Getting Started with the Time Off Module in NextGen
Prerequisite Time off type Policies Earning code Advance workflow setup For partners, we are synchronising the approved time-off requests from Bamboo; however, on the other hand, NextGen also offers a complete feature to submit time-off requests. The Time Off module in NextGen enables your organisation to manage employee leave in a centralised and efficient way. The first step in this setup is, therefore, to create a time-off category, which acts as the container for one or more time-off policies, such as vacation, sick leave, or unpaid leave. Create a Time Off Category Accessing the Time Off Setup Follow these steps to begin setting up your first Time-Off Category: Login to your NextGen account Use your admin credentials to access the dashboard. Navigate to Settings Navigate “Settings” option from the Dashboard Scroll down to the Timeoff Setup section Locate the Timeoff Setup option from the list of settings. Click on “Add Category” This will open the Time Off Category configuration screen. Configure the Time Off Category Once your account is set up, the next step is to define your organisation’s time-off rules through a dedicated policy. 1. Enter Category Details Category Name First, enter a descriptive name for the time-off category (e.g., Vacation, Sick Leave). Consequently, this is what employees will see when requesting time off. Category Code Provide a unique short code (e.g., VAC, SICK) to help identify the category in reports and, consequently, internal references. 2. Configure Category Options Time-off policies in this Category are paid policies Enable this checkbox; therefore, if time off under this category will be treated as paid leave. Make this Category name publicly visible on the calendar When checked, two additional options appear: ➤ Allow it to be seen by: Everyone The category will be visible to all users on the calendar. Only certain access levels Selecting this option reveals a dropdown containing user roles synced from your Bamboo account to NextGen.Choose the roles (e.g., HR, Manager) you want to grant visibility access to. Use this setting to balance visibility with confidentiality based on user roles. 3. Workflow Selection Select a predefined Advance workflow setup that will be used for time-off requests in this category, which defines who is going to be approving the time-off requests raised by employees. Learn how to setup Advance workflow for time-off approval 4. Time Tracking Option Tracking Time Companies typically record time by days or hours, following their policy. 5. Link an Earning Code Earning Code Associate a relevant earning code from your payroll system to track payouts and reporting correctly. Learn how to create an earning code in NextGen. 6. Customize Icon and Color Icon and Color Select an icon (e.g., briefcase, calendar) and a color to visually represent this category across the platform and calendar views. Additionally, this choice will enhance user experience and facilitate easier navigation. 7. Save Your Category Click Save to finalise and create your Time Off Category. Once completed, you’re ready to move on to the next configuration. Next step: Creating a Time Off Policy under this Category. If you encounter any issues or need further assistance, feel free to contact support!
How to Activate or Terminate Employees in NextGen
Introduction The right approach to managing your workforce within the NextGen Time Tracking System starts with knowing how to activate or terminate employees. So whether you are hiring a new employee or you have a transitioning staff, this article will take you through all the processes of managing staff or onboarding a new hire in NextGen. You can deactivate users that are terminated and activate them when they are rehired with simple clicks. This guide would perfectly suit administrators who operate integrations such as BambooHR or QuickBooks, or even administrators who follow the manual input of the employee data within the system. 1. What Does “Activating” or “Terminating” an Employee Mean? In the NextGen Time Tracking System: Terminating an employee deactivates their profile, making them unable to clock in or be scheduled. Activating an employee reinstates their access, enabling full system functionality again. This process does not delete any historical data or timecards. 2. Accessing the Employee Section in NextGen Log in to your NextGen Dashboard. On the left-hand side, click on the “Employees” tab. A list of all employee profiles will be displayed. 3. How to Terminate an Employee In the Employees section, find the employee you wish to terminate. Use the search bar or alphabetical filters to locate them quickly. Click the red X icon in the Action column. Confirm the action when prompted. This action will set the employee status to ‘terminated’ but will retain all existing timecard records. 4. How to Reactivate a Terminated Employee Navigate again to the Employees tab. Use the filter or type the employee name into the search bar. Once the profile appears, click the green checkmark icon in the Action column. That’s it! The employee is now active and can be assigned shifts or log hours. 5. Important Notes When Managing Employee Statuses Terminated employees can still be reactivated at any point. Their previous job codes, timeclocks, and schedules remain saved. Always double-check the Clock ID and Privilege Level after reactivation. 8. Frequently Asked Questions (FAQs) Q1: Will termination delete employee data? No. Termination only disables the profile. Data remains saved. Q2: Can I bulk terminate employees? NextGen Support can be contacted for queries about bulk actions, as each profile must be terminated individually. Currently, bulk actions are not supported in the NextGen system. Q3: Will schedules remain after reactivation? You must reassign new schedules. Previous scheduling data will still exist. Q4: What happens to biometric data after termination? The records are retained for future reactivation. Q5: How to check if an employee is inactive?Search for the employee you wish to check. If the employee is active, a red cross (❌) will appear in front of their profile name. If a green checkmark (✅) will be displayed instead, the employee is terminated or inactive. Q6: What if the reactivation button doesn’t appear? You may not have admin rights. Contact your account administrator. Final Thoughts It is vital to know the tricks of switching on/off staff in NextGen system in order to eliminate bumps on the way of the smooth workforce control. It guarantees adherence, facilitates the scheduling, and safeguards the data integrity. No matter which entry system you work with (manual entry, BambooHR, QuickBooks), now you have a complete road map of handling employee statuses in an effective way. For more helpful guides, visit and contact our support team directly for assistance.
How to Assign Kiosk to Employees in NextGen Workforce
Introduction Kiosk allows employees to clock in and out on a shared tablet at the workplace, though the webclock allows clocking in from any internet-connected device from anywhere. This guide will demonstrate to you how to assign these tools to employees, making the attendance tracking proper and fast. Steps to Assign Kiosk/Webclock Access: Log In to your NextGen Workforce account. Navigate to Employees: Go to the Dashboard. Click on Employees. Search for the Employee: Search for the employee you wish to assign kiosk/webclock access. Assign Kiosk/Webclock: Scroll down to Web/Mobile App Kiosk. Locate the list of existing kiosk names. Toggle the On/Off button to enable access for the selected kiosk. Click on the “Update Employee” button to ensure the assignment is updated. Assigning a Kiosk to All Employees by Default If you have only one kiosk in your NextGen account and wish to assign it to all employees: Go to Settings in your NextGen account. Scroll down and navigate to the section labeled “Default Settings for New Employees.” Check for “Kiosk” and click on the dropdown menu. Select the desired Kiosk from the existing options. Click Submit to save your changes. After submission, click on the check icon in front of the kiosk dropdown to confirm the assignment. That’s it! The selected kiosk is now assigned to all employees in your system. To learn how to set up payroll cycles in NextGen Workforce : How to Set up Payroll Cycles If you encounter any issues or need further assistance, feel free to contact support!
How to Create Groups
Overview Effective group management is the cornerstone of streamlined workforce organisation in NextGen Attendance Management Solutions. This guide unveils how to master the Groups feature, empowering businesses to categorise employees by roles, departments, or hierarchies with ease. Dive in to discover a step-by-step approach to creating, managing, and assigning groups, including how to create groups efficiently, transforming your administrative efficiency from the very first click. Why Use Groups in NextGen? Grouping employees helps businesses: Easily manage access control by setting permissions at the group level. Streamline scheduling by assigning shifts to multiple employees at once. Enhance reporting by filtering reports based on employee groups. Improve administrative efficiency by categorizing employees under specific teams. Learn How to Create a New Group To create groups, follow these steps: Log in to NextGen Workforce. Navigate to the “Groups” Section: Click on Settings in the left sidebar. Scroll down and select Groups. Enter Group Details: In the “Code” field, enter a unique numeric code for the group. In the “Group Name” field, enter a descriptive name (e.g., “Office Management Staff” or “Operations Team”). Click the “Add” button: After entering the details, click the “Add” button to create the group. Confirm the New Group: The newly created group will now appear in the Existing Groups section. Manager-Based Access Control NextGen provides Manager-Based Access Control, which allows organisations to: Assign access permissions based on managerial roles. Control what managers and supervisors can view/edit within their assigned groups. Enable or disable this feature using the toggle switch under the Groups section. Best Practices for Group Management Use descriptive group names for clarity (e.g., “Finance Team” instead of “Group 1”). Ensure unique group codes to prevent duplication. Use groups for mass scheduling to save time. Learn How To Create Schedules: Employee Level vs Mass Level Conclusion The Groups feature in NextGen simplifies workforce management by enabling businesses to categorize employees efficiently. By creating, managing, and assigning groups, administrators can enhance access control, scheduling, and reporting. For additional assistance, contact support!
How to configure break keys in Fingerprint Timeclock
Overview The Fingerprint Timeclock allows users to select attendance types manually when recording punches. Employees can define actions such as clocking in, clocking out, or taking breaks directly from the clock screen. Learn how to configure break keys step-by-step below. 1. Configuring Break Keys Follow these steps to configure break keys in the Fingerprint Timeclock: Navigation Steps: Launch the Main Menu Select “Punch State” Set Punch State Mode to Manual Set Punch State Timeout to 30 seconds Toggle “Punch State Required” to ON These settings ensure that employees can manually select their attendance status while punching in or out. 2. Updating Shortcut Key Settings Shortcut keys can be configured as Punch State (In/Out) Keys Menu Function Keys These shortcuts will appear on the device’s home screen for quick access.To learn step-by-step How to Update Shortcut Key Settings. Important Punch State Values: Action Punch State Value Clock IN 0 Clock Out 1 Break Start 3 Paid Break Start 4 Break End 2 Ensure that these values are correctly assigned to prevent attendance tracking errors. Need Help! If you encounter any issues while setting up Configuring Timeclock, please contact our customer support for assistance.
How to use Clock ID and Password for Recording Attendance
Overview Accurate time tracking starts with assigning each employee a Timeclock ID and Timeclock Password. These credentials are essential for employees to access time clocks and record their work hours properly. Without them, employees won’t be able to clock in or out, which can affect attendance records, payroll accuracy, and overall workforce reporting. This guide will walk you through the steps to assign these credentials, sync them to time clock devices, and explain how they are used by employees. 1. Assigning a Timeclock Password to Employees – Steps- Login to NextGen Workforce. Navigate and Click on the “Employees” section on the left panel of the dashboard. Search for the “Employee” in the search bar on top of the screen. Go to the “Attendance” tab in the Employee’s profile. Here you will find Timeclock ID and Timeclock Password Timeclock ID is automatically generated by system. Enter a password for the employee to use when clocking in. Click on the “Update Employee” Button to Save the Changes. 2. Sync Timeclocks – Navigation Steps: On the dashboard, navigate to timeclocks. Click “Sync Timeclock” (spinning wheel icon) next to the desired device. Detailed Article: How to Sync Employees to Timeclock Device. Important Note Employees must be assigned to the correct site where the Timeclock device is installed. Sites control which employees can access specific Timeclock devices. Need Help? If you encounter any issues or have questions about assigning Clock IDs or syncing time clocks, please reach out to the NextGen Workforce Support Team for assistance. 📧 Support Contact: care@ngworkforce.com
How to use Copy Schedule Feature
Introduction The Copy Schedule feature lets managers quickly duplicate work schedules from one week to another, streamlining workforce planning. Ideal for recurring shifts, it saves time and ensures consistency. How to Use the Copy Schedule Feature Steps Log in to NextGen Workforce Go to: Dashboard > Schedules Access the Copy Schedule Option In the top-right corner of the Schedules tab, click the gear icon. Select “Copy Schedule.” A modal pop-up will appear to configure the schedule settings. Select Source and Destination Weeks Use the calendar selectors in the modal to choose: Copy From (Source Week): The week you want to copy schedules from. Copy To (Destination Week): The week where the copied schedules will be applied. Apply Filters (Optional) To copy schedules for specific employees, apply filters such as: Department Group Handle Existing Schedules If the destination week already contains shifts, you can: Check “Clear shifts from selected days” to delete existing schedules before copying. Review Summary and Copy The modal will display a summary, including: Total shifts to be copied. Total employees included in the selected schedules. Review the details and click “Copy Schedule” to proceed. Tips Use verification to confirm the correct weeks from source to destination since errors can be prevented in this way. Filtering copy schedules for different teams through clean application of filters will save users time. Clear any conflicting existing shifts from the schedule. The Schedule Templates Guide at our website provides comprehensive information about related features. Conclusion The tool for scheduling duplicates enables users to allocate their time to higher-priority activities. Employ the feature as your tool to Programme regularly through streamlined operations. Also Read: Shift Auto Punch
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
