For assistance, please reach out to NextGen Workforce Support.
