How to Assign Shifts to Employees
Overview NextGen Workforce offers two types of shift assignments to ensure smooth and organized scheduling: Rotational (Dynamic) Shift Assignments Static Shift Assignments 📌 If you haven’t created shifts yet, follow this guide: How to Create Shifts in Your Online Account. 1. Assigning Rotational (Dynamic) Shifts Create shifts if not already set up (How to Create Shifts). Log in to NextGen Workforce Navigate to “Schedules” on dashboard in the left corner. Click on the ( + ) icon for Mass Assignment. In the next interface, enter details for: Assigne to (employees or groups), Search Employee or Select groups from dropdown. Shifts (selected from predefined schedules). Assignment details (duration, frequency). Review the details and click “Assign Shift” to confirm. 2. Assigning Static Shifts Click on “Employees” from the left-side navigation menu. Select the employee you want to assign a shift to. Locate the “Shift Assignment” option within the employee’s profile. Assign the shift for specific day by clicking on the check box. Click “Update Employee” to save the changes. Which Shift Type Should You Use? Rotational (Dynamic) Shifts – Best for employees with varying schedules based on business needs. Static Shifts – Ideal for fixed work schedules where employees have consistent shift times. By using NextGen Workforce’s shift assignment feature, businesses can ensure efficient workforce planning and improved scheduling accuracy. For further assistance, please contact support!
How to troubleshoot if the employees are not showing up in Timeclock device
If employees are missing from the Timeclock device, you can manually sync them using the methods below.______________________________________________________________________________________________________________________________________________________ Option 1: Sync from the Timeclock Menu Go to the “Time clocks” menu from the left-side navigation on Dashboard. Find the specific Timeclock device and locate the Sync Timeclock (similar to spinning wheel) icon. Click “Sync All Employees” (spinning wheel icon) for that device. 📌 This ensures all assigned employees are updated in the system. Option 2: Sync from the Employee Section Open the “Employee” section. In the Search Bar, search for the employee missing from the Timeclock device.__________________________________________________________________________________________________ Click the spinning wheel icon next to their name to sync manually. 📌 Use this method for individual employees who are not appearing on the 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. Following these steps will ensure all employees sync properly to the Timeclock. For further help, contact support!
How to create shifts in your online Account
Overview NextGen Workforce provides a comprehensive shift management solution that streamlines shift creation, real-time attendance tracking, leave management, and payroll accuracy. Follow the steps below to create and configure shifts in your account. 1. Steps to Create a Shift Log in to your NextGen Workforce account. Navigate to Settings from the left-side menu. Scroll down and click on the “Shifts” in Settings. Click on the Plus “+” icon an Enter the following details: Enter Shift Name and Code. Shift Timings (Start and End Time). Shift Code (for identification). Define Break Timings: If your company has a fixed break time, enter the exact timing. If you only wish to assign a specific break duration (e.g., 30 mins or 60 mins), enter the desired duration. Define Paid and Unpaid Breaks: Example: If an employee’s shift is from 9:00 AM to 5:00 PM, and you set: 10 min Paid Break 30 min Unpaid Break The system will automatically calculate: 7.50 hours as regular working hours. 30 minutes deducted as unpaid breaks. Add Days for which the shift applies. Click “Save” to finalize the shift. 2. Standard Shift Rules 1. No Pay Before Shift Starts and After Shift Ends Ensures employees are paid only for scheduled shift hours. The system calculates exact hours worked, ignoring extra clock-in or clock-out times outside the shift. 2. Auto Apply Breaks If an employee forgets to log a break, the system will automatically apply the pre-configured break. Requires setting a minimum working hour condition for the auto-break application. 3. Auto Clock Out If an employee forgets to clock out, the system will automatically log a clock-out entry based on shift settings. Helps avoid payroll errors and attendance tracking issues. By configuring shifts correctly, businesses can improve scheduling accuracy, ensure fair payroll processing, and enhance workforce management. For further assistance, please contact support!
Enabling the Punch Exception Report Emailer
Overview Punch exceptions, such as missing clock-outs and missed breaks, are common in employee attendance tracking. Regular monitoring is essential to ensure accurate attendance records. NextGen Workforce offers an automated Punch Exception Report Emailer, which notifies admins and managers about punch exceptions. This allows them to track and fix issues efficiently. Steps to Enable the Punch Exception Report Emailer Access the Admin Dashboard Log in to your NextGen Workforce account. Navigate to the “Employees” section on the dashboard. Search for the employee or manager for whom the emailer should be enabled. Click on the profile picture to edit the employee’s information. Enable Notifications Go to the Notification section. Select “Report Punch Exception” from the notification type list. Set Email Delivery Timing Click on the box below “Select Time” to Choose when the email report should be delivered. Define Email Frequency Select whether the report should be sent daily, weekly, or at the end of the pay cycle. Categorize Employees for Targeted Reporting Assign employees to specific sites, departments, or groups to send reports to the relevant managers. Save and Apply Changes Click “Add Notification” and then “Update Employee” to enable the emailer. Why Use the Punch Exception Report Emailer? Ensures Accurate Attendance Records – Helps managers track missing clock-ins, clock-outs, and breaks. Saves Time – Automates exception reporting, reducing manual attendance corrections. Improves Compliance – Keeps attendance records aligned with company policies. Flexible Delivery – Set the frequency that best suits your payroll and reporting needs. By enabling automated punch exception notifications, managers can proactively address attendance discrepancies before they impact payroll and compliance. For further assistance, please contact support!
How To Set Default Punch State for Fingerprint Time Clock
Overview When employees use the fingerprint time clock, they see options like Check-In, Break-In, Break-Out, and Check-Out. Selecting the wrong option can lead to attendance errors. To prevent this, you can set a default punch state, so employees do not need to select a punch type manually. The system will automatically assign punch states based on the predefined settings. Steps to Set Default Punch State Navigate to the Main Menu and tap [Personalize]. Tap [Punch State Option] from the Personalize interface. Select [Fixed] as the Punch State Mode. Tap the Back Button (top-left) to return to the Punch State Option. Set Punch State Required = Off. Tap [Fix Punch State] and select [Check-In] as the default state. Once set, the system will automatically assign punch states, reducing errors caused by incorrect selections. How to Disable Shortcut Key Functions After setting the Default Punch State, it is recommended to disable shortcut key functions to prevent accidental punch selection errors. Steps to Disable Shortcut Keys: Navigate to Main Menu > Personalize > Shortcut Key Mapping. Select F1 > Punch State Option > Undefined. Repeat the same process for all function keys to disable them completely. By configuring the default punch state and disabling shortcut keys, businesses can reduce punch errors, ensure accurate attendance tracking, and improve payroll accuracy. For further assistance, please contact support!
How to Assign Attendance Rules.
Overview NextGen Workforce provides configurable attendance rules to streamline time tracking, overtime calculation, lunch deductions, shift logic, approval workflows, and more. These rules help automate attendance management and ensure compliance with company policies. 1. Assigning Attendance Rules to a Specific Employee Navigate to the “Employees” section from the dashboard. Search for an employee you wish to assign a rule to. Go to the Attendance Section and choose the appropriate attendance rule from the dropdown menu. Click “Update” to save the changes. The system will then apply the selected attendance rule to that employee for accurate time tracking. 2. Assigning a Common Rule to All Employees If the same attendance rule needs to be applied to all employees, follow these steps: Navigate to Settings from the dashboard. Scroll down and go to Attendance Rules. Locate the rule you want to assign. Click “Assign to All” in front of the rule. This ensures that the selected attendance rule is applied to all employees in the system, streamlining the process and eliminating manual assignments. For further assistance, please contact support!
How to Configure Duplicate Punch Settings in Clock Device
Overview NextGen Workforce allows administrators to set a time gap between consecutive punches, preventing duplicate entries and ensuring employees adhere to scheduled clock-ins and break times. This feature helps: Restrict rapid consecutive punches to prevent errors. Define a minimum time gap between punches at the device level. Ensure compliance with scheduled breaks and work hours. Steps to Configure Duplicate Punch Settings Launch the Main Menu on the time clock device. Navigate to System > Attendance > Duplicate Punch Period. Select “User Defined” from the options. Enter the time gap (in minutes) to restrict duplicate punches. Click “Update” to save the settings. Once configured, the system will automatically prevent duplicate punches within the defined time frame, ensuring accurate attendance records. For further assistance, please contact support!
How to Add Scheduling Notes
Overview Adding scheduling notes allows managers and employees to attach important details to shifts, events, or general schedules. Notes can include instructions, reminders, objectives, or other relevant information related to scheduled activities. 1. Before You Start Before adding a note, you can select the type of note to include: General Note – For important messages. Event Note – Specific to meetings or company events. Day Off Note – To indicate time off. Other Notes – Any additional details required for the schedule. 2. How to Add Notes to Employee Schedules Navigate and click on the “Schedules” Section on the Dashboard, and the Calendar will open. Select the relevant Shift where the note needs to be added. Click on “Add Note” and enter the required details. Click “Save” to finalize the note. 📌 Navigation Path:Dashboard > Schedules > Calendar > Shift > Note 3. How to Verify Added Notes in the Schedule To verify, Click on Schedules. The Calendar will display all added notes, making it easy to check if the required note is present. 4. Adding a Note Without Selecting a Shift Schedule If a note is added without assigning it to a shift, all shift-related details will be disabled, and only the note will be recorded. Steps to Add a Note Without a Shift Click on the section, on the date for the employee you wish to add notes. Click the “Only Note” checkbox. By Clicking on the “Only Note” option, all other shift assignment settings will be disabled, and only the option to add notes will be enabled. Enter the note details. Click “Assign Shift” to add the note. 5. Printing Scheduling Notes You can print notes in various file formats for documentation purposes. Choose a File Format: PDF – Best for fixed formatting. Excel (XLSX) – Ideal for editing and organizing data. CSV – Useful for database imports. Review the note before printing to ensure all details are accurate. Navigate to:Dashboard > Schedules > Calendar > Print By following these steps, you can efficiently manage, verify, and print scheduling notes to keep your workforce well-informed. For further assistance, please contact support!
How to Create Schedules
Overview Efficient employee scheduling is essential for managing workforce operations, ensuring proper shift assignments, and improving communication. NextGen Workforce provides a comprehensive scheduling tool to streamline this process. Before You Start: Prerequisites for Scheduling Before creating schedules, the following prerequisites must be met to ensure smooth scheduling and proper communication: 1. Employee Information Ensure Employee Contact Information is Updated Email addresses and mobile numbers should be correctly entered for employees to receive notifications about their schedules. 2. Worksites Worksites Should Be Created and Assigned If employees work across multiple locations, create and assign them to respective worksites for better team scheduling. 3. Job Codes Assign Job Codes to Employees Define job codes and assign them to employees based on roles and responsibilities to ensure job-specific scheduling. 4. Departments Assign Employees to the Right Department Employees must be categorized by departments for better organization. If integrated with BambooHR, department syncing happens automatically. 5. Groups Organize Employees into Groups Employees can be grouped based on their skill set or hierarchy, reporting to one or multiple supervisors. Groups help in scheduling teams at a mass level. 6. Shifts Use Predefined Shift Templates To save time, create predefined shift templates that: Automate break calculations. Follow shift logic automatically. Check Article on “How to create shift in your online account“ How to Create Different Levels of Schedules Schedules can be created and filtered based on employee categorization. 1. Employee-Level Assignment Assign Schedules to Individual Employees Log in to Nextgen Workforce Navigate to the Scheduling Calendar. Select the date for which the schedule is needed. Click on “+” in an empty cell. Choose a predefined shift template or enter a custom shift time. Select the Worksite, Department, Job Code, and define the number of days for schedule repetition. Click “Save”. 2. Mass-Level Shift Schedules Assignment Assign Schedules in Bulk Navigate to the Scheduling Calendar. Click on the “+” icon. Select the shift or a free-flow time frame for a flexible schedule. Assign the Worksite, Department, Job Code, and define the schedule duration. Click Save to apply changes across multiple employees. For Detailed article, on Mass level Scheduling click on : How to assign Shift to employees. Types of Shift Schedules NextGen Workforce provides two primary shift scheduling methods: 1. Template-Based Shift Scheduling Uses Predefined Shift Logic Employees follow a fixed shift template with predefined breaks, shift timings, and logic. The system aligns punches with predefined shift rules. 2. Free-Flow Scheduling Flexible Scheduling Without Logic Constraints Used to notify employees and schedule them without predefined logic. Employees work based on a time frame instead of a rigid schedule. How to Publish Schedules Once schedules are created, they must be published for proper communication. Steps to Publish Schedules: Navigate to Schedules. Click on Publish after making schedule assignments. Employees will receive a notification via email. Employees can sync schedules with Google Calendar or other scheduling tools. How to Filter Schedules Schedules can be filtered based on assignments, departments, sites, and groups. 1. Schedule Filter Sort schedules based on shift assignments. 2. Employee Filter Filter employees by: Departments Sites Groups This helps in refining workforce schedules and viewing specific teams or job roles. By following these steps, you can efficiently create, assign, filter, and publish schedules in NextGen Workforce. As a result, managing workforce schedules becomes much easier and more streamlined. For additional assistance, contact support!
How to Set Up a Holiday Calendar
Overview Setting up a holiday calendar for an organization ensures smooth workforce management while allowing employees to plan their time off effectively. With NextGen Workforce Solutions, organizations can efficiently create, manage, and assign holiday calendars, ensuring compliance with labor laws and company policies. Below is a step-by-step guide to setting up a Holiday Calendar in NextGen. 1: Determine the Holidays Before setting up a holiday calendar, it is essential to decide which holidays will be observed. Consider the following: National and Regional Holidays— Public holidays observed in the country or state where the organization operates. Company-Specific Holidays— Special days such as the company’s founding day or annual corporate events. Religious and Cultural Holidays— Days significant to employees from diverse backgrounds. Floating Holidays— Optional holidays that employees can choose based on personal preferences. 2: Set Up a Pay Code To ensure that holidays are recorded correctly in reports and payroll, you must first create a pay code for holiday pay. This pay code helps differentiate regular time off from public holidays. Click on Create PayCode to have brief help article, which will help you setting up a Pay Code for holidays in NextGen Workforce This pay code will be used later when adding holidays to the calendar. 3: Create a Holiday Calendar Before adding holidays, ensure that the pay code setup is complete. Then, follow these steps to create a holiday calendar: Navigation Path to Create a Holiday Calendar: Go to Dashboard Click on Settings Click Calendars If you already have calendars in your account, Click the “+” icon to create a new calendar. Enter a Code to specify the calendar Enter a Calendar Name Click “Add” The newly created calendar will now be available in the system for adding holidays. 4: Add Holidays to the Holiday Calendar Once the holiday calendar is created, holidays must be added to it. Follow these steps: If there are multiple holiday calendar, select the calendar you wish to add holidays from the available list. Click on the dates to be marked as holidays. Enter a Code to specify the holiday type. Enter the Holiday Title (e.g., New Year’s Day, Independence Day, etc.). Select the predefined Pay Code assigned for holidays. Click Add and repeat the same process for all holidays. 5: Assign the Holiday Calendar to Employees Organizations with multiple locations may need different holiday calendars for different regions. NextGen allows you to assign specific holiday calendars based on employee location or department. Navigation Path to Assign a Holiday Calendar: Go to Dashboard Click on Employee Select Employee Edit Click on Attendance Navigate to Calendars Select the appropriate Calendar from the Dropdown menu Click Update How to Assign a Holiday Calendar to All Employees If you need to assign one holiday calendar to all employees at once, follow these steps: Go to Settings Scroll down to Calendar Choose the calendar you wish to assign to all employees Click on the first toggle—this will assign the calendar to all employees automatically Once the holiday calendar is assigned, all holidays will be pre-filled in employee timesheets with the appropriate pay code before the holiday occurs. 📌Note: Once a holiday calendar is assigned, holidays will reflect in employees’ timesheets for that month on the 1st of the month. 📌If the holiday does not appear in an employee’s timecard (e.g., during the onboarding month), you can manually process the cal endar events: Go to Settings > Calendar Select the assigned calendar Click on “Process Events Manually” to update the holiday schedule. Conclusion By setting up a holiday calendar in NextGen Workforce Solutions, businesses can effectively manage employee time off, reduce payroll discrepancies, and improve workforce planning. Ensuring that pay codes, holiday calendars, and assignments are correctly configured will help maintain compliance and enhance employee satisfaction. For further assistance, please contact our support team here: Customer Support
