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. Quick Add or Modify In/Out Times For new entries: Select Type = Regular. Press the Tab key to move to the In Time field. Enter the time (e.g., 9:15 AM) and press Tab again. Enter the Out Time (e.g., 5:00 PM). Press Enter to save. ⚡ Note: All other columns (such as deduction, hours, pay code, etc.) will auto-populate based on your your account configuration. To update or modify an existing record: Click the Magnifying Glass (🔍) icon next to the record you want to edit. Update the In Time or Out Time as required. Save your changes. 👉 This is the fastest way to correct or add attendance entries without editing every column manually. 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!
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!
