FingerCheck provides businesses with advanced features that allow them to accurately track their employees' worked hours regardless of challenging time and attendance issues or circumstances. One of these features is automatically generating hours for employees who do not clock in.
We are going to walk you through the process of creating a schedule policy that auto adds a set number of hours for your employees. We will also instruct you on how to create a master profile you can group your employees under, and apply the policy to. For the purposes of this explanation we use salaried employees in this hypothetical example.
- To start, click on the "Setup tab," and select "Policies Menu" from the drop down menu at the top of the left sidebar.
- Once you are within the "Policies Menu" click on "Schedule Policies" and then the yellow "Add" button to create a schedule policy.
- Within the window, type a "Code" (how you would like the schedule to be identified as) and a "Description" that states what the policy is. After that, move on to the "Schedule Rules." By default, every account comes with Schedule Rules that take effect from Sunday to Saturday, 9 AM to 5 PM, as shown below. You can delete any of the days and edit the hours so that the rules reflect your company's schedule.
- Once you're done adjusting the rules, click into "Edit" next to any of the days, which will bring you to the "Schedule Rule Information" window. Enter the set number of hours into the "Auto Add Hours" field that your employees work on a daily basis (let's put 8). Click "Copy" to apply the schedule rule to all the days. Once you're brought back to the general window, click "Save."
- Now that that's done, you will need to create a scheduled task that allows the system to determine when the schedule should be triggered and what to do. Once you fill out the rules the system will be programmed to do what you input. To do this, click on "System Menu" from the left sidebar drop down menu. Within the system menu, click on "Scheduled Tasks." Click the yellow "Add" button.
- Within the "Scheduled Job" window repeat the process of entering a "Code" you would like the scheduled task to be identified as and a "Description" for your scheduled task. Where it says "Last Execution Time" choose the last time the task was executed and where it says "Next Execution Time" enter the next time you want the task to execute. Where it says "Job Status" leave it on "Scheduled" and where it says "Run Task as User" select the administrator for the account (presumably you). Once that's done, click on the "Add" button next to "Task Actions."
- Within the "Job Action" window where it says "Job Action" select "Automatic Missed Punch" and leave the "Sequence" untouched. Click on "Apply."
- Once you've done that, move onto the last section within the window, "Task Triggers" and click "Add."
Where it says "Start Date" enter the start date for the trigger and the where it says "End Date" enter the end date for the trigger (we usually put a very far off year, like 2099, to avoid having to deal with the task anytime in the near future). Where it says "Time" enter the time you would like the auto generated hours to start from. Where it says "Trigger Type" you can select either "Weekly" or "Daily." There isn't much of a difference, but for this instance we selected weekly and ticked the appropriate boxes.
- When you are done your window should look like the window below. Review your work and then click "Save."
- Now you can see the Scheduled Task you just created within the "Scheduled Tasks" window. We suggest making a master profile exclusively for the employees you would like to auto add hours for (for simplification). Click on "Master Profile" create a master profile for these employees that you can select the scheduled task to apply within.
- Fill out the master profile with the required "Code," "Description," "Pay Period," and "Regular Division Earning," which we have filled out so that you can have an example. Next to "Schedule Policy," select the policy you have just made. Then click "Save."
- Now you are done tweaking your new master profile. For the last phase of the process, click on the "Employee" tab and select all the employees you would like to be included in the master profile you have just created for your salaried employees by ticking the boxes next to their name. Then click on "Quick Actions" and select "Mass Change."
- Where it says "Change Type" select Master Profile and where it says "Change To" select the profile you want the employees to be sorted by, which in our case is the master profile titled 02 - Salaried Employees. Then click on "OK."
Now you are done! You have successfully scheduled hours for your employees that either don't have access to the punch clock or do not punch at all. FingerCheck makes it simple to design a system that accurately reflects your scheduling and employee structure.
To learn more about our cost effective and user-friendly cloud-based time and attendance software, check out our website at FingerCheck.com. Interested in our services? Sign up for a 30-day free trial and get started with FingerCheck today.