After completing the Setup Wizard and entering information about your workers, then it's time to set up your business's structure and rules.
I. Master Profile
Establishing master profiles is one of the first things you should do when you begin using Fingercheck. A master profile allows you to update pay periods and policies for all employees simultaneously, with the flexibility to tailor profiles to each department's needs. For example, janitorial staff may have different schedules and break rules than clerical staff. Learn more about master profiles here.
Individual profiles can be edited to override the master profile for that employee. This adaptability allows for unique personnel situations without interrupting the system.
Set up the master profiles
Click the SETUP tab > System > Master Profiles.
By default, the 01 Master profile is available.
To edit the profile, click the Edit icon (pencil).
To create another master profile, click the Add button.
Edit the fields.
Click Save.
If you are editing a master profile, the changes made here are applied to all employees currently using this master profile.
The next step is to set up your company's policies.
II. Accrual policy
Accrual policies in Fingercheck automatically track the time employees can use for specific absences like Paid Time Off (PTO), Unpaid Time Off, Sick Leave, Vacation Leave, and FMLA/PFML. These policies define how many hours employees accrue, whether per hour worked (e.g., 1 hour for every 30 hours worked) or all at once on a specific date, and include features like year-end rollovers and payouts.
The pre-defined accrual policy templates are designed to meet most companies’ needs. If you need something more specific, then select Add Custom.
Add a pre-defined accrual policy template
Select the SETUP tab > Policies > Accrual Policies.
Click Add.
A slide-out with a list of pre-defined accrual policies appears.
Click Add next to the policy you want.
Review the information in the pop-up window that appears.
(Optional) Select Apply to all new hires.
This applies only to future new hires and not to existing employees.
Click Continue.
Review the information and click OK.
Add a custom accrual policy
Click Add Custom.
Complete the required fields* in the Accrual Policy Information section.
Scroll down to the PTO Rates section, click Add, complete the fields, and click Apply.
Scroll down to the PTO Earnings section, select a Division Earning, and click Apply.
This applies only if RatexHoursWorked is selected from the Calculation Rule field.
As needed, repeat steps to add all earning codes that the accrual policy should check for.
Common earning codes are RG-Regular, SA-Salary, and OT-Overtime.
Click Save.
III. Absence policy
An absence policy sets rules for handling and tracking employee absences like sick leave, vacation, and personal days. It details the process for requesting time off, required documentation, and consequences for unexcused absences, ensuring accurate attendance records.
If you want to create a paid absence policy and an unpaid absence policy, you must create two policies.
Add a paid absence policy
Click the SETUP tab > Policies > Absence Policies.
To create a new policy, click Add.
The Absence Policy Information window appears.
In the Code and Description fields, enter a code and brief description to label the policy.
Select the Paid checkbox.
Select the earning code from the Division Earning drop-down list.
For example, your company might apply specific rates for vacation, sick, and holiday.
If you want to relate accrual policies to this absence policy, select a policy from the Accrual Policy drop-down list.
In the Default Hours field, enter the standard amount of hours typical to a full day of work at your company.
For example, if 8 hours make up a typical workday, so you would enter 8. This number is automatically generated and applied to each employee's absence request you receive. The user can manually update the default hours when submitting the request.
Click Save.
Add an unpaid absence policy
Click the SETUP tab > Policies > Absence Policies.
To create a new policy, click Add.
The Absence Policy Information window appears.
In the Code and Description fields, enter a code and brief description to label the policy.
Do not select a Division Earning and Paid checkboxes.
If you want to relate accrual policies to this absence policy, select a policy from the Accrual Policy drop-down list.
In the Default Hours field, enter the standard amount of hours typical to a full day of work at your company.
For example, if 8 hours make up a typical workday, so you would enter 8. This number is automatically generated and applied to each employee's absence request you receive. The user can manually update the default hours when submitting the request.
Click Save.
IV. Link accrual policy with absence policy
The next step is to link your existing absence policy to your accrual policy
Click the SETUP tab > Policies > Absence Policies.
Open an absence policy.
From the Accrual Policy drop-down list, select a policy.
Click Save.
V. Break policy
The next task is to create a break policy. A break policy specifies when employees take approved breaks, including paid or unpaid, the duration, and automatic deductions if not clocked out.
The pre-defined break policy templates are designed to meet most companies’ needs. If you need something more specific, then select Add Custom.
Add a pre-defined break policy template
Select the SETUP tab > Policies > Break Policies.
Click Add.
A slide-out with a list of pre-defined accrual policies appears.
Click Add next to the policy you want.
Review the information in the pop-up window that appears.
(Optional) Select Apply to all new hires.
This applies only to future new hires and not to existing employees.
Click Continue.
Review the information and click OK.
Add a custom break policy
Click Add Custom.
Complete the required fields in the Break Policy Information section.
Click Save.
VI. Overtime policy
Setting up your overtime policies for your employees is next. An overtime policy defines which hours are classified as overtime and typically compensates them at a different rate. The specifics vary based on the company's pay structure and state laws.
The pre-defined overtime policy templates are designed to meet most companies’ needs. If you need something more specific, then select Add Custom.
Add a pre-defined overtime policy template
Select the SETUP tab > Policies > Overtime Policies.
Click Add.
A slide-out with a list of pre-defined accrual policies appears.
Click Add next to the policy you want.
Review the information in the pop-up window that appears.
(Optional) Select Apply to all new hires.
This applies only to future new hires and not to existing employees.
Click Continue.
Review the information and click OK.
Add a custom overtime policy
Click Add Custom.
Complete the required fields* in the Overtime Policy Information section.
Click Save.
VII. Link overtime policy with master profile
The next step is to link your overtime policy to the master profile.
Go to Setup > System > Master Profiles.
Open the profile you want to edit, and enter the policy in the Overtime Policy field.
Click Save.
VIII. Holiday Policy
The last policy to set up your company for its first payroll is the holiday policy. A holiday policy automates holiday and vacation time allocation, ensuring consistent and accurate distribution based on predefined dates and rules. This simplifies holiday management and ensures employees receive their entitled time off efficiently.
Add a holiday policy
Click the SETUP tab > Policies > Holiday Policies.
Click Add.
In the Code field, enter an abbreviated name (for example, HOL).
In combination with the Description field, this makes up the full name of the policy as displayed in other areas of Fingercheck.
In the Description field, enter a short descriptive name (for example, Holidays).
Click Import.
A window appears with a list of holidays to import.
Select the Year, and then select the holidays you want to import.
To select all holidays, select the checkbox next to Description.
Click Import.
The Holiday Rules section lists all of the holidays you selected.
In the confirmation message that appears, select the checkbox if you want the holiday to recur each year, and click OK.
To further define a holiday:
Click the edit icon (pencil) for the holiday to open the Edit Holiday Rule pop-up window.
Edit the fields.
Click Apply.
To create a new rule:
Click Add to open the Add Holiday Rule pop-up window.
Edit the fields.
Click Apply.
To save your rules and apply them to other holidays
Click Copy in the Edit Holiday Rule or Add Holiday Rule window.
Click Save to add the holiday policy.
VIII. Link holiday policy to the master profiles
The next step is to link your holiday policy to the master profile.
Click the Setup tab > System > Master Profiles.
Select the profile to which you want to apply your holiday policy.
From the Holiday Policy drop-down list, select the policy.
Click Save.
Now that you’ve set up your policies, let’s finish setting up your company structure.
IX. Cost Centers
Setting up your cost centers is recommended before your first payroll but not mandatory to get your employees paid right away.
You can organize employees into cost centers. By default, Fingercheck includes a department cost-center level assigned to Level 1, but you can rename it as needed. First, define cost-center levels, then create specific cost centers under each level. Additional categories in Fingercheck include jobs, tasks, locations, positions, and pay groups. For instance, a small business might have cost centers such as Marketing, Finance, Production, and Sales under the Department cost-center level.
Create a First Level Cost Center
Select the SETUP > Company > Cost Center Levels.
Click Add.
In the pop-up , complete the following fields:
Code: An alphanumeric code of your choice. For example, you might use numbers (001, 002, and so on), or you might use abbreviations (mktg, fin, and dev).
Description: A description of the cost center. You can enter up to 35 characters.
Level: Enter a level number from 2 to 5.
Fingercheck supports 5 cost-center levels, and each one must be numbered with a different level number (1, 2, 3, 4, or 5).
The Department cost-center level is Level 1, and you can change the Code and Description as needed.
Click Save.
To use the new level, log out and log in again.
Create a Cost Center Under First Level Cost Center
Select the SETUP > Company > Cost Center Levels.
Click Add.
Click the edit (pencil) icon to the right of the cost-center level (for example, Department).
A new screen appears for Cost Center Level Information
Click Add.
In the pop-up, complete the following fields:
Code: An alphanumeric code of your choice. For example, your company might have a numeric code for each cost center, or you might use an abbreviation, such as HR for the Human Resources department.
Description: A description of the cost center.
Cost Group: This field is not currently used. It will be available in a future release.
Rate Code: (Optional) Select a rate code.
Click Apply.
To add more Cost Centers:
Repeat steps 5 - 7
Click Save.
Great job! You've finished parts 1 and 2 of the setup process. Next is Part 3: Set Up Your Payroll.