How to Setup Kiosk and Webclock Terminals
Overview Kiosk/Webclock terminals streamline employee attendance tracking by providing a user-friendly interface for clocking in and out, managing breaks, and ensuring accurate timekeeping. This guide walks you through the steps to configure these terminals efficiently. Prerequisites for Setting Up Kiosk and Webclock Before configuring the Kiosk or Webclock terminals, ensure that: Your NextGen account is properly set up. Employees have appropriate login credentials. Access privileges are assigned to authorized users. A stable internet connection is available. Steps to Configure Kiosk and Webclock Terminals 1. Accessing Web Time Clock Navigation: Dashboard > Settings > Web Time Clock Click on “+” to begin setting up a new Kiosk. 2. Enter Company and Clock Information Company Code: Automatically generated during the initial setup and remains the same for subsequent kiosk creations. Clock Code: Unique identifier for the terminal. Clock Name: Assign a recognizable name for easy identification. 3. Configure Login Settings Label & Placeholder: Customize login fields as needed. Login Type: Select the login method from the following options: Employee Number WebClock PIN BambooHR SSO Username & Password Timeclock PIN & Password SSN Employee Number with SSN Employee Number & Birthdate Additional Settings: Persist Login Session Persist Authentication Allow User Timezone (If users operate in different time zones) Navigate to Dashboard. (If users should be redirected post-login) 4. Configure Punch Buttons Enable or disable clocking options based on your organization’s policies: Clock In Clock Out Break Start Break Stop Paid Break Start (If applicable) 5. Enable Additional Fields (Optional) Job Code (If employees need to assign hours to different job roles) Department (For department-based tracking) 6. Finalizing the Setup Once all settings are configured, click ADD to save the terminal setup. The new Kiosk/Webclock configuration will be available for employee use immediately. How To Assign Kiosk to Employees You can refer to this article regarding How to Assign Kiosk/Webclock to Employees Configure IP Restriction Add comma-separated IPs to restrict access so employees can only connect from authorized IP addresses. This ensures that employees cannot punch in or out from unauthorized systems. Customer Support For further assistance, contact customer support: Email: support@ngworkforce.com Customer Support: Raise Ticket Live Chat: Available on the Dashboard Help Documents: NextGen Help By following this guide, companies can efficiently set up and manage Kiosk and Webclock Terminals, ensuring smooth and accurate time tracking for employees.
Assign Overtime to Employee
Assigning overtime rules to employees ensures accurate payroll processing based on company policies and labor laws. This guide will walk you through the process of assigning overtime to employees manually and through default settings. Steps to Assign Overtime to Employees Manually Navigate to the Employees Section Go to Dashboard > Employees. Click Edit. Go to the Attendance section. Select the Overtime Code that applies to the employee. Click Save to apply the overtime rule to the selected employee. Assigning Overtime Through Default Settings If you want to assign the same overtime rule to multiple employees at once, you can set up a Default Overtime Assignment in NextGen. Steps to Assign Overtime Through Default Settings Navigate to Default Settings Go to Dashboard > Settings > Default Settings for New Employees Find the Overtime Code option. Select the appropriate overtime rule from the dropdown menu. Click Submit to apply the selected overtime rule. Click on the check mark after Overtime Code to assign it to all current and future employees automatically. Types of Overtime Rules Available The following overtime (OT) rules can be assigned based on company policies: OT 40 – Employees receive overtime pay for any hours worked over 40 hours in a week. OT California – Follows California’s overtime rules. OT 40 (8 Hours Limit) – Employees working over 8 hours in a single workday qualify for overtime pay, in addition to exceeding 40 hours in a workweek. OT 40 (12 Hours Limit) – Employees working over 12 hours in a single workday qualify for overtime pay, along with exceeding 40 hours in a workweek. 📌 Note: Companies can also set up custom overtime rules to align with specific policies. Need Assistance? If you encounter any issues while setting up overtime assignments, please contact our Customer Support for assistance. 📧 Support Link: NextGen Workforce Support
How to Perform a Time Clock Auto Test
The Time Clock Auto Test is an essential diagnostic tool used to check the functionality of your biometric device. It helps identify issues related to fingerprint sensors, keypads, and overall device performance. Follow the steps below to perform the auto test on your time clock. Steps to Perform the Auto Test 1. Access the Main Menu Press the “M” button on the initial screen of the time clock device. 2. Navigate to Diagnostics Use the ▼ (down arrow) key to highlight “Diagnostics”. Press the OK button to enter the diagnostics menu. 3. Select Auto Test Scroll down and choose “Auto Test” from the available options. Press OK to proceed. 4. Run the Full Auto-Test Select “Test All” to start running a complete diagnostic check on the device. The system will automatically test various components, including the fingerprint sensor, keypad, and internal hardware. Fingerprint Sensor Test The system will automatically test the fingerprint sensor. Place your finger on the sensor window to verify if it is working correctly. The fingerprint image should appear on the screen. If the image is clear and readable, the sensor is working properly. Press ESC to exit once the test is complete. 📌 Tip: If the fingerprint image appears blurry or does not show, clean the sensor and retest. Need Further Assistance? If you experience issues while running the Auto Test, contact NextGen Customer Support for troubleshooting help. Customer Support Link: NextGen Workforce Support
BambooHR Custom Company Links
Overview The BambooHR Custom Company Links feature allows businesses to seamlessly integrate NextGen Time Tracking Solutions with BambooHR. This feature lets users create direct redirections from the BambooHR dashboard or mobile app to a NextGen Web Clock, an Employee’s Self-Timesheet, or a Time Tracking Account. By simply updating a custom URL link in the BambooHR Admin Dashboard, employees can access NextGen time-tracking features with a single click. Benefits of BambooHR Custom Company Links Seamless Integration – Employees can access NextGen Time Tracking directly from BambooHR.Time-Saving – No need to log in separately; it redirects to the correct page.Works on Web & Mobile – Employees can access their timesheets from any device. How to Create a Redirection to Employees’ Self-Timesheet To allow employees to access their Self-Timesheet from BambooHR, follow these steps: 1: Log in to Your BambooHR Admin Account Go to BambooHR Admin Dashboard and enter your credentials. 2: Access “Manage Company Links.” Click on “Manage Company Links” from the Admin Settings Menu. 3: Add the NextGen URL Copy and paste the following NextGen Employee Self-Timesheet. Click Save to apply the changes. How to Access the Self-Timesheet Using BambooHR Mobile App Once the custom company link is set up, employees can access their self-timesheet from the BambooHR Mobile App by following these steps: 1: Open the BambooHR Mobile App Log in to your BambooHR account using the mobile app. 2: Click on “Company Links.” On the dashboard, tap on “Company Links.” 3: Select the Self-Timesheet Link Click on the NextGen Timesheet Link to access your timecard instantly. Need Assistance? Contact NextGen Support! If you experience any issues while setting up custom links, reach out to NextGen Workforce Customer Support. 📧 Customer Support Link: NextGen Workforce Support!
How to Delete User Data
Overview The Delete User Data feature allows administrators to remove attendance records, clear user information, or wipe all data from the time clock device. This is useful when resetting the system, troubleshooting errors, or removing outdated records. Steps to Delete User Data To delete user data from the time clock device, follow these steps: 1: Access the Main Menu Press “M” on the initial screen to open the main menu. 2: Navigate to Data Manager Use the ▼ (down arrow) key to select “Data Manager” and press OK. 3: Select “Delete Data.” Scroll to “Delete Data” and press OK. 4: Choose Data to Delete Use the ▼ (down arrow) key and press OK to select the data you want to remove. Available Deletion Options: Delete Attendance Records—Removes only the recorded punches. Delete User Data—Deletes employee profiles but retains attendance records. Delete All Data—Erases everything, including user profiles and attendance Important Notes Before Deleting Data Full Data Wipe: If you select “Delete All Data,” it will completely remove all user records from the device. Resync Required: After deleting all data, resync employee data from the web interface to start fresh. Backup First: If needed, export or back up data before performing a full wipe. Need Help? Contact NextGen Customer Support If you encounter any issues, please contact NextGen Workforce Support for assistance. 📧 Customer Support Link: NextGen Workforce Support Would you like a step-by-step video guide for this process?
Reports
Overview Reports play a crucial role in workforce management by providing insights into employee attendance, work hours, overtime, time-off balances, and exceptions. Below is a detailed breakdown of the different types of reports available in the NextGen Workforce system. 📌 Navigation: Dashboard > Reports 1. Weekly Summary Report The Weekly Summary Report provides a snapshot of total work hours and overtime calculations for the previous week. Key Metrics: Total hours worked Overtime hours Employee attendance trends Use Case: Helps managers track employee efficiency on a weekly basis. 2. Consolidated Report A Consolidated Report provides a pay cycle summary combining multiple data points for easier payroll and HR analysis. How to Access: Go to Dashboard > Reports > Consolidated Report Key Metrics: Total hours worked Shift details Job codes & departments Breaks, overtime, double-time, and time-off details Use Case: Used for mass timesheet approvals and payroll processing. 3. Tardiness Report A Tardiness Report tracks employee late arrivals by comparing actual clock-in/out times against shift schedules. How to Access: Go to Dashboard > Reports > Tardiness Report Key Metrics: Instances of lateness Total time lost due to late arrivals Cost of lost productivity Use Case: Improves employee punctuality and reduces absenteeism. 4. Punch Exception Report The Punch Exception Report highlights missing punches and attendance discrepancies like forgotten clock-ins/outs or break entries. How to Access: Go to Dashboard > Reports > Punch Exception Report Key Metrics: Missed clock-ins/outs Missing break logs Absenteeism patterns Use Case: Ensures accurate payroll processing and prevents payroll disputes. 5. Time Off Transaction Report The Time Off Transaction Report tracks all employee leave requests, including vacation, sick leave, and personal days. How to Access: Go to Dashboard > Reports > Time Off Transaction Report Key Metrics: Total time-off hours used Type of time-off (Vacation, Sick Leave, etc.) Use Case: Ensures compliance with leave policies and prevents unauthorized absences. 6. Time Off Balance Report The Time Off Balance Report shows the total leave accrued vs. leave used by each employee. How to Access: Go to Dashboard > Reports > Time Off Balance Report Key Metrics: Total time-off available Used vs. remaining balance Use Case: Helps managers plan resource allocation effectively. 7. Geo-Punch Report The Geo-Punch Report monitors where employees clock in/out, ensuring they are working from assigned locations. How to Access: Go to Dashboard > Reports > Geo-Punch Report Key Metrics: Employee name Punch date & time GPS location of punch Use Case: Prevents buddy punching and ensures on-site attendance. 8. Raw Logs Report The Raw Logs Report stores detailed logs of clock-in and clock-out data, including the method used (time clock, mobile clock, or web clock). How to Access: Go to Dashboard > Reports > Raw Logs Report Key Metrics: Clock-in/out times Breaks taken Device/method used for punching Use Case: Helps in audit tracking and compliance monitoring. 9. Overtime Report The Overtime Report provides a breakdown of extra hours worked beyond scheduled time. How to Access: Go to Dashboard > Reports > Overtime Report Key Metrics: Overtime hours Pay rate for overtime hours Use Case: Ensures compliance with labor laws and tracks payroll costs. 10. Daily Attendance Report Tracks employee attendance on a daily basis. How to Access: Go to Dashboard > Reports > Daily Attendance Report Key Metrics: Clock-in and clock-out times Shift details Overtime accruals Time-off balances Use Case: Useful for real-time workforce monitoring. 11. Time Card Report A Time Card Report consolidates attendance data for an entire pay period. How to Access: Go to Dashboard > Reports > Time Card Report Key Metrics: Employee work hours Overtime, time-offs, and breaks Payroll deductions Use Case: Used for payroll processing and legal compliance. Need Assistance? Contact NextGen Workforce Support If you need help accessing or generating reports, reach out to NextGen Workforce Support. Customer Support Link: NextGen Workforce Support Would you like a custom report template for your company?
How to Set Up User Roles in Time Clock Device
Overview User roles in the Time Clock Device help in managing access levels for employees. A user-defined role allows administrators to assign specific menu access rights to employees beyond the normal user authentication function. Default User Roles in Time Clock Device Admin: Has full access to all menu functions in the time clock device. Can manage users, settings, and reports. Enroller: Has limited administrative rights to enroll new employees’ biometric data (fingerprints, facial recognition, or RFID cards). Cannot access other device settings, reports, or user management. Normal User: Can only authenticate attendance using fingerprint, password, or card. Cannot access device settings or reports. Prerequisites for Setting Up User Roles Before assigning roles, ensure: The Time Clock is online and connected. Employees are synced to the Time Clock from the web interface. All users are initially assigned a default role with full menu access. A new user role must be created to restrict access if needed. Steps to Set Up User Roles in Time Clock Device 1. Log in to Your Account 2. Navigate to “Employees” on Dashboard 3. Select the Employee 4. Edit Employee Details Click on Edit Employee and navigate to the Attendance Section. Under Time Clock Privileges, choose the desired User Role (Admin or Enroller or Normal User). 4. Assign Time Clock Password Set a Time Clock Password for the employee if required. 5. Enable Sync to Time Clock Turn on the Sync Clocks toggle before saving changes. Important Notes User roles should not be created directly in the physical Time Clock. Only administrators should have access to manage device settings. If an employee’s role is changed, sync the clock to update permissions. Enrollers can only register biometrics; they cannot edit or delete employee data. Need Assistance? Contact NextGen Workforce Support For any technical issues or setup guidance, reach out to NextGen Workforce Support. Customer Support Link: NextGen Workforce Support Would you like additional customized role settings for your organization?
How to Update the Punch State Settings for Facereaders
Punch State Options Punch state options in the Time Clock Device allow administrators to configure how employees record their attendance. The punch state can be assigned specific values to ensure accurate tracking of clock-ins, clock-outs, and breaks. Navigation to Punch State Options Time Clock Main Menu → Personalize → Punch State Options Static Values for Punch State Punch Action Value Clock IN 0 Clock Out 1 Break Start 3 Paid Break Start 4 Break End 2 How to Update Shortcut Key Settings Shortcut keys help employees quickly perform Clock In, Clock Out, and Break actions. These keys can be mapped to specific punch state values or menu functions. Navigation to Update Shortcut Key Settings Time Clock Main Menu → Personalize → Shortcut Key Mappings ______________________________________________________________________________________________________________________________________________________ Default Shortcut Key Mappings for Punch State Function Key Punch State Value F1 Check-In (Clock In) 0 F2 Check-Out (Clock Out) 1 F4 Break Start (Break In) 3 F3 Break End (Break Out) 2 How to Remove Break Keys from the Time Clock Home Screen If you want to disable break options from the home screen, follow these steps: Navigation to Remove Break Key Selections Time Clock Main Menu → Personalize → Shortcut Key Mappings Tap on the Break-In or Break-Out shortcut key. Select Function and set it to Undefined. Note: Once set to Undefined, the break keys will no longer be visible on the home screen. Need Help? Contact NextGen Workforce Support For any technical issues or further customization, feel free to reach out to NextGen Workforce Support. Customer Support Link: NextGen Workforce Support!
Delete User Fingerprints
Managing biometric data in a Time Clock Device is essential for maintaining accurate attendance records. If an employee’s fingerprint needs to be removed, follow the steps below. Steps to Delete User Fingerprints Press “M” (Main Menu) on the initial interface. Navigate to Users and press OK. Press ▼ to select All Users and press OK. Press ▼ to select the Employee Name and press OK. Press ▼ to select Delete and press OK. Press ▼ to select “Delete Fingerprint Only” and press OK. Note: This process will remove only the fingerprint data while retaining all other employee records in the system. Need Help? Contact NextGen Workforce Support For assistance with fingerprint deletion or other time clock features, reach out to NextGen Workforce Support. Customer Support Link: NextGen Workforce Support
Shift Auto Punch Rule
Overview Automated Clock-In, Clock-Out, and Prefilled Timesheets Based on Shifts The Shift Auto Punch Rule is an efficient feature for salaried employees that automates attendance tracking. It eliminates the need for manual clock-ins and clock-outs by auto-generating attendance records based on assigned shift start and end times. This feature is particularly useful for organizations that need streamlined attendance management without requiring employees to log their time manually. Steps to Create a Salary Shift: Navigate to Shift Management: Log In NextGen Workforce > Settings > Shifts Create a New Shift: Click on “+” Shift Enter Shift Details: Shift Name → Enter “Salary” (to indicate it’s for salaried employees) Shift Code → Use any numeric or alphanumeric identifier Define Shift Timings → Set the start and end time of the shift Break Timing (if applicable) → Configure break duration if needed Steps to Configure Break Time: Define Break Time : Enter a Break Description (optional). Set the Start time and End Time for the break. Alternatively, you can specify a break duration in the “Minutes” field (e.g., 30 mins or 60 mins). Check “Is Paid” if the break should be included in paid working hours. Enable “Extend Time” if employees can extend their break duration. Auto Apply Break Rules : If you want the system to automatically deduct break time when employees do not manually log a break, enable “Auto Apply Break.” Enter the minimum hours after clock-in when the break should be deducted. Select Days – Check the boxes for the days you want to automatically create records in the timesheet. Click on the “Add” to Save the Shift. How to Create a Shift Auto Punch Rule Prerequisite: Before creating a Shift Auto Punch Rule, ensure that: The Salary Shift has been created and assigned to employees. Navigate to Employee Settings: Go to Dashboard > Employee > Shift Assignment Select the Salary Shift for the days you want to automatically create records in the timesheet. Step 1: Create a Custom Shift Auto Punch Tag Navigate to Custom Fields: Go to Dashboard > Settings > Custom Fields Create a New Custom Field: Click on Custom Fields to add a new shift auto-punch custom tag. Fill in the following details (fields are case-sensitive and must be entered correctly): Field Value Code SHIFT_AUTO_PUNCH Name Shift Auto Punch Type Dropdown Value Yes, No Click on the “Add” to Save the Custom Shift. Step 2: Enable the Shift Auto Punch Rule for Employees Once the Shift Auto Punch rule is created, it must be enabled for employees with assigned pay cycles and shifts. Navigate to Employee Settings: Go to Dashboard > Employee > Employee Edit Assign the Shift Auto Punch Rule: Under Employee Tag, find Shift Auto Punch Select “Yes” from the dropdown Click Update Need Assistance? If you need help setting up Shift Auto Punch Rules, please reach out to our support team here: Customer Support!
