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!
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
Overview A step-by-step guide on updating the punch state settings for your NextGen Workforce fingerprint timeclock. Learn how to configure settings to ensure accurate tracking of employee clock-ins, clock-outs, breaks, and other punch states. By following these instructions, administrators can streamline attendance management, reduce errors, and enhance payroll efficiency using the timeclock customizable features. Punch State Options Navigation: Time Clock Main Menu → Personalize → Shortcut Key Mappings How do I remove the Break Keys selection option from the Timeclock 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 it to “Undefined“. Need Help! If you possess a face-reader time timeclock: How to Update the Punch State Settings for Facereaders. If you encounter any issues while setting up Configuring Timeclock, please contact our customer support for assistance.
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.
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!
