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
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?
