How do I create an employee for WorkForce Timekeeper?
To understand how to insert employee data, please see the article before proceeding: How do I insert employees into WorkForce?
Start by selecting the Timekeeper Product Link for the Employee as shown below. If you have licences for other software modules which you would like to use, please select them at this time and populate the data accordingly.
When populating the employee details in this tab, please ensure that every employee is provided with a unique employee number and ID card number.
Employment Details Tab
Simply click the ‘Add New Employment Period’ link. A lightbox will appear, and the Engagement Date can be added in. Click ‘Save’ to continue.
To insert a termination date at a later date, simply return to this tab, click ‘Update’ in the row of the employment period, insert a termination date, and finally click ‘Save’.
Note: Click the ‘Save’ button and check to ensure that there are no errors to ensure that the employee has been inserted into the system.
Schedule Settings Tab
When populating the ‘Schedule Settings’ tab, (based on your HR policies) you can select ‘Use organisation schedule’ which would report based on the Working Schedule set up in the WorkForce settings section.
Alternatively, you may set specific working days, working hours and break times for this employee. The ‘Working Schedule’ tab also allows you to select whether the employee can clock-in on public holidays and have the option to be clocked with flexible hours. Flexible hours refer to people who work non-standard hours each day.
Note: If an organisation has employees working with on a roster or a schedule, we recommend that employees are set as working flexible hours. This would require the approver to calculate any overtime based on the working hours for a shift.
Timekeeper Details Tab
When populating the ‘Timekeeper Details’ tab, (based on your HR policies) you can select ‘Use organisation schedule’ which would report based on the general Timekeeper setting set up in the WorkForce settings.
Alternatively, you may set the specific minimum punch-in time and maximum punch-out time per day for the employee (if the ‘Use organisation settings’ option is removed) with the option of automatic punch-out (this is not recommended for employees who have the option to work overtime), as well as the option to work night shift which will automatically punchout and punch-in the employee at midnight should they be working a Night Shift.
Note: The Badge ID refers to the unique number assigned to the employee for the punch clock. The Employee ID has a different function to the Badge ID, however, to maintain consistency when setting up employees, we recommend that the Badge ID and Employee ID are kept the same.
Whilst inserting employee data, you will be provided with the option to be able to Approve Break Hours and/or Approve Attendance Hours.
These options allow for further fine-tuning the number of work hours and overtime for each employee, however, opting to use them would require some additional administration when approving employees’ hours.
After populating all necessary data, click the ‘Save’ button and check to ensure that there are no errors to ensure that the employee has been inserted into the system.
Note: The ‘Approve Attendance Hours’ option should only be used for employees with an hourly rate or working flexible hours. Please see the Data Processing section of this manual for more information.
To search for more information on how to use WorkForce, please visit: https://workforce.com.mt/documentation/