Profiles play a huge role in the way an employee views the system as well as any/all automation that takes place regarding timekeeping (and other functions). Below is a breakdown of the important profiles to remember when managing employee time functions.
To update profiles, navigate to Hamburger Menu> Team Icon> My Team >Employee Information >choose the employee information icon >fine "Profiles" >Manage Profiles - then make any changes needed based on the details below.
To see current profiles assigned, go to the employee information screen and instead of clicking into an employee, choose the "ellipses" icon in the upper right (bottom set), choose "Add/Remove Columns", search "Profiles" select all, "Add", the profiles will move to the right, "Apply". This will show you all the current profiles assigned. You can save or export this data by clicking the "Ellipses" again, and choosing the option.
This profile will indicate if the employee should be clocking in/out, if bulk hours will be added, or if they are salary employees using Time Off Only.
The choices are typically "Hourly Clock Punch" - used primarily for hourly employees, "Salary Time Off" - used primarily for salary employees, or "Bulk Hour Entry" - rarely used, but for employees that add bulk hours rather than in/out.
This profile tells the system how to calculate the hours being tracked. For example, if you have hourly employees in California and Texas, as well as Salary, you'd see the following options: "Hourly OT CA", "Hourly OT40", and "Salary". In this case, you'd select the appropriate option based on the type of calculation needed. If you offer worked holidays at 1.5 x the employee's rate, you may have a variation of the hourly profile that indicates the hourly employees will receive holiday work at 1.5 the rate.
This profile tells the system if the employee is "Hourly" or "Salary" in regards to how they get paid. If you're changing any of the profiles related to timesheets and pay calculations, this profile should be updated as well. If this profile is not assigned you will get an error at the time of processing time sheets.
By default, all rank-and-file employees are assigned to the "Employee" security profile, which gives access to the employee views and privileges. If the company policy allows employees to use the mobile app to punch in and out, then change this profile to "Employee Mobile Punch Enabled*" NOTE: All users can access all other functions via the mobile app, the function of actually punching is the only difference.
The holiday profile will assign the employees to which holiday policy applies to them. For example, if your company offers paid holidays to Full-Time Exempt employees, and Non-Exempt Full Time only gets holidays when working at 1.5x their rate, you may see 2 options in your Holiday profile drop-down. In this case, assign the applicable policy. Holidays aren't applicable for a group, you can leave them blank.
In the Elevated system, all accruals are built in a way that applies all applicable to a certain group and assigns the accrual to the employee via the accrual profile. For example, if you have a PTO and Sick policy for Full-Time and Sick only for Part-Time, you may see 2 options, 1. Full-Time, 2. Part-Time. The Full-Time will include PTO and Sick (and all others applicable), whereas the Part-Time will only include sick. We typically name these policies in a very apparent manner. If you need clarification, navigate to the Hamburger Menu > Gear Icon > Profiles & Policies> Choose Accruals - this will show your options and the details of each option.
Now that you understand profiles, let's get started on timekeeping!
To Approve or Reject pending change requests, look to your "Mailbox" on your dashboard. You can approve or reject right from the mailbox by clicking on the blue arrow next to the request, then you'll see approve or reject. For more detailed info before the approver chooses "Open Timesheet" to view the timesheet in more detail. You can then navigate back to the mailbox to execute. Once approved, changes will automatically update on the timesheet. If rejected, an email will trigger the employee (if your company chose this option).
To view a report on all outstanding change requests, navigate to Hamburger Menu > Team Icon >Time > Timesheets > Change Requests
Report Settings Step 1B:
To do so, click the "Time Entry Date" blue pill icon
For the "Type" dropdown, choose "Pay Period", for the "Profile" dropdown, choose the frequency. (be sure not to choose "My Profile"), under "Pay Period" choose "Current". Hit Apply.
Now save your filter for the future by clicking the "ellipses"
"Save View As", name the view, "Current Pay Period".
Repeat the filters and save for "Next" and "Previous" pay periods to quickly toggle between pay periods. Once filters are created, you can toggle under "Current View" on the left side of the screen, then choose "Saved". You'll see all filters you create here.
You can now see all outstanding requests and if you'd like to view the timesheet as is, click the "Edit Timesheet" icon highlighted below. Note: all action needs to take place for approving/denying via the inbox mentioned above.
Main Navigation would be via Time Keeping Widget > Timesheets
2nd Option: Hamburger Menu > Team Icon > Time > Timesheets > All Timesheets
To do so, click on the "Timesheet Dates" blue pill button in the upper right. Then refer to the steps from Report Settings Step 1B.
After you have configured the view/filter to display the current pay period (or the previous depending on the time frame you're looking to update), then start working on the timesheets.
When looking at the list of pending timesheets, you can see "Open" to the far right, indicating that the timesheet has not been approved. If you'd like to only see "Open" you can enter the word Open in the "Approved" Filter and hit enter to only see those open. Then hit the "Edit Timesheet" icon circled below.
For Hourly Employees, the timesheet will look similar to the layout below.
The first tab is "Time Entry" which shows all of the punches made by the employee.
The entries made by the employee will show extended as shown below. Any edits that are needed can simply be overridden by typing over the existing punch (be sure to pay attention to AM/PM). To add additional lines, choose the + sign on the same line as the day to add a line. Please note: if employees are using "Change Request", no manual changes should be necessary.
For any day without punches, expand the day, by clicking the arrow next to the date to be edited.
Any time off should be handled via time off requests by the employee and once approvals are done by management, the time off will show on the timesheet automatically. If a request was not done through the system and needs to be manually added, simply choose the time off category from the time off column, then enter the total hours under "raw total". The system will pay the employee and will deduct from totals if accruals are being utilized.
For CA clients, meal penalties may be built into your timekeeping, meaning that a meal penalty will auto-populate based on the time of the day the employee takes a lunch or if they did not stay clocked out for 30 minutes minimum. If a meal penalty is not resolved by edits and needs to be rejected for any reason, navigate to the "time entry" tab, next to the date of meal penalty incurred, choose the drop-down to "Cancel Meal Penalty"
"Extra Pay" is an optional tab based on the company setup, that allows your employees or managers to add an outside pay amount on the timesheet, such as mileage, reimbursements, etc.
When you click on the "+Add Extra Pay & Counter Adjustment" settings the company allowed for data entry will appear.
The paperclip icon will allow employees or managers to upload proof of expense, etc.
Depending on your company settings, the dropdown will allow choosing which "counter/pay" to enter into the time sheet.
Once selected, the $ Amount will become fillable.
"Calc Detail Tab" will give a full breakdown of how the system is calculating time. This will show when meals are determined, paid breaks, calc totals, overtime, meal penalties, etc. "m" represents any missed punches that were edited. "?" represents missing punches.
N/A represents scheduling is not live. If your account utilizes scheduling, the schedule would be posted here to see side-by-side punches vs. schedule.
Summary By Day will give grand totals for the pay period broken out by pay type such as "Regular", "Overtime", "Meal Penalty", etc. This tab will also show any "incomplete" days, which means there are missing punches.
The top bar will indicate the pay types and break out the hour totals below based on the day. Any additional pay types such as "double time", etc. will become visible when incurred on the timesheet. Depending on the time of the week, you may only see Regular.
From this tab, you can identify what may need editing or attention. By clicking on the day/date link, the system will redirect back to the time entry screen for any additional edits to be made.
During an open pay period only SAVE your work.
Submitting will move the timesheets to the next level of approval within your organization (for example employee submits, manager 2 submits, manager 1 approves).
Approving will be the final step to prep for payroll. If your organization only has 1 approver, you can skip submitting and only approve.
CAUTION: If timesheets are approved prematurely employees will be locked out of the pay period and will not be able to clock in or make change requests.
Once approved, hit the back button, and the timesheet status will update as seen below.
To mass approve, click as many boxes as needed, then choose Approve in the upper right.
To click through more than one timesheet at a time, choose the boxes next to the timesheets and choose "View". Once in view mode, the timesheets can be updated and clicked through by choosing the arrows found by the number.
If no request was entered and Time Off needs to be manually added, choose the drop-down under Time Off, then choose from the browse list. Once chosen, enter the hours to pay in the day that corresponds with the employee's Time Off. (similar to above).
Navigate to the Hamburger Menu > Team Icon > Time > Reports > Time Allocation > Detailed Hours Overview PDF.
This report is customizable by date range and will show totals. Any "?" can be clicked to see missed punches still pending.
After all, the steps are complete, you're now ready to start payroll. During the payroll process, the payroll admin will be directed to ensure all time cards are approved to start the process. Be sure to Approve promptly!
Employee videos related to timekeeping specifically*: https://desk.zoho.com/portal/greenleafbizsolutions/en/kb/employee/my-time-keeping
Employee Level Knowledge Center:
Download HCMtoGo - The employee will need your company's short name, user name, and password.
For any new users, the user name will be FirstInitialLastname, the password will be "Greenleaf123!". Upon the first login, the user will be prompted to update the password.
Videos on users, password reset, etc:
All other manager articles and videos can be found on the Knowledge Center: