How to Setup account with QuickBooks Desktop/Enterprise
Setting up your NextGen account with QuickBooks Desktop/Enterprise allows seamless payroll and HR integration. Follow these steps to ensure a smooth setup process: Step 1) Sign-Up Process Click here to sign up. Select “Create Account” and complete the registration. After signing up, you’ll be redirected to the login page. Enter your email and password, then click “Login” to access your account. Step 2) Configure HR/Payroll Partner Integration Click the “Settings” menu in the left bottom of Dashboard in your NextGen account. Locate “HR/Payroll Partner Integration” in the settings. Under integration options, select “QuickBooks Desktop/Enterprise” for Employee & Payroll Management. Step 3) Add Employees Manually Once your integration is set up, you can manually add employees by following these steps: Go to the “Employee” section in your NextGen account. Click on “Add Employees” and fill in the necessary details. Click “Save” to finalize the addition. By completing these steps, your NextGen account will be successfully integrated with QuickBooks Desktop/Enterprise, allowing efficient payroll processing and employee management. Need help? Contact support!
Time Clock Auto Punch Correction
Overview The Auto Punch Correction feature automatically adjusts timeclock entries by specifying time intervals for shifts. This ensures accurate tracking of work hours and prevents punch discrepancies. How It Works The system pairs consecutive punches and corrects time entries based on predefined shift durations. If a shift is set to 12 hours, and an employee’s punch time exceeds 12 hours, the system will:✔ Log the last punch as a new clock-in for the next shift.✔ Maintain accurate work hour calculations. Example: Shift Duration: 12 hours Employee’s First Punch: 8:00 AM Employee’s Last Punch: 9:30 PM (13.5 hours later) Correction Applied: System considers the 9:30 PM punch as a new clock-in. How to Enable Auto Punch Correction 📌 Follow the navigation steps below to configure Auto Punch Correction in your system: Log in to your NextGen Workforce account. Navigate to “Settings” on the dashboard in the left corner. Scroll down to “Miscellaneous Settings” from the menu. Set the correction interval according to your shift hours (e.g., 12 hours). Click “Update” to apply the settings. By enabling this feature, businesses can reduce manual corrections, improve payroll accuracy, and ensure seamless shift tracking. Need help? Contact support!
Setting Up a Time clock offline notification
Overview The Time Clock Offline Notification feature ensures that administrators receive alerts when a time clock device goes offline. This helps prevent attendance tracking disruptions and ensures timely troubleshooting. How to Set Up Timclock Offline Notifications 📌 Follow these steps to configure alerts: Log in to your NextGen Workforce account. Navigate “Settings” on the dashboard in the left corner. Scroll down to “Notifications” Enter Email addresses (separate multiple emails with a comma). Click “Add” to activate notifications. What Happens When a Time Clock Goes Offline? If a time clock remains offline for an extended period, the system will send an alert notification email with details, allowing quick action to resolve connectivity issues. Setting up offline notifications ensures seamless attendance tracking and minimizes downtime. Need help? Contact support!
How to Create a Pay Code in NextGen Workforce
Overview NextGen continuously enhances attendance management by providing a customizable Pay Code Creation Module. This feature helps accurately categorize and track various leave pay types and attendance patterns to streamline payroll processes. Steps to Create a Pay Code Log in to your NextGen Workforce account. Go to Settings from the left-side menu. Select “Pay Code” under Account Settings. Add Pay Code and enter the required details. Code – You can enter a unique alphanumeric code. Pay Code Name – Enter what best describes you pay code (e.g., “unpaid vacation time off” or “Holiday”) Pay Code types – Attendance – Manage attendance-related rules, such as tracking employee check-ins and work hours. XPay – Configure payroll settings related to employee payments. Time Off – Define time-off policies, including paid leave, vacation days, and other absence types. As you select the Pay Code Type, a toggle will appear. Click on the toggle to choose between Paid or Unpaid. Click “Add” to save to Pay Code This feature ensures better tracking, compliance, and efficiency in managing employee compensation. If you have any questions, feel free to reach out to contact support!
How to add notes to Timesheet
Overview Adding notes to a timesheet helps maintain accurate records and provides clear communication regarding attendance updates. Follow these steps to add notes as an Employer/Manager or Employee. For Employers/Managers Log in to your NextGen Workforce account. Go to the “Timecard” Section. Click on the three horizontal lines before the employee’s record. Select the “Add Notes” option. Enter the note and click “Update” to save it. Notes will now be visible under the “Note” section in the timesheet. 💡 Tip: You can also use predefined attendance update reason codes for quick notes. Create custom reason codes to standardize attendance updates by administrators. For Employees Log in to your NextGen Workforce account. Click on “My Timecard” under the Dashboard. Select the date range or specific date. Click on “Add Notes” and enter the necessary details. Saved notes will be visible under the “Note” section. For Kiosk Users Employees logging in via the kiosk system can add notes directly during check-in. Need more assistance? Reach out to support!
How to Setup account with Intuit QuickBooks integration
Setting up your NextGen account with QuickBooks integration is straightforward and doesn’t require any technical expertise. By connecting your QuickBooks and NextGen accounts, you can streamline payroll and employee management. This guide will walk you through the process of creating your account, linking QuickBooks, importing employee data, and assigning access to your team. Step 1: Sign-Up Process Create Your Account: Click here to sign up. Select “Create Account” and fill in the required details. After registration, you’ll be redirected to the login page. Log In: Enter your email and password, then click “Login” to access your account. Step 2: Configure HR/Payroll Partner Integration Access Settings: In your NextGen dashboard, click on the “Settings” menu located at the bottom left. Select Integration: Navigate to “HR/Payroll Partner Integration”. Choose “QuickBooks” or “QuickBooks Online” for Employee & Payroll Management. Step 3: Authorize Integration with Intuit QuickBooks Connect to QuickBooks: After selecting QuickBooks in Step 2, click “Connect to QuickBooks” from the Dashboard. Sign In to QuickBooks: You’ll be redirected to the QuickBooks sign-in page. Enter your QuickBooks account credentials and sign in. Authorize Integration: Once logged in, confirm the integration by clicking “Authorize”. Step 4: Sync Employees with QuickBooks Online Access Employee Sync: Log in to your NextGen Workforce account. Navigate to the Employees menu. Import Employee Data: Click on “Employee Sync (QuickBooks Online)” to import employee information. Step 5: Granting Employee Access and Setting Roles To ensure secure system access and allow employees to use mobile applications or time clocks, you must assign proper credentials and privileges. Setting Up Employee Access: Log In to Admin Account: Sign into your administrator dashboard. Navigate to Employees Section: Go to: Dashboard > Employees Search for the Employee: Use the search bar to locate the employee you wish to modify. Assign Credentials: You can either use the employee’s email address or assign a custom username and password, which can be set as a default for all users or personalized for each individual. Understanding Access Privileges & Login Profiles: To manage what each employee can see or do within the system, you’ll need to assign access privileges through a login profile. This determines the user’s permission levels for viewing reports, updating timecards, using scheduling tools, and more. 🔗 Learn how to configure Access Privileges and Login Profiles here:👉 Access Privileges & Login Profiles – Step-by-Step Guide You’ve Successfully Set Up Your NextGen Account with QuickBooks Integration! Congratulations! You’ve now completed the integration process between NextGen Workforce and Intuit QuickBooks, including user access configuration, payroll syncing, and mobile app setup. This seamless connection not only reduces administrative overhead but also keeps employee records and payroll data synchronized in real-time. For more assistance with managing login roles, permissions, and integrations, be sure to explore our other help center articles. Need Additional Assistance? We’re here to help! If you have questions or need technical support: Contact NextGen Support
How to Create Job Codes
Overview Job Codes help track multiple tasks completed by employees, allowing for accurate reporting and attendance tracking. When clocking in via Kiosk, Mobile App, or Biometric Devices, employees can select a Job Code to specify the task they are working on. Steps to Create Job Codes Log in to your NextGen Workforce account. Go to Settings. Click on “Job Code” under the Payroll Cycles section. Enter the Job Code and Job Name. Click “Add” to save the Job Code. 📌 Note: For Biometric Devices, Job Codes must be entered manually and should match the Job Code defined in the web interface. Once set up, Job Codes enable detailed task tracking and reporting, improving workflow efficiency. Need help? Contact support!
How to update Attendance records and Breaks in Employees TimeSheet
Overview Our attendance management software allows employers to add, edit, and manage attendance records and breaks within an employee’s timecard. This ensures that worked hours and break times are accurately recorded. Navigation for Updating Attendance Records and Breaks 1) Updating Records or Punches Log in to your NextGen Workforce account. Navigate Time Card menu in the left-side navigation. Search the Desired Employee in the search bar in timecard for which you wish to update records. Click on the three horizontal dots next to the employee’s record. You will see: ( + ) Icon – To add punches. ( – ) Icon – To remove punches. Add or edit notes, view assigned shifts and breaks for that employee. All updates will be recorded in the Audit section for tracking. 2) Updating Breaks in the Timecard Click on the Advanced Edit option (Magnifying Glass icon) in the Time Card section. Navigate to the Burger Menu (☰) icon. Add or remove breaks as needed and specify: Paid Breaks Unpaid Breaks Click “Update” to save the changes. Handling PTO and Work Hours Adjustments If only PTO (Paid Time Off) is recorded, worked hours cannot be added to the same entry. If a second work record is attempted, it may become locked and non-editable. When a half-day occurs, the manager can manually add records for that date. This will display: Regular work hours PTO hours Both entries with specified hours 📌 For more details, refer to the following interface screenshot. Need Help? For further assistance, please contact support!
How to Set up Payroll Cycles
Overview Creating payroll cycles in NextGen Workforce allows you to assign specific pay periods to employees based on your organization’s payroll structure. Steps to Create a Payroll Cycle Log in to your NextGen Workforce account. Navigate Settings (located in the lower-left menu). Click on “Payroll Cycles” in the Settings section. Enter the required details to define a payroll cycle. Choose the payroll frequency: Weekly Biweekly Monthly Semi-Monthly Click “Save” to finalize the payroll cycle. How to Assign Payroll Cycles to Employees Navigate to the Employee Section. Search the Employee’s name. Under Employment Information, choose the payroll cycle. Click on the “Update” to save the changes. 📌 For visual reference, refer to the provided screenshots. Important Notes The system allows you to create multiple payroll cycles. If multiple payroll cycles exist, each employee must be manually assigned a payroll cycle. If no payroll cycle is assigned, the system will use a default payroll cycle. By setting up payroll cycles correctly, businesses can ensure accurate payroll processing and compliance. Need assistance? Contact support!
How to set up default settings for new employees
Overview Configuring settings for new hires can be time-consuming, so NextGen Workforce allows you to apply default settings automatically. This ensures that Approval Workflows, Groups, Pay Cycles, and other configurations are applied seamlessly. Steps to Configure Default Settings for Employees Log in to your NextGen Workforce account. Navigate to Settings from the left-side menu. Scroll down to click on “Default Settings for New Employees” Select the setting you want to configure from the dropdown menu: Approval Workflow Groups (e.g., Warehouse, Machine Operator) Payroll Cycle Click “Submit” after selecting the desired option. Click the checkmark (✔) next to the setting to confirm the selection. How Default Settings Apply to Employees – Default settings will be automatically assigned to: All new employees created in the system. Newly synced employees from integrations like QuickBooks. Existing employees, updating their current settings to match the newly assigned defaults. Example: If the Warehouse group is assigned through default settings, it will be applied to all employees in the NextGen system, including existing and newly synced employees. Why Use Default Settings? Ensures consistency across all employees. Reduces manual setup time for HR and managers. Automatically updates new employee settings in bulk. By enabling default settings, businesses can streamline workforce management and ensure that all employees are correctly configured. Need assistance? Contact support!
