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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        

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?