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.
How to Clear Browser Cache, Cookies, and History
Overview Clearing your browser’s cache, cookies, and history helps resolve website loading issues. Follow the steps below to clear data in different browsers. Microsoft Edge Open Microsoft Edge. Click on the three-dot menu (top-right corner). Select Settings > Privacy, search, and services. Under Clear browsing data, click Choose what to clear. Select the following options: Browsing history Cookies and other site data Cached images and files Click Clear now. Google Chrome Open Google Chrome. Click on the three-dot menu (top-right corner). Select Settings > Privacy and security. Click Clear browsing data. Choose Time range (Last hour, Last 24 hours, All time, etc.). Select the following options: Browsing history Cookies and other site data Cached images and files Click Clear data. Mozilla Firefox Open Mozilla Firefox. Click the three-line menu (top-right corner). Select Settings > Privacy & Security. Scroll down to Cookies and Site Data, then click Clear Data. Select: Cookies and Site Data Cached Web Content Click Clear. ✅ Done! Your browser cache, cookies, and history are now cleared. If you experience any issues, try restarting your browser and checking if the problem is resolved.
Access Privilege and Login Profile
Overview Access privileges in NextGen Attendance Management Solutions define user permissions, ensuring that only authorized users can access specific modules. These settings enhance data security and maintain system integrity by restricting unauthorized access. By properly setting access privileges, organizations can: Control who can view, edit, or manage different features. Prevent unauthorized access to sensitive employee data. Ensure efficient delegation of roles and responsibilities. Different Types of Access Levels NextGen offers different levels of access based on user roles, ensuring controlled access to system functionalities. 1. Super Admin The Super Admin has full control over all modules within NextGen. This role is responsible for: Managing system-wide settings and configurations. Setting up and managing third-party integrations (e.g., BambooHR, QuickBooks) for seamless data synchronization. Assigning and modifying access privileges for other users. 2. Admin The Admin has broad access and can: Delegate access by setting up login profiles or access privileges for subordinates. Manage all modules and oversee system operations. 3. Manager / Supervisor Super Admins and Admins can delegate access to Managers or Supervisors. Managers can be given access to all or selective modules based on business needs. 4. Employee By default, employees have access to: Viewing their own timesheets. Submitting PTO (Paid Time Off) requests. How to Create Access Privileges Except for the Super Admin, the system automatically assigns default employee access to all users during account setup. Additional access privileges can be defined as needed. Steps to Create Access Privileges 1. Job Title Setup Before creating login access, define the job title and access privileges: If BambooHR is integrated, the system automatically retrieves the job title from BambooHR. The job title can then be used to assign the appropriate login access in NextGen. 2. My Reportees Users can manage reportees based on organizational hierarchy levels. Levels of My Reportees: Level 1 – Users can manage only their direct reportees. Level 2 – Users can manage their direct reportees and the reports of Level 1 subordinates. Level 3 – Users can manage all users in their hierarchy, including Level 2 users and their reportees. 3. Employee-Level Access Setup This feature allows for custom reporting hierarchies and assigning custom access fields to employees. Managing Access Privileges Using Groups This feature allows for dividing employees into distinct groups, making access management more efficient. When employees log in, they will have access only to predefined permissions based on: Their login profile. The group(s) they belong to. Steps to Create Groups Navigation Path: How to create Groups Employees within the same group inherit common access settings, simplifying access control. Which Roles Can Be Assigned Using Job Titles? Below are the different types of access that can be assigned: Admin Access – Grants full access to all modules. Export Attendance – Allows Managers/Supervisors to export attendance records. View Reports – Grants access to specific reports. Update Employee Time Cards – Allows modifying timesheets. View Employees – Grants access to view employees within assigned groups. Scheduling Tool – Enables access to shift scheduling. Add/Update Employees – Allows adding and updating employee information. Edit Self Timesheet – Allows employees to modify their own timesheets. Approve Timesheet – Allows employees to approve their own timesheets when assigned an approval workflow. How to Assign Access Privileges to Employees Follow this navigation path to assign access privileges based on job title, group, or individual requirements. Navigation Path: Dashboard > Employee > Employee Edit > Employment Information > Access Privileges > Update. For additional assistance, contact support!
