Schedule Policies in Fingercheck are an important and very helpful tool for companies to have. Schedule Policies allow you to tell Fingercheck when an employee is supposed to be clocked in, and that knowledge can be utilized by Fingercheck in a number of ways (though most commonly in tandem with Exception Policies and Alert Policies).
In this article, we'll take you through setting up a Schedule Policy for your employees, and then, applying it to them.
Setting up the Schedule Policy
- From the Fingercheck Menu on the left side of your screen, go to Setup. Then, on the following page, go to Policies > Schedule Policies.
- On the Schedule Policies page, click on the blue "Add" button to create a schedule.
- After clicking on "Add", you will be brought to the "Schedule Policy" window, where you will begin building your schedule. To start, enter a brief label where it says "Code" and type a description of your schedule where it says "Description". For this example, we are naming it "01 - Cashier Schedule".
- If you have an Exception Policy, you can make a rule that your employees can be late and/or early by a set number of minutes and allow them to clock in without triggering an exception where it says "In Early Grace Period" and "In Late Grace Period" (More on doing that here).
If you are more flexible about what constitutes an Exception, this rule can help you offer your employees leniency and prevent you from receiving notices on minor clock-in infractions.
For instance, if your employees are scheduled to come in at 9 AM, but you want them to be able to punch in five minutes early or five minutes late without triggering an exception, you would enter 5 into the appropriate Grace Period field(s). This means your employees will be able to punch in anywhere from 8:55 AM to 9:05 AM without triggering an exception. The same logic applies to the "Out Early Grace Period" and "Out Late Grace Period" fields. Enter the number of minutes employees on this schedule can punch out before or after the scheduled "Out" time without triggering an exception.
Once you're done, make sure to click "Save" and then the blue "Add" button.
- Now moving onto "Schedule Rules", you'll see that for your convenience, you have default rules already set up from 9 AM to 5 PM from Sunday to Saturday. To customize these rules, you can delete any days that aren't applicable by clicking "Delete", and adjust the hours on the days that remain by clicking "Edit."
"Edit" will pull up an "Edit Schedule Rule" window that also allows you to apply specific rules to each day of your schedule. After you make your schedule rules for one day, you can copy those rules to the other days (which will save you time). You can also click on the "Add" button to be directed to the same window and add a new day to your schedule using a drop down menu.
- Leave the "Schedule Week Day" as is if you clicked "Edit". Otherwise, select the day you want to add from the drop down menu.
- Where it says "Week Number," enter "1" if the schedule you are creating is a set schedule. Only in the case that you are creating a rotating schedule (a schedule that operates one way one week and a different way the next week) would you ever need to type a number other than 1 in this field. In order to accommodate for constantly shifting schedules, you would need to create multiple rules outlining which schedules would apply to which weeks. So if the first week your employees work 9 AM to 5 PM, and the second week they work from 10 AM to 6 PM, you would enter "1" for the first week and "2" for the second, and so on and so forth.
- Where it says "Start Time" enter the start time of the schedule and where it says "End Time" enter the end time of the schedule.
- If you would like for your employees to have strict in and out times you can enable a form of punch rounding that will adjust your employees' punch times. Tick the "Strict In" and "Strict Out" boxes, then focus your attention on the four above fields. For the "In Start Minute Window" field, type the number of minutes ahead of the start time they can punch in at and have their in punch be rounded to the right time. For the "In End Minute Window" field, type the number of minutes after the start time they can punch in at and have their in punch be rounded to the right time. So for instance, if you want punch times from 8:50 to 9:00 AM to be rounded to 9:00 AM, you would write "10" for the "Start Minute Window." If you want punch times between 9 AM and 9:10 AM to be rounded back to 9, enter "10" for the "End Minute Window." The "Out Start Minute Window" field and "Out End Minute Window" field refer to the same concepts. Simply type the number of minutes before and after the desired out punch time that will automatically be rounded to the right time.
- Where it says "Master Profile" you can select a master profile from the drop down menu to override if your employees have differing policies on different days of the week.
For example, if on Fridays, an employee has a different Break Policy assignment, you would have a separate Master Profile with that assignment, and specify it here.
- Where it says "Auto Add Hours" you can enter a number of hours to automatically add to the employee's "Total Hours" for that day on their Time Card, regardless of their Clock In/Out times.
- Where it says "Start Date" choose the date you want the schedule to start from. Where it says "End Date" choose the end date (you can pick a far-off year so you will not have to be bothered with maintaining the schedule).
- For "Division Earning" you can choose which Earning Code to apply to the hours worked under this Schedule Rule. This is useful when, for example, on a certain day of the week, the employee has a differing pay structure.
- A useful button to take note of is the "Copy" button. Clicking this will copy all settings you've set here to all of the other days in your Policy.
Note that if you click "Copy," you do not need to click "Apply".
If you don't copy, you will need to click "Apply".
- Once you've done this for all days in the Policy (or used the "Copy" button), you can click the green "Save" button to complete your setup.
Applying the Policy to Employees
There are a couple of ways to go about putting your Schedule Policy into action. You can do it on a mass scale, by combining it with a Master Profile, or, you can do it to individual employees.
We'll start by going over how to do it via Master Profile, then to individual employees, and finally we'll also go over one of the ways to see your Schedule Policy in action via the Schedule module.
Via Master Profile
- From the Fingercheck Menu on the left side of your screen, go to Setup. Then, on the following page, go to System > Master Profiles.
- Click into the Master Profile you would like to assign the schedule to.
- Tick the "Use Schedule" checkbox, and select the schedule you just created from the "Schedule Policy" drop down menu. Then click "Save."
- Now all the employees who have that Master Profile assigned to them will use this schedule.
By Individual Employee
- From the Fingercheck Menu on the left side of your screen, go to Employees. Then, on the following page, navigate to the employee you wish to work with, and click their name to enter their record.
- In the Employee's record, click "Profile", under the "Personal" category.
- On the Profile page, click the Pencil icon to the right of the profile you're editing.
- In the pop-up window that follows, find the Schedule Policy field, and select the Schedule Policy you wish to apply.
- Click the green "Save" button and you're done!
Generating a Schedule
- If you’d like to see your schedule in calendar format, you can do so by clicking Schedule on the Fingercheck Menu at the left side of your screen, and then generate your schedule by clicking on the blue Actions button at the upper left, and select "Generate Shifts".
- The pop-up window that follows will ask you for a Start and End Date range for how many days into the future you want to generate for. Try to err on the side of fewer days, as it may be difficult to remove or change these once you've generated them. If you do not check the "Override Defaults" checkbox, this will use the Schedule Policy assigned to them.
Also, at the bottom is a "Select Employees" button, which will, as expected, let you tell the system which employees' Schedules should be generated. By default, all employees will be selected.
- Once finished, click the blue "Generate" button and let the system finish processing.
This will generate the schedule for your viewing purposes. You can easily create as many schedules as you want and assign them to all your employees so that your staff operates on the correct schedules you need using Fingercheck!
Congratulations, you have now mastered how to Create a Schedule Policy and generate it on the Schedule module using Fingercheck!
Lastly, if ever you (or your employer) are in need of technical assistance, you can contact our Support team at 1-800-610-9501, or, use our in-app messaging feature by logging into our secure site and initiating a conversation.
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