Getting Started with the Access Control System
Overview An Access Control System helps organisations 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 Need Help? If you encounter any issues or have questions regarding Setup, Payroll & Face ID of the Access Control System, please reach out to the NextGen Workforce Support Team for assistance. 📧 Support Contact: care@ngworkforce.com 🌐Visit Website : www.ngworkforce.com
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 recognisable 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 Workforce 2. Navigate and Click on the “Employees” section on the left panel of the dashboard. 3. Search for the employee in the search bar on top of the screen. 4. In the employee’s profile, go to the “Mobile/Web App Login” section. 5. Enable Geofencing: Toggle “Enforce Geofencing” to ON. 6. Click on “Update Employee” to Save your changes. Once enabled, the employee can only log in from authorised geofenced locations, preventing unauthorised access. Advantages of Geofencing in Workforce Management Geofencing offers multiple benefits for security, efficiency, and workforce accountability. Enhanced Security Restricts employee logins to authorized locations. Prevents unauthorized access to company systems. 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. Remote Employee Productivity Tracks and verifies whether remote employees are working from designated locations. Encourages trust and discipline in remote work settings. Efficient Resource Allocation Helps businesses manage on-site staff distribution more effectively. Reduces unnecessary workforce shifts and optimizes time management. Compliance and Reporting Provides location-based attendance tracking. Generates reports for regulatory compliance and performance analysis. Cost Reduction Prevents unauthorized access and unproductive hours. Reduces security risks and operational costs. Improved Time Management Encourages punctuality by monitoring clock-in/out times. Ensures employees remain within assigned work zones during working hours.Conclusion Conclusion Geofencing enhances workplace security, employee accountability, and operational efficiency. By implementing geofencing at site and employee levels, organisations can reduce security risks, improve workforce management, and ensure compliance with work policies. 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
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: Add Employees to NextGen Manually 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 encounter any issues or have questions about how to Add Employees to NextGen, please reach out to the NextGen Workforce Support Team for assistance. 📧 Support Contact: care@ngworkforce.com
Shift Swapping Guide in NextGen Workforce
Overview The Shift Swapping Module allows employees to trade shifts with their coworkers; consequently, it provides greater scheduling flexibility. In addition, this guide explains how to request, approve, and finalise a shift swap step by step. 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. 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. Firstly, check the shift details and, subsequently, 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, then the request remains pending until you take action; otherwise, 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 finalised, and the options for Michael and Emma are automatically cancelled. Handling Rejected Requests Manager Rejection If the manager rejects the swap, they mark the request as rejected, and the original shifts remain unchanged. Recipient Employee Rejection If the recipient employee rejects the request after the manager approves it, the manager cancels the swap and notifies the requesting employee. 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 finalised 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.
Clear Browser Cache, Cookies, and History: Easy Guide
Introduction Clear Browser Cache Cookies and History can fix website loading problems and improve performance. Whether you use Microsoft Edge, Google Chrome, Mozilla Firefox, or Safari, this guide provides simple steps to clear this data. It’s a quick way to refresh your browsing experience and resolve issues, so let’s get started! Steps to Clear Data in Browsers Microsoft Edge Open Microsoft Edge. Click the three-dot menu in the top-right corner. Go to Settings > Privacy, search, and services. Under Clear browsing data, click Choose what to clear. Check these options: Browsing history Cookies and other site data Cached images and files Click Clear now. Google Chrome Open Google Chrome. Click the three-dot menu in the top-right corner. Go to Settings > Privacy and security. Click Clear browsing data. Select a Time range (e.g., Last hour, All time). Check these 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 in the top-right corner. Go to Settings > Privacy & Security. Scroll to Cookies and Site Data, then click Clear Data. Check: Cookies and Site Data Cached Web Content Click Clear. Safari Open the Safari app on your device (iPhone, iPad, or Mac). On iPhone/iPad: Go to Settings > Safari. Scroll down and tap Clear History and Website Data. Confirm by tapping Clear History and Data. On Mac: Click Safari in the top menu bar, then select Settings (or Preferences). Go to the Privacy tab and click Manage Website Data. Click Remove All and then Remove Now, or select specific sites to remove. Alternatively, enable the Develop menu (via Settings > Advanced > check Show Develop menu), then click Develop > Empty Caches. Restart Safari to apply changes. Tips Restart Browser: Close and reopen your browser after clearing data to ensure changes take effect. Save Important Data: Note any saved logins or bookmarks, as clearing cookies may log you out. Check Performance: Test the website again to see if the issue is fixed. Need Help?: Visit our Contact Support page for assistance. Conclusion Clear Browser Cache, Cookies and History is an easy way to troubleshoot website issues and keep your browsing smooth. Follow the steps for your preferred browser and enjoy a refreshed experience. For more tips, check out our How to Optimise Browser Settings guide.
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. Understanding Access Privileges and how to assign it to managers for employee access! 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. Only Super Admins can assign access privileges to manager roles. Steps: Go to Login Profiles/Job Roles Click the job role you want to configure. Select the privileges. Check the boxes for the access you want to assign (e.g., View Employees, Export Attendance). Click the dropdown next to the privilege. Click Employee Config, a dropdown will appear. Choose the access level: 1. All Employees 2. My Reportees 3. Set Up at Employee Level 4. Group Codes If using Group Codes, enable the toggle. A dropdown will appear to select group names. Select the required groups. The manager will get access only for the selected groups. In the right corner, click on the “Save” to apply chnages. 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!
Setup a NextGen Trial account with BambooHR Integration
Overview Setting up a NextGen Workforce trial account with BambooHR integration is a quick and seamless process that requires no custom development or IT setup. The integration uses Single Sign-On (SSO), allowing users to authenticate with BambooHR credentials to access NextGen Workforce solutions. Navigation Click 🔗 NextGen Trial Setup Click “Create Account“. Enter Company Domain: The company domain is the custom link used to log into BambooHR. Enter your personal information and BambooHR email address. Note: The email address must have full admin access to the BambooHR account. Click “Complete Registration” Sign in with BambooHR After signup, you will be redirected to the login page. Click “Sign in with BambooHR”. Enter the “Company Domain” again. Provide your registered email address and password, then click “Login”. Once authenticated, the NextGen Time Tracking account is ready to use with BambooHR integration. Syncing Employee Data from BambooHR Once authentication and integration are complete, the system will automatically sync employee data, including: Department Details Personal Information Organizational Structure Pay Codes Additionally, the system automatically syncs: PTO (Paid Time Off) requests Leave requests from BambooHR Real-Time Updates Any changes or updates in BambooHR (e.g., hiring, termination, or employee info updates) are automatically synced in NextGen. This eliminates the need to manually update employee records across multiple systems. Important Note The trial account is automatically disabled after a specified period. For any questions or concerns, please contact your account manager. Final Thoughts By integrating NextGen Workforce with BambooHR, businesses can automate employee data synchronization and ensure a seamless time tracking experience. The setup is simple, secure, and eliminates the need for manual updates.
Export Attendance to QuickBooks Desktop (Step-by-Step Guide)
Introduction If you’re using QuickBooks Desktop for payroll, exporting attendance records from your NextGen Workforce account is simple. This guide walks you through the steps to export attendance to QuickBooks Desktop using the IIF format. Here’s how to export Attendance records on your account: 🔗Login to Your AccountNextGen Workforce > Enter Login Credential Dashboard > Export (Left section) > Choose Date Range > Select QuickBooks Desktop > Click “Display” If everything is correct, click the “Export” button to generate the report. Once you have successfully exported attendance records, the status for the exported records will show as green. Your file as an IIF was downloaded, and now you can proceed to import the IIFs into your QuickBooks Desktop account by following the provided steps.” Sign in to your company file as an admin.Note: If you’re in multi-user mode, go to the File menu, then select Switch to single-user mode. Go to the File menu, then select Utilities. Select Import, then select Import IIF. Select the IIF file you want to import, then select Open. Select OK to confirm the import. Please note that time tracking must be enabled at the employee level. To enable, please follow the below navigation: In QuickBooks go to Edit > Preferences > Time and Expenses Select “Company Preferences.“ Set Time Tracking to Yes; specify first day of work week We hope this article was helpful to you. If you have any more questions or need further assistance, please don’t hesitate to reach out.
How to export Attendance Records
Overview Exporting attendance records in NextGen Workforce allows you to generate and download time-tracking data for payroll and reporting. Follow the steps below to ensure accurate record-keeping and seamless payroll integration. Steps to Export Attendance Records 🔗Log In to Your NextGen Workforce Account. Dashboard > Export > Select Payperiod > Select Payroll Partner> Display Once the report displays, review the data to ensure accuracy. If everything is correct, click the “Export” button to generate the report. Once you have successfully exported attendance records, the status for the exported records will show as green. Export Notifications and How to Resolve Them 1. Notification: “There are some records having errors with missing clock-in or clock-out. Show list.” Cause: This notification appears when one or more attendance records are incomplete due to: A missing clock-in or clock-out entry. An employee forgetting to punch in or out. A technical issue with the attendance tracking system. Solution: Click “Show List” to view the affected records. Check each employee’s attendance log for missing entries. Manually update missing clock-in/out times. Ask employees or managers to verify and correct any errors. Once all missing data is fixed, retry the Export. 2. Notification: “You still have a few approvals pending. Approve them to enable export.” Cause: This notification appears when some employees’ timecards are not yet approved, preventing the export process. Solution: Navigate to Dashboard > Reports > Approval Report > Select Pay-Period > Choose Approval > Submit Review and approve pending timecards. If needed, use the “Bypass Approval and Export” option. Once all approvals are complete, proceed with the export. Frequently Asked Questions (FAQ) Bypass Approval and Export 1. What is the “Bypass Approval and Export” feature? The “Bypass Approval and Export” feature allows you to export payroll data even if some employees’ timecards are pending approval. This ensures payroll processing is not delayed due to incomplete approvals. 2. Who can use the “Bypass Approval and Export” option? Only the Account Owner has access to this feature. 3. When should I use this feature? Use the bypass option when: Approval is delayed due to missing manager assignments. Urgent payroll processing is required, but some timecards remain unapproved. You need to finalize payroll without waiting for pending approvals. 4. How do I use the “Bypass Approval and Export” feature? Navigate to the Payroll Export section. If approvals are pending, you will see the “Bypass Approval and Export” button. Click the button to proceed with the export. Confirm your action when prompted. 5. What happens if I bypass approval? The system will allow payroll exports without requiring all approvals. Unapproved timecards will still be included in the export. Admins should double-check data accuracy before proceeding. 6. Can I undo the bypass once the export is completed? No, once the export is finalized using the bypass option, it cannot be undone. Always review all timecards before proceeding. 7. Will employees or managers be notified if approval is bypassed? Notifications depend on system settings. Check with your administrator to verify if alerts are triggered when approvals are bypassed. We hope this guide was helpful. If you have any questions or need further assistance, please contact our support team.
Guide to Timeclock and scheduling
To get started, please download the latest version of the mobile application by following the links below and enable the mobile application access by using the below navigation Android = Timeclock and Scheduling – Apps on Google Play IOS = Timeclock & Scheduling on the App Store Prerequisite: BambooHR – BambooHR users can access the mobile application using their BambooHR login credentials. It is important for admins to ensure that all employees are assigned valid BambooHR credentials in order to facilitate seamless access to the mobile application. For QuickBooks Online and QuickBooks Desktop integration, admins are responsible for creating primary login access, which employees can change later. QuickBooks Online: As part of the standard integration process, employees’ email addresses will sync from QuickBooks Online. Admins must ensure that a valid email address is assigned in QuickBooks, which will be used as the username when granting mobile application access. Alternatively, admins can create and assign a custom username and password for employees. QuickBooks Desktop: For QuickBooks Desktop, admins should create a username and password to enable mobile application access. This can either be done using the employee’s email address or by assigning a custom username and password. Note: To simplify the process of enabling mobile application access, admins can assign a generic password for all employees. Employees will have the option to change this password later. To use the system standalone without integration, the same process as for QuickBooks Desktop should be followed. Admins will need to create a username and password to enable mobile application access, using either the employee’s email address or a custom username and password. 🔗 Log In to your admin account. Navigate to Employees > Search Employee > Employee Credentials. Enabling Mobile Application Access for Users To allow employees to log in via the mobile app: Go to Employees > Search Employee > Web/Mobile App Kiosk settings. Enable Toggle “Allow Mobile Time Clock” for mobile clock-in access. Once enabled, employees can log into the NextGen Timeclock and Scheduling App. Attendance Recording The Home Screen allows quick and easy attendance tracking with the following options: Clock In / Clock Out: Start and end your work shift with a simple swipe. Break In / Break Out: Record your break times to maintain accurate work hours. Geolocation and Geofencing Note: Geolocation tracking rules and regulations primarily focus on requiring explicit user consent before tracking their location. How to enable geofencing in NextGen system 🔗 Set up geofencing If geofencing is enabled, attendance can only be recorded when the user is inside the designated work area. Ensure device location services are turned on for seamless check-ins. This ensures accurate attendance tracking while maintaining flexibility in work schedules. Optional Features Tap the “+” icon in the top-right corner to open the attendance entry form. Fill in the Following Details: Department: If departments are defined in the system, a dropdown will appear, allowing employees to select their department while punching. Job Code: If multiple job codes are set up, employees working in different roles can select the appropriate job code during punch-in. Site: Employees can choose their work site if multiple sites are available. Attendance Tags: If defined in the system, a dropdown will appear with tags used to categorize attendance for tracking purposes. Additional Notes: Employees can add relevant comments while recording their attendance. Tap Save to submit your attendance. You’re all set! The NextGen Timeclock and Scheduling app makes tracking attendance effortless. Need Help? Contact Customer Support If you need assistance, please reach out to our support team: Customer Support!
