Profiles Overview

Profiles Overview

Green Leaf Elevated functions are based on Profiles. Profiles are settings that are configured and assigned to employees to allow any functionality set up to apply to the individual employee record. It's very important to understand the profiles related to Payroll and Time Keeping in order to ensure all time and pay are calculated accordingly as well as ensuring benefits are accruing/available to those that they should be. 
In this video, we overview the meaning of each profile. Depending on your company setup, you may have different options available to choose from. If you're unsure of the meaning, please reach out to your Payroll Specialist or HRC for further clarification. By default, any new hire sent through the new hire process should prompt you to complete all Profiles at a time off-hire. At the time of promotion or demotion, be sure to take note of any profile changes needed. 

Profiles below are defined as well as typical scenarios /options. Each Profile is color-coded by Payroll, HR, TLM/Scheduling, or Benefits. Keep in mind, some may cross over more than one area. 

To access employee profiles, navigate:
Hamburger Menu > Team Icon > My Team> Employee Information > Employee Information Icon > Main Tab> Profiles > Manage Profiles 

USER VIEW & ACCESS PROFILES

Dashboard Layout Profile:  This affects the view the user sees when they log in. By default, always choose the name according to the level of security access. For example, employee access should have an employee dashboard or the Company Administrator would have Company Admin Dashboard, etc. 

Security:  Security Profiles grant certain accesses and views to the user based on which security you assign. By default, there are 7 Security Profiles built into the system for you to choose from: EmployeeEmployee w/ Mobile App Punch (employee access but allows mobile app time punches), TLM Manager (timekeeping privileges for team members), TLM/HR Manager (allows some HR function, all TLM functions), Company Administrator (Full access to payroll, HR, TLM), Accountant (reports only), Terminated Employee (access to pay statements and W2's). Keep in mind that if you grant security access to any type of manager role that needs access to employees, you'd still need to assign the user to a group in order to allow them to see the employees and grant privileges to the group they manage. If any additional security profiles are needed, reach out to your account manager. 

PAYROLL PROFILES

Accruals: This profile assigns the employee to which level of accrual they should receive. The system allows only one profile per employee so the accrual would be created in a way that includes all accrual types that apply to the policy. For example, an accrual for Full-Time may include PTO and Sick. In that case, you'd choose "Full-Time" or the name you chose at the time of implementation for that Full-Time employee. If you only have one policy, we can set this to default to all employees. 

Employee Type:  Employee type refers to Full-Time Exempt, Full-Time Non-Exempt, Part-Time, 1099, or "Not In Payroll"

Holiday: Holiday table refers to the holiday policy you have. If you have more than one policy, such as Full-Time/Exempt receive 8 hours per holiday regardless, and Non-Exempt receives holiday at 1.5 when worked, then you'd have an option of holidays to choose from. If you only have one policy, the holiday policy would default to all employees. 

Pay Calculation: Pay Calculation is very important in order to ensure that the hours or method of pay is calculated correctly. For example, you will see on Pay Calculation, you may have a choice of Hourly OT40, Hourly OTCA, or Salary. The choices would determine how to separate OT vs. Regular. So Hourly OT CA will assign the employee to calculate overtime at over 8 hours per day, 40 per week, and the other CA requirements, where Hourly OT40 will only look at over 40 in the week. If you ever find that an employee's time card is not separating the OT, this may be the cause, check the Pay Calc profile. If you have hourly employees in more than one state, you may have more than one hourly option. 

Pay Period:   This profile will assign how often the employee is paid and how to determine annual salary. If you only have one pay period, this will be a default setup. 

Pay Prep:  This setting always defaults. No change is needed. 

Pay Type: Indicates the way in which the employee is paid. This profile helps to ensure all pay is allocated appropriately and also helps with ACA reporting and any other benefit reports that may look at the pay type for information. By default the following pay types are available: 1099, Hourly, Salary, Commission Only, or Not In Payroll. 


TIME-KEEPING PROFILES & SCHEDULING

Labor Distribution:  The  Labor   Distribution profile allows you to create as many profiles as necessary to allocate time the employee worked between different cost centers based on pre-determined percentage splits. This optional  Labor   Distribution profile can be used if needed. If not used, then 100% of the time for employees will be allocated to the employee’s home cost center. Multiple profiles can be created to split employee bulk hours/wages on the Pay Statement. The  Labor   Distribution profile ties to the Cost Center Tree and there is no limit to the number of ways that labor can be split. But the end total must equal 100%.

Counter Distribution:  Allows you to configure who will distribute counters.

Time Off Planning:   Enter the  Time  Off  Planning profile to be assigned to all new employees. This profile contains rules that define how  Time  Off  Planning works. The  Time  Off  Planning  Profile is available under  Company Settings > Profiles/Policies > Time Off Planning. Once the basic profile is created, rules can then be added. When creating a new profile, enter a Name, Description, and if the profile should not be used, uncheck the Active checkbox. Click the Add Rule button to begin adding parameters to the profile.  Time  Off  Planning functionality helps companies manage and control time off requested by employees. The functionality provides the capability to determine the maximum number of employees who can have time off for a given time period. For example, your business may have a rule that determines that only X number of people in a team can have a vacation in a normal working week, but X (-2) in December. This maximum number of people is a limit known as available time off slots. The settings controlling how  Time  Off  Planning behaves are set within the  Time  Off  Planning  Profiles and its added rules.

This functionality works with Time Off Requests. When an employee submits a time off request, Time Off Planning will work in conjunction with time off request settings to further validate the

request and help determine how many employees can be off work at the same time.

Timesheet Profile: Timesheet profiles dictate the way the employee would show up on a timesheet as well as how they'd function day to day with the clock, such as an hourly employee punching in and out, whereas a salaried employee would only use timesheets to track time off. By default, the choices are "Hourly Clock Punch" which is primarily used for hourly employees. This shows the time clock buttons and captures the time they punch. The second option is "Salary Time Off" which is primarily used for salary employees. This will allow them to request time off and deduct the time from the time off bucket in accruals. The last option is "Bulk Hour Entry". This will require an employee assigned to this profile to add bulk hours such as 8, etc. to the time sheet rather than in/out punches. If hourly employees don't see a punch-in/out option, this would be the profile to update. 

Time Off Requests:  Within  Time  Off Planning Profiles, one or more rules can be added that will define how many slots are available, what type of time is included or excluded from the rule, and warning or error messages that can be added to help the user know if the requested time is available. Note that slot validation is applied in the web application, the mobile app, and on InTouch devices. The rule(s) can be configured for one specific type of time off or grouped to include multiple types of time offs. Multiple rules are allowed.


Timesheet Change Request:  Certain Timesheet Profiles can use the Show Change Cost Centers Time Allocation setting. When enabled, within the timesheet profile, a button with hover text of  Change Cost Centers Time Allocation will be available for each time entry within a timesheet. This option gives users a simple way to insert or split a time record at a certain time of the day and select a new cost center in which to charge that section of time with a minimal number of clicks involved. After the entry is inserted the system will automatically create In/Out punches for the new time record.

Also available for certain Timesheet Profiles is the Show Change Punch Interpretation setting. When enabled within the timesheet profile, a button with hover text of Change Punch Interpretation will be available for each punch entry within a timesheet. This option gives users a simple way to shift punch records forward when there is a missed punch, which will then open the proper field for the missed punch to be entered. This feature enhances the user experience as it reduces the number of clicks necessary to make the update.

For example, an employee punches in at 8:00 am and forgets to punch out for lunch but punches in from lunch at 1:00 pm. The employee works the rest of the shift and punches out at the end of day at 5:00 pm. By clicking the Change Punch Interpretation button next to the 1:00 pm punch, the system will shift the existing punches forward in their respective order and open up to allow for the 12:00 pm punch (the missing punch) to be entered and save.

Timesheet Auto Population Policy: This policy will show the holidays the employee gets paid for on the time sheets by choosing "Holiday" or if employees should be paid auto hours based on their schedules, you'd choose "Holiday and Schedules". The most common is "Holidays".

Points: Points system is related to timekeeping in order to give your employees points as positive reinforcement (perfect attendance, always on time, etc.) or as a way to keep track of tardiness, absences, etc. If you have only one point system, you'd need to assign to those that apply and if you have more than one policy, you'd choose accordingly per employee. 

Scheduler Profile (Used for Advanced Scheduling Only):  Employees can be assigned a Work Schedule Profile or a Scheduler Profile, depending on how schedules will be generated. Employees are to only be assigned one profile or the other, but in the chance, an employee is saved with both a Scheduler Profile and a Work Schedule Profile, only one of those profiles will be used for scheduling. Keep in mind that using any rounding rules or tracking of absences or tardiness would require the employee have a schedule applied to them. 

Work Schedule (Used for Basic Scheduling Only):  Work schedule is used when using basic scheduling and must be applied to the employee in order for any tracking of absences, and tardiness, and to enable any rounding rules. Work Schedules are created under the "Work Schedule" section and usually are named the shift time. 

Workday Breakdown:  Enter the default  Workday   Breakdown profile to be assigned to all new employees. This profile will contain the rules for allocating percentages of time to various cost centers. If blank, none is assigned. The breakdown will allow you to allocate specific cost centers and time within the schedule. You can create a  Workday Breakdown Template by clicking the Breakdown link, or by navigating to Company Settings > Profiles/Policies > Schedules > Workday Breakdown Templates.

HR & BENEFIT PROFILES

Competency:  Contains competency  ratings that will be applied to newly created accounts. You can use this for a profile and widget, this will basically be the ability and type of skills an employee has to perform their job successfully or efficiently. As a widget, it can be used to rate performance reviews. Communication is an example of competency and you can create a profile based on employees that have a high competency in communication. 

Demographic:  Demographic Profiles can be created and then assigned to user accounts to determine which demographic fields will be used within the user account and whether these fields are required. The system provides several standard demographics, such as ethnicity, eye color, gender, height, and photo. You can also create customized demographic fields. If you wanted to create a profile for different demographics or a profile customized to your preferences based on any demographics in your company and track them with this profile. An example would be a company T-shirt size, if you needed to create a profile on sizes this would be a good one. 

Performance Review: When performance reviews are active, there will be profiles you can choose from. For example, if you have a group of employees that get a more involved performance review annually, vs. a less involved review that is a simple 90-day check-in for a different group, then you'd have one profile. If all employees have the same performance review profile, then this would need to be set up as a default or assigned to all employees manually during the new hire process in order to initiate the performance review. 

Succession Succession Profile is a holding place, a bucket that contains specific metrics that are used within an employee’s Succession Plan. This is accessed under Company Settings > HR Setup > Succession Planning > Succession Profiles. The Succession Profiles report screen allows users to create new profiles, and delete or edit existing profiles. Other options include the ability to clone an existing profile, view how many accounts are assigned to a specific profile, and the ability to see the employees who have the specific profile assigned to them.

Training This feature allows you to create a  profile that includes Courses/Certifications that can then be attached to an employee (see below for more on Courses/Certifications). For example, you may have a Lifeguard that has completed CPR, First Aid, and Lifeguard  Training courses. Click the Add Training/Certification button to build the profile. This profile can then be assigned to an employee under  My Employees > Employee Information. 

Working Regulations:  This profile is only available for companies using the Pay Calculations 2.0 engine and allows companies to set parameters at the profile level for regulatory rules that can be referred to in other parts of the system. The basic profile contains a name and description, and rules must then be added. You can add breaks and daily rest periods to this profile or you can add maximum hours per day or night work. You then would add rules for example for breaks  All  – The system will continue processing subsequent rules.
Stop on Violation  – The system will stop processing subsequent rules if an exception was caused by the current rule.
Stop if No Violation  – The system will stop processing subsequent rules if no exception was caused by the current values.
Combined  - The system will combine subsequent rules.

Workflows:   The HR Action workflows function similarly to any other workflow configuration in the system. A hyperlink is available within the HR Actions screen to navigate to the workflow maintenance under  Company Settings > Global Setup > Workflows. Once there, select the  Add Default option and select  HR Action Request as the workflow type. There are multiple HR Action Types available for the HR Action Request workflow.

Each default workflow will contain the necessary steps to route the workflow to the necessary people. As with other workflows in the system, the steps in the workflow can be edited, added, and deleted as needed.

From the workflows screen, you can create a new workflow or a default workflow specifically for an HR Action. If you wanted to add a workflow that was an HR Auto Approve workflow for a new hire action you could use this.

BenefitsIf you have levels of eligibility for benefits based on certain criteria, then you may have more than one benefit profile which would mean you'd need to choose accordingly. If all employees are equally eligible, then you'd have one policy and we can set it as a default. If you don't offer benefits, this would be left blank. 

Retirement Plans:  If you have a retirement plan, you'd need to assign ALL employees to the plan in order to notify them when they are eligible for the plan. For example, if you have a 401K plan set up that states employees cannot participate until one year of service, the profile should still be applied in order to allow them in when they become eligible. If they're not assigned at all, there will be no notification when they become eligible



Navigation to access and update profiles on employee records:
Hamburger Menu > Team Icon > My Team> Employee Information > Employee Information Icon > Main Tab> Profiles > Manage Profiles 

To Mass Update: Hamburger Menu > Gear Icon > Mass Edit > Mass Edit Profiles
Choose all applicable employees that will have the same change, then choose "Mass Edit"
Choose all changes, then apply change. 
Note: any section left blank will keep in tact current settings for the employees. Only fill in what is needed to change.  

To add any additional profiles that are needed to meet your business needs, please reach out to your Payroll Specialist or HRC. 



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