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!
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 Pre-requisite: 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!
Guide to Approval Workflow
Approval Workflow Overview The Approval Workflow automates the timesheet approval process, eliminating manual steps and improving efficiency. It ensures employees verify their timesheets before managerial approval, reducing errors and processing time. Prerequisites for Setting Up an Approval 1. Set Up Pay Cycles Define payroll cycles based on timezone selection. The approval process runs at the end of each pay cycle. Navigation: Dashboard > Settings > Payroll Cycles 🔗 How to Set Up Payroll Cycle 2. Configure the Approval Path Establish a hierarchy for timesheet approvals. 2.1 Set Access Privileges Approvers must have login access with timesheet approval privileges. 🔗 Access Privileges Guide Navigation: Dashboard > Settings > Login Profiles 2.2 Assign Reporting Managers If your NextGen Account is linked with BambooHR, and all employees are updated with complete information, including managers, they will automatically sync in the NextGen Account. However, please confirm that each employee is linked to a reporting manager responsible for approvals. Navigation: Dashboard > Employee Edit > Employment Information > Employee Manager 3. Assigning the Approval If you want to assign the same Approval and Pay Period to all employees: Navigation: Dashboard > Settings > Default Settings > Select Pay Period and Approval > Click Submit Then, click “✅” in front of Pay Period and Approval or for any other default settings. Note: Assigning through Default Settings ensures the same configurations apply automatically to new employees added to the NgWorkforce system. If you have multiple pay cycles and approvals, follow the process below: Navigation: Dashboard > Employee Edit > Paycycle Dashboard > Employee Edit > Attendance > Approval Workflow Note: If using BambooHR, the system auto-updates the organization structure. How to Create an Approval Workflow Navigation: Dashboard > Settings > Approval Workflow Steps to Create an Approval Workflow: Click “+” to create a new workflow. Enter a Workflow Name. Create an Identification Code. Select Trigger: “Paycycle End”. Update the buffer time to review timesheets before running the workflow. Select Approver Levels > Click Add. Note: Multiple Approval workflows can be created and assigned based on operational requirements. How to Create a Group-Based Approval Workflow Ensure employees and approvers are in the same group with approval rights assigned via login profiles. 🔗 Group Concept Guide How to Approve Employees’ Timesheets 1. Approve via Dashboard Navigation: Dashboard > Approval > Select Approval > Choose Pay Period Select employees ✅ > Click Approve. 2. Approve via Timecards Review & update timesheets. Click “Approval”. How to Approve Employees’ Timesheets 1. Approve via Dashboard Navigation: Dashboard > Approval > Select Approval > Choose Pay Period Select employees ✅ > Click Approve. 2. Approve via Timecards Review & update timesheets. Click “Approval.” 3. Approve via Consolidated Report (Bulk Approval) Approving through a consolidated report allows mass approval of timesheets. Note: To ensure transparency, an automated email notification is sent to employees and managers at the end of the pay cycle. Approving through a consolidated report allows mass approval of timesheets. Note: To ensure transparency, an automated email notification is sent to employees and managers at the end of the pay cycle. How to Check the Approval Status An Approval status report can be used to determine the approval status. Need Help? Contact Customer Support If you need assistance, please reach out to our support team: Customer Support!
RFID Card Setup for Employee Attendance Management
Introduction Setting up RFID cards for attendance tracking simplifies the process of monitoring employee attendance while improving accuracy and efficiency. With a properly configured RFID attendance system, employees can clock in and out seamlessly using their assigned RFID cards. In this guide, we’ll walk you through the step-by-step process of setting up an RFID card for employee attendance management. Step-by-Step Guide to Setting Up RFID Cards for Employees 1. Access the Dashboard Log in to NextGen Workforce Navigate to the Dashboard. 2. Select the Employee Click on the “Employee” from the left section of the Dashboard. Search the employee you want to assign an RFID card to. 3. Access Attendance Options Within the Employee Profile, scroll down to find the “Attendance” section. This section contains settings related to the employee’s time clock and attendance tracking. 4. Enter the RFID Card Number In the “Attendance section, locate the field labeled “Time clock Card #”. Enter the unique RFID card number assigned to the employee. If you don’t have the RFID card number handy, simply tap the card on the time clock once, and the number will be displayed on the screen. 5. Update the Information After entering the RFID card number, click the “Update” button to save the information. This step links the RFID card to the employee’s profile, enabling them to use it for attendance tracking. Final Thoughts Implementing RFID-based employee attendance tracking ensures a smooth, automated, and accurate time management system. By following the simple setup steps outlined above, you can seamlessly integrate RFID cards into your attendance workflow. Frequently Asked Questions (FAQs) 1. How do I get an RFID card number for an employee?Simply tap the RFID card on the time clock, and the system will display the card number. You can then enter this number in the employee’s attendance profile. 2. Can multiple employees use the same RFID card?No, each RFID card is unique to an employee to ensure accurate attendance tracking and prevent misuse. 3. How does an RFID attendance system integrate with payroll software?Many payroll systems like QuickBooks and BambooHR can sync attendance data from an RFID system for automated payroll processing. 4. What happens if an employee loses their RFID card?If an employee loses their RFID card, you can deactivate the lost card and assign a new RFID card through the employee profile settings. 5. How do I sync RFID attendance data with the system?Navigate to Dashboard > Timeclocks > Sync Timeclock (next to the clock you want to sync). This ensures all attendance records are updated. Next Steps Now that you have successfully set up RFID attendance for employees, consider exploring additional workforce management tools to enhance efficiency. Need help? Contact support!
How to update the punch state settings for fingerprint timeclock
Punch State Options Navigation: Time Clock Main Menu → Personalize → Shortcut Key Mappings How to Update Shortcut Key Settings Navigation: Time Clock Main Menu → Personalize → Shortcut Key Mappings The shortcut keys can be punch state (in/out) keys or menu function keys. Note: Static values for clock punch state Clock IN = 0 Clock Out = 1 Break Start = 3 Paid Break Start = 4 Break End = 2 These keys are visible on the device’s home screen. Function Key Punch State = Value F1 Check-In = 0 F2 Check-Out = 1 F4 Break-In/Break-Start = 3 F3 Break-Out/Break-End = 2 How do I remove the Break Keys selection option from the Time Clock home screen? Navigation: Time Clock Main Menu → Personalize → Shortcut Key Mappings Tap on the shortcut key for Break In or Out Tap on the function and set Undefined
Enhancing Payroll and Time Tracking Efficiency: Creation and Integration of FMLA with NextGen Workforce
In the ever-evolving landscape of workforce management, the integration of the Family and Medical Leave Act (FMLA) is proving to be a game-changer. This strategic alignment not only ensures compliance with FMLA regulations but also introduces enhanced functionalities that empower managers and provide a holistic view of employee leave dynamics. Here’s how to set up FMLA Compliance Implementation: 1) Creation and Integration of FMLA Pay Code: We need to create a new pay code type called FMLA (Family and Medical Leave Act). A pay code essentially categorizes the different types of pay you earn (such as work, on-call, standby) or use (like vacation, sick leave, and comp time) for the hours entered on the timesheet. Once configured, this pay code will be reflected in the timesheet, making it easier to track and manage various types of compensation and leave. 2) Visualizing FMLA Configuration in Timesheets Here’s how the FMLA (Family and Medical Leave Act) configuration is displayed in the timesheet. This setup provides a clear representation of the FMLA pay code, making it easily identifiable and accessible for tracking and managing leave within the timesheet interface. 3) Manager-Specific FMLA Hours Reports- Accessing a holistic overview, managers can view various leave banks, including detailed insights into FMLA (Family and Medical Leave Act) hours for employees. This secure system restricts access, ensuring that managers can only review their own records. This approach provides a focused and personalized perspective on employee FMLA hours within the broader context of leave management.” 4) Automated FMLA Entitlement: NG configurations seamlessly align with FMLA regulations, automating the tracking process for eligible employees. The system ensures that qualifying employees receive the mandated 12 weeks of FMLA protection within a 12-month period from the qualifying event. This not only reduces manual tracking efforts but also minimizes the risk of errors, guaranteeing accurate entitlements for those in need. 5) Standard Time-Off Transaction Report: Standard Time-Off Transaction report, offering a detailed overview of leave transactions within the organization. This report proves invaluable for HR professionals and managers, providing insights into leave trends and patterns. The user-friendly interface facilitates data-driven decision-making in leave management.
