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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!

How to Set Up Punch Rounding

Overview Punch rounding ensures employee punches are adjusted to a specified interval, preventing early or late punches while maintaining consistency in time tracking. This feature allows rounding up, down, or automatically to the nearest time interval (ranging from 2 to 30 minutes). Why Use Punch Rounding? Prevents early clock-ins or late clock-outs. Reduces payroll discrepancies caused by minor time variations. Helps manage high-volume punches efficiently. How to Create a Punch Rounding Rule Log in to your NextGen Workforce account. Navigate to Settings > Attendance Rules > Punch Rounding. Select the rounding option: Auto, Up, or Down. Set the desired time interval (e.g., 5, 10, or 15 minutes). Save the changes. Understanding Punch Rounding Options Punch Rounding Auto Mode: Rounds clock-in and clock-out times to the nearest whole number based on the set interval. Example: If the rounding is set to 10 minutes: A punch at 7:03 AM will round to 7:00 AM. A punch at 7:06 AM will round to 7:10 AM. Punch Rounding Up: Always rounds punches forward to the next interval. Example: If rounding is set to 10 minutes: A punch at 7:03 AM will round to 7:10 AM. Punch Rounding Down: Always rounds punches backward to the previous interval. Example: If rounding is set to 10 minutes: A punch at 7:03 AM will round to 7:00 AM. How to Assign a Punch Rounding Rule 1. Assign to All Employees (Mass Assignment) Dashboard > Settings > Attendance Rules > Punch Rounding > Apply to All 2. Assign to Specific Employees Dashboard > Employee > Employee Edit > Attendance > Attendance Rules Select the punch rounding rule from the dropdown. Click Update to apply the rule to the selected employee. Need Assistance? For additional help with punch rounding setup, contact NextGen Workforce Support. Customer Support Link: NextGen Workforce Support!

How to Add a Time Clock to Your Online Account

Setting up a time clock in your online account allows you to track employee attendance accurately. Follow this guide to add a time clock, configure its settings, and ensure connectivity through Wi-Fi or Ethernet. Before You Start Ensure the following prerequisites are met before adding a time clock: Online Account Setup: Your NextGen Workforce account should be created. Employee Sync: Employees should be added or synced to the account. Worksite Location: Define where employees can punch in. For BambooHR Users: You can log in using your BambooHR credentials. 1: Adding a Worksite Location Before adding a time clock, specify the worksite location for tracking attendance. Log in to your account. Go to Sites from the left-hand menu. Click Add Sites (top right corner). Fill out the site details. Click Save. To read an in detailed help article on How to create Sites, Click on the Link. 2: Adding a Time Clock Check Device Information Before adding the time clock, retrieve its MAC Address and Serial Number. For STC500 Series Models: On the physical device, go to:Menu > System Info > Device Info For Face Readers: On the device, go to:Menu > System Info > Device Info Enable DHCP (Dynamic Host Configuration Protocol) DHCP allows automatic network configuration. On the time clock device, go to:Main Menu > Connections > Ethernet > DHCP Enable DHCP. Add the Time Clock to Your Online Account Go to Dashboard > Select Time Clocks from the left-hand menu. Click Add Time Clock. Assign a Site to the clock. Enter: Time Clock Serial Number MAC Address (include colons 🙂 Time Zone Click Save. Tip: The system will handle punch patterns automatically, so ensure the default clock status is set to “Clocked In”. 3: Setting Up Time Clock with Wireless Connection (Wi-Fi) Ensure you have the Wi-Fi network name (SSID) and password. Wi-Fi Setup for Fingerprint/ID Readers On the Time Clock Device, press “M” key to access the menu. Select Comm > Wireless LAN. Use arrow keys to select the Wi-Fi network, then press “M” again. Enter the Wi-Fi password: To enter letters, press * and then the corresponding number key. To enter special characters, press * twice. Enable DHCP or enter a Static IP manually. Scroll down to select OK, then press OK to save. Press Esc three times to exit. Restart the time clock by holding the power button. Verify connection: Press M > Comm > Wi-Fi Setup. You should see the IP Address, NetMask, and Gateway. Set Ethernet IP Address to 1.0.0.0: Press M > Comm > Network > IP Address > 1.0.0.0. Restart the device. How to Check Network Connection On a Windows computer, open Command Prompt (cmd). Type: ping <Time Clock IP Address> If you receive a successful ping, the clock is online. 4: Setting Up Time Clock with Ethernet (Wired Connection) Connect an Ethernet cable to the time clock. Restart the time clock. Wait 3 minutes and check the time clock status online. If the time clock is online, you can skip the remaining steps. Assign a Static IP (Optional) Press “M” to open the menu. Go to Comm > Network. Enter: IP Address (Static) NetMask (Subnet Mask) (default: 255.255.255.0) Gateway IP (Router’s IP Address) DNS Server (use Gateway IP if unsure). Save settings and exit. Check Connection Status Once connected, the time clock status in the web app should show:✅ Online (Green Check Mark) Need Help? If you encounter any issues, contact NextGen Workforce Support. 📞 Support Link: NextGen Workforce Support  

How to Get Started with NextGen Workforce and BambooHR Integration – Easy Setup Guide

Introduction The NextGenTime Tracking and BamBooHR integration is a simple process and can be implemented without requiring any custom development or IT setup. We support the single sign-on method to allow users to authenticate with BambooHR and access the NextGen workforce solutions. Step-by-Step Signup Process 1: Create Your NextGen Account with BambooHR Integration Go to the following URL: https://app.webapph.com/app19/login/bamboohr Click on Create Account (Create Ac). Enter your Company Domain: The company domain is the part of the custom URL you use to log in to your BambooHR account. Fill in your personal information and your BambooHR email address. Note: This email address must have full admin access to your BambooHR account. 2: Log in Using BambooHR Credentials After completing the signup, you’ll be redirected to the login page. Click on Sign in with BambooHR. Enter your Company Domain, Registered Email Address, and Password. Click on Login. Once authenticated, your NextGen Time Tracking account will be connected to BambooHR. 3: Employee Data Sync from BambooHR After the integration is complete, the system will automatically sync the following employee details from BambooHR: First Name, Last Name Work Email, Mobile Number Work Status, Department SSN, Pay Rate, Pay Code Organizational Structure 4: Leave and PTO Sync The system will automatically sync PTO (Paid Time Off) and Leave Requests from BambooHR to NextGen. This helps maintain consistency across both systems without the need for manual updates. 5: Ongoing Sync Behavior Any changes such as new hires, terminations, or updates to employee information in BambooHR will be automatically reflected in NextGen Workforce. This eliminates the need for duplicate data entry and keeps both systems aligned in real time. Frequently Asked Questions (FAQs) Q1. How does the integration work?NextGen supports SSO with BambooHR to authenticate users and sync employee data. No development or IT setup is required. Q2. What employee data gets synced from BambooHR?The integration pulls essential employee details such as name, email, department, SSN, pay rate, pay code, and work status. Q3. What features are included with the NextGen Workforce platform?The platform includes a scheduling tool, approval workflows with multi-level hierarchy, PTO and leave management, customizable reports, a GPS-enabled mobile app, and kiosk support. Q4. What happens if we hire or terminate employees in BambooHR?Employee changes (like new hires or terminations) made in BambooHR are automatically updated in NextGen to avoid data duplication. Q5. How are login permissions managed?The employee’s job title in BambooHR is used as the login profile in NextGen. This profile controls system access and permissions. Q6. How are PTO, leaves, and public holidays managed?PTO, leave requests, and public holidays automatically sync from BambooHR to NextGen, eliminating the need for manual updates across systems. Need Help? If you encounter any issues, contact NextGen Workforce Support. 📞 Support Link: NextGen Workforce Support

How to Enroll Employees Biometrics

Before You Begin Make sure the employee data has been synced from your online account to the time clock device. Clock IDs and names should not be assigned manually at the clock level—they must sync from the web interface. How to Enroll Fingerprints On the employee’s profile screen, select Fingerprint. Follow on-screen prompts to scan and save the fingerprint._________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ It’s recommended to register at least two fingerprints for accuracy. Save the changes before exiting the screen. How to Enroll Facial Templates On the employee’s profile screen, select Face. Have the employee face the device camera directly and follow the facial scan instructions. Ensure proper lighting and remove any obstructions like glasses or hats for accurate enrollment. Save the facial data once the scan is complete.

How to Import/Export User Data

Overview The Time Clock device supports USB-based import and export functionality, allowing administrators to manage user data efficiently. This includes downloading user data from the device to a USB drive or uploading data to the device from a USB drive. Before You Begin Make sure you have a USB drive that is properly formatted (preferably FAT32). Insert the USB drive into the USB port of the Time Clock device before initiating the import/export process. Export (Download) User Data from the Device Press the “M” key on the initial screen to launch the Main Menu. Use the ▼ key to scroll down and select USB Manager, then press OK. Select Download and press OK. Use the ▼ key to choose the specific item to be downloaded (e.g., user data, attendance logs, templates). Press OK to confirm the export. The selected data will be saved to the USB drive. Import (Upload) User Data to the Device Ensure the USB drive with user data files is inserted into the device’s USB port. Press the “M” key to open the Main Menu. Use the ▼ key to navigate to USB Manager, then press OK. Select Upload and press OK. Use the ▼ key to choose the item to be uploaded (e.g., user information, fingerprint templates). Press OK to begin the upload. Wait for the process to complete before removing the USB drive. Import User Data to the NextGen Workforce Importing user data manually into the NextGen Workforce system is quick and straightforward using the USB Manager utility. This is especially helpful when syncing employee profiles from a biometric time clock device to your online account. Step-by-Step Instructions Log in to Your NextGen Workforce Account. Go to the Time Clocks Section (from the left-side navigation menu). Click “Import Manually” (top-right corner of the Time Clocks screen). Select the Target Time Clock. Upload the File Click the Choose File button and select the appropriate .dat file previously downloaded from your device via USB. Complete the Import Important Notes Make sure the files are in the correct format supported by the device. You must first extract user data from the time clock using the USB Manager tool before importing it here. Always back up your user data before importing new data to avoid overwriting existing information. Avoid disconnecting the USB drive while upload/download is in progress. Need Help? If you encounter any issues, contact care@ngworkforce.com 📞 Support Link: NextGen Workforce Support.