It is important to make sure that employees are scheduled appropriately.

Employers are looking for ways to better serve their employees. Or at least, keep out of trouble with any governmental labor board.

Here are some of the most common employee complaints about schedules:

• Employers not paying attention to high-traffic times.
• Changing the schedule without notice.
• Dropping employee shifts too close to actual work time.
• Being scheduled for more than one location at the same time.
• Employers making staying over a scheduled shift time mandatory without prior consent.
• Dismissing complaints about schedule as trivial without an investigation.
• Shifts that rotate awkwardly so employee really cannot get proper sleep.
• Needing to come into the workplace to view schedule.

It is very important to keep employees happy with their schedule. The more way employees can help you manage the schedule, the better.

Employees have 24/7 access

The terrific feature set of Time Clock Wizard make it easy for employees to check their schedule at their convenience.

When you take into consideration the time and travel costs for employees to come into the office to check their schedule, it may not directly affect your bottom line.

However, it does affect your employee’s attitude and impression of the workplace.

Viewing Pre-Scheduled Employees

Melissa Ruy, a terrific representative of Time Clock Wizard, has created the video below to help you get a quick view of your scheduled employees.

If you are looking to learn how to create the employee schedule in Time Clock Wizard, see the tutorial about our Employee Scheduler.

Hi everyone. It’s Melissa with Time Clock Support and I’m going to go over how to view your scheduled employees for the current day.

Using Schedule Tab

So I’m on our schedule page and I got here by clicking the Schedule Tab.

I’m going to go ahead and click “Show All Employees” to see who is scheduled. I can locate today and see which employee’s are scheduled for today.

Using Day View

You can also click the Day View.

You’ll see here, it’s May 26^th 2016 and these are the employees that are scheduled today.

View Pre-Scheduled employees with Ease

If you guys have any questions please feel free to contact us on our support Tab and we’ll be happy to help you. Have a great day.

Time Clock Wizard is available to try out for free. This is online software application that your employees can use to reach their information from any location with internet access.

One of the cool features of Time Clock Wizard is that you can write a note to your employees within Time Clock Wizard. This is a extremely helpful feature that allows managers to direct employees better from one location.

For example, Human Resources have paperwork for employees to sign at irregular time frames. A quick reminder to the employee to take care of their paperwork can save the energy of both managers and human resource staff.

The post How to View Who is Pre-Scheduled for Today appeared first on Time Clock Wizard.

This video is part of our Video Friday series. These are tutorials that show how to use the various aspect of this intuitive online Time Clock system that employees, managers, payroll and Human Resources will love.

Getting into the Scheduler

Hi everyone. It’s Melissa with Time Clock [Wizard] Support, and today I’m gonna go over the scheduler. So I’m on our schedule page and I got here by clicking schedule on the left side.

And this is basically our monthly view. So we’ll go over the page really quick.

You can select by location. So let’s say you just want to see one of your locations schedule. You can do that there or you can select all if you want to see everybody.

You can also show all employees so that you can see everybody on the same page – everyone is scheduled for one day can do that. Or you can go down the line and just see your employees one by one. Read more about why implementing a time tracking app is the necessary next big step.

Emailing the Schedule to Employees

So here we have an envelope [icon button] and this is basically so you can email your employees are schedule. This is very useful if let’s say you need a quick update to the schedule and want them to know about it.

You would just click this envelope and the system will automatically send them an email letting know what their schedule looks like. Your employees can login at anytime and view their schedule.

So there’s really no reason why they should not know when they have to work even if you do make changes. So they have access to their schedule anytime.

This little trash can [icon button] is if you want to delete that employees entire schedule for the month.

So if you don’t want to just delete one shift by clicking on this little X here and deleting that just one. You can delete this’ you can click this trashcan to delete all of the schedules.

Using the Payment Graph

There is payment graph here on the bottom, and you can scroll on the bottom to go through each day. And it will let you know basically a forecast of what you can expect for payroll.

It lets you know based on the hours that you scheduled your employees and the pay wage you will enter into all of your employee’s profile, the total hours that you scheduled and the total estimated payroll.

Forecasting Schedules

So, it’s really helpful when you’re trying to do any type of forecasting. When you need to delete some hours to stay within budget, you’ll know that just by checking out this graph.

So you can use these arrows [ <  >] to go from month to month. And you can click show all employees so you can see everybody’s schedule.

And you can also go to a weekly view and use the arrows to see what’s going on in future weeks.

Copying Schedules Week to Week

And let’s say your employee works the same schedule every week. You can actually click the “Copy This Schedule to Another Week” [button].

And a little pop-up will show. It will allow you to select your employees that you want to copy and select the weeks you want to copy the schedule to.

And all you got to do is click “Copy Schedules” [button] and it go ahead and copy all the schedules you want copied.

Using the Daily View Option

You also have a daily view. You can use this little calendar right here you want to go to like a specific day. And notice how we have Trina who is scheduled here. I want Melissa to have the same schedule as Trina for that day. And I don’t have to go and enter everything in.

So you can actually select an employee here, scroll down and click “Update” [button] and the schedule will copy the same exact schedule, location [&] position and the schedule will copy the same  exact schedule, location [&] position; everything will copy to the other employee.

Copy using Employee Check Boxes

You can also delete it here and you can also check these box[es] so that it actually copies to the next day. But you don’t really need to use this too often because now on a monthly schedule you can actually drag and drop and “Copy” [button] the schedules.

Drag and drop. There we go.

Moving a Schedule

So let’s say “Oops, I scheduled Melissa for the wrong day. I want her to actually work on the 19th.” I can drag and drop and click “Move” [button] and there it goes.

Inputting Shift for the first Time

Now, if you want if you want to enter a shift in and for the first time, you would just click on the day, select the employee hours that you want them to work, the location and the job.

This custom hourly pay rate is basically if you want to hear another employee more or less for that day. This will override whatever pay wage you put in their profile.

So if you don’t want to pay them anything different, you would just keep it at zero.

You can make any notes for your employees to see and you would just click “Save” [button]. And it would save right here [on the calendar view].

Requested Time Off

Anytime your employees request time off it will automatically go onto the scheduler so you can schedule your employees properly.

So, Ben is taking a vacation this week so we got to make sure we have coverage on everything, you know, within our company.

So, that basically goes over the schedule page. It’s pretty simple.

Printing Employee Schedule

Oh…and one last thing, you can actually print your schedules here by clicking this little guy [printer icon], and it will give you a monthly calendar, then you select a format and then export it.

And you could also do a list type scheduling. so basically gives the date, the name and what time they need to work – where they need to work – where they need to be (if you don’t want to print out actual an calendar).

Find out what four common problems an attendance tracker can solve and how to quickly add your employees to the time clock.

So that’s basically it. We hope you guy are loving the time clock. Please let us know if you have any questions. We’re here to help. You can always click the chat button Monday through Friday from 9 to 5 Eastern time, and we’ll be happy to help you. Thanks again!

If you have not signed up for Time Clock Wizard, there is a free trial to sign up to now.

The post Video Tutorial: How to Create an Employee Schedule appeared first on Time Clock Wizard.

For our Video Friday, Melissa Ruy is giving another tutorial about a service offered with Time Clock Wizard. Melissa is a very helpful staff member who made this video for you.

https://www.youtube.com/watch?v=H0rMnqYu-RI&t=303s

Generating Payroll with Time Clock Wizard

Hello everyone, It’s Melissa with time clock support, and today we’re gonna go over generating payroll.

So I’m on our payroll page and I got here by clicking the payroll tab on the left sidebar.

Select Location

And the first thing you want to do is select your location. If you want to generate payroll for the different locations that you have separately, you can choose it right here [in drop down menu under “select office”].

If you only have one location, you would just keep it at “All”.

And you can generate for all your locations on one payroll or just for your one location.

Select Pay Type

The second thing you want to do is select the pay type. So depending on your business structure, you might have a weekly payroll, bi-weekly, monthly, semi-monthly and we also have a custom option.

Depending what you choose here [select dates pull down menu], these dates will change.

If for any reason you don’t find your date in the drop down here, you can always select a custom and select the date range that you want to process.

So for me, I want to process the semi-monthly payroll; and I want to do the 16th through the 29th of last month.

I click [Generate Payroll Button] but…oops…I get this message saying basically that I already generated payroll for those days which I have. You can see them down here.

How to fix minor Payroll Error

So, down here this payroll list will show you all the payroll that you’ve already generated in the past. And it will always stay here so you can always revert back to it or refer back to it or delete it and redo it  – whatever you need to do.

So since I have already generated payroll for those dates, I am going to go ahead and select the next option which is the 1st through the 15th.

And we have an issue here as well. The reason being it that today is actually March 15th, and we have some employees that are still clocked in,

So in order for you to generate payroll for today, you need to make sure all of your employees are clocked out for the day so that the system can get all the totals of the needs.

So because I’m going on vacation today when I when I leave and I will be back for another week, and I just want to you know pay my employees. And I had a time and then come back and give them the 15th when I get back in town.

And they are okay with that!

Creating Custom Dates

So I go ahead and select custom.

And then I’m put in my date range (for yesterday before), and I click generate payroll.

Payroll errors Found

So the system will automatically let me know if they feel that there may be any errors within the time sheet.

For example, this employee was clocked in for 75 hours and then this one was clocked in for 145 hours. You can go ahead and check out these dates on the timesheet tab and change them if you need to.

But if you feel that they’re correct, you can just override it and click generate payroll.

Deleting Payroll Report

And there we have it! So, we have our payroll and of course you can delete it at any time; that does not mean you’re deleting your timesheets or your employees’ records.

It is just deleting the payroll that you generated.

Printing out Payroll Report

If you want to go ahead and print the report and send it to your account or just look it over, you can select the print button [blue icon far right of row].

You can export it into these different formats [drop down “Select a format”]. I am going to select PDF and [Export].

And there we have it! So, you have all your totals. It just lets you know that overtime was calculated for each week. It also breaks down per employee per day with a total hours worked for.

And that’s it.

Payroll Trouble-shooting Option 1

Example of common Error

Set up Overtime

Customizing employee options – Global

Generate Payroll Trouble-Shoot Option 2

Payroll Conclusion

The post Use these tips to Generate Payroll Report appeared first on Time Clock Wizard.

In order to keep up with Video Fridays, here is the video and transcription below fore your ease.

Hi everyone! It’s Melissa with time clock support, and today we’re gonna go over adding employees.

Adding Employees to your Time Clock

So there’s two options here on how you can add your employees:

1) Add Employee Using “Quick Add”

One option is our “quick add”.

So, let’s say you’re super busy and you just hired a new employee and you just want to get them in the system so you can start tracking their hours (and you’ll worry about their settings later.)

Or, you just signed up with us and you just want to get everybody going.

This is a great option.

So, you would just click that little guy up there in the corner with the plus sign [it brings up “Employee Quick Add” box], add the employees information, create a username and a password, enter their email address, and then you can click this box right here [check box for “Email this employee their log in credentials”].

It will automatically send them an email with the link to your time clock’s specific subdomain with their username and password (so that they can login themselves).

You can click save and add more users (if you want to have more people) OR just click save.

2) Add Employee Using Employee Tab

The other way you can do it is on the employee tab.

So, I clicked the employee tab here on the left. And now I can go to “add employee”.

This is also what it looks like after you added an employee to the “Quick Add”.

This is what their profile will look like. So, you have the option to give your employer specific color for color coding.

Adding Employee Profile Images

You can also upload an image of your employee and your employees can do this themselves on their end.

There are certain things that the employee can do on their end but, of course, they don’t have the ability to access the permissions of any kind.

Add each Employee at your Leisure

So, you just go through the process of adding each employee, and then when you’re done, you hit save the next. It’ll take you to the next tab and so on and so forth.

And you just create the settings for each employee. And that’s it; that’s how you add your employees to your time clock.

Please ask Questions if you have Them

So if you have any questions of course you can always click the question mark [?] at the top and and it’ll give you a run-through of the page.

Or you can always go to Live Chat (Monday through Friday from 9 to 5 Eastern time); we’re always here to help you.

We hope you guys are enjoying the time clock. Have a great day.

If you have not had a chance to try out Time Clock Wizard, you can sign up for free trial period. Also check out our article on how to generate payrolls.

The post Use Quick Add to Add Employee with Ease appeared first on Time Clock Wizard.

Within this video, you can see how to:

• Reset employee passwords
• Edit employee permissions
• Deactivate employees
• Add additional employees
• Add reimbursements
• Tips/Bonuses
• Travel Expenses

Hi everyone! It’s Melissa with Time Clock Support, and today I’m gonna go over your employee tab.

So I clicked the employee tab here on the left which brought me to this page.

And here we have our employee list.

Edit Employee Password Permissions Settings

You can see a list of all your employees and this is where you can reset their password, edit any of their permissions or settings or information OR deactivate the employee.

You can search by name.

Activate Inactivate Add an Employee

You can search by active or inactive.

You can also click here and add an employee.

Watch our video about adding employees if you need more information about how to add them.

Reimbursements Tips Bonus Office Supplies Travel Expenses

You can also click the reimbursement tab and add a reimbursement for your employees.

Basically, reimbursements are if you offer any type of tips or bonuses OR you reimburse your employees for travel expenses or office supplies.

This is where you can add it. Make sure you watch the video about adding reimbursements if you have any additional questions.

And that’s pretty much it. That’s the employee tab. It’s very simple very easy. Of course if you have any questions feel free to chat with us.

Thanks again. We hope you love the time clock and have a great day!

Employee Table Tab Conclusion

A special thanks to Melissa Ruy for creating these videos. She is part of the Time Clock Wizard Support Team, and Melissa can answer your questions.

If you have not tried your free trial of Time Clock Wizard yet, you can sign up now by clicking this link: Free Trial of TCW Now.

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The post How to use your Employee Table Tab appeared first on Time Clock Wizard.

Being that Time Clock Wizard is an online time clock app that can be used in multiple locations, it was imperative for us to make videos to help our users learn (or just remember how to do) the processes of this amazing software.

If you have not had the change, this is available for a free trial by just clicking this sign up now link.

A special thanks to Melissa Ruy, a valued member of Time Clock Wizard for making this video possible. She has made many other videos that you can find by clicking this video list link.

Time Clock Wizard Timesheet Table Tab Tutorial Video

https://www.youtube.com/watch?v=ek2i8OHTxhs

Hey guys, it’s Melissa with Time Clock [Wizard] support and today we are going to go over adding a time record, editing a time record and adding time off.

Starting with the Timesheet Tab

So you can see I’m on the timesheet tab and we got an add time record button and an add time off button. The difference between the two is the add time off button is basically if you want to record absences or request time off such as: vacation, sick days, etc.

You can remove it from your employees’ time bank or simply your employees requested days off for you to approve.

And if somebody calls out and you just want record it – you are not paying the employee for it but you want to record it as calling out you can do that with the add time off [button].

Add a Time Record – Forgetting to Clock in or out

The add time record is simply: if your employee forgets to clock in and out, you can go ahead and manually enter the time here.

So let’s go ahead and get started. And the add time record, we’ll do first. And we’ll say that I forgot to clock in last week.

I would select the dates and the time. I usually work 9 to 5.

You can make a note.

Now just a heads up, your employees can actually do this themselves, so that you don’t have to. The difference is that whatever they manually enter nothing will change on their timesheet unless you approve it.

So, once they submit this to the system, you’ll then be notified of your pending request that you need to improve this in order for them to change their time record or their total times.

So, we are going to go ahead and click “add time record” [button]. It is saying that the “beforetime” must be before the end time and that’s because I forgot to click p.m.

So, there we go. And you’ll see for me last week, I have eight hours of regular time. You can expand that date and get more details.

You’ll see that this is a clock in and out record. It was manually added by Melissa. And you can see the notes by clicking here. I forgot to clock in.

Delete or Remove Record

If you need to delete or remove that particular record (maybe you were supposed to give it to somebody else by accident you selected Melissa’s name), you can delete it here.

And let’s say, she actually worked until 6 o’clock. I worked till six and you need to change that. Go ahead and hit edit. Change the time. And there it is.

Now, I actually work nine hours until six, and it was manually edited by Melissa Ruy.

Explanation of Columns

So you’ll notice that each column has its total number for each employee. This [first] column is for total clock in and out. So basically total regular hours will be right here.

Total break hours will be right here [second column].

Total absences will be right here [third column].

Adjusting for PTO

So let’s go ahead and add an absence. We are going to say that I personal day last Wednesday. And I usually work eight hours or I want eight hours to apply to my PTO.

So, I will go ahead and put 9 to 5. Make sure I select p.m. I want to apply it to my PTO. So, it will remove those eight hours from my PTO bank, and I’ll actually get paid for that time.

But if you don’t want the employee to get paid [via PTO], you can select this [Do not apply to PTO].

You can leave a note if you would like to. And then just click add absence. And I scroll down and I see last Wednesday I didn’t get any regular hours but I did but I did get eight hours of absence time.

Again you can expand that and see that it was a personal day.

Photo Capture Biometrics

Now if you do require image (photo capture) when your employees clock in and out, this is also where you’ll see that.

If you’re manually entering the hours, you will not get that photo capture; but if they are using the clock in and out buttons and you do require it, it will be noted here.

And also lets you know that it was payable.

Checks and Balances

You cannot edit any absences or paid time off, you cannot edit but you can delete them if they’re wrong and re-enter them. That will just ensure that there’s no issues or just discrepancies between you and your employees.

So we can always use the search option up here. It kind of saves a lot of time if you’re  looking to see some statistics as far as your employees are concerned.

Time Off Reporting

Like for example, I want to see how much time I took off (or Melissa, if she was your employee took off) this month from the first through the 15th as a whole.

I want to know how much time is she taking. So here it is: eight hours for the last 15 days.

You can also search by a specific time type of time that was taken off, for all time sheets or all absences.

You can select by it location and you also cans see anything from previous payrolls. So even though you already paid that person and you want to see how much time it taken off of the year you can include that here by selecting yes.

But if don’t want to see past payrolls, you just select “no”.

Adding/Editing Time via Tab Conclusion

So that’s basically it when it comes to requesting time off or for adding time or editing time.

We hope you guys are really enjoying the time clock and if course if you ever have any questions you can always use our page tutorial by clicking this little question mark. It will give you a quick little overview of each section. And this [question mark] is on every single page.

And you can always click the chat now button if you ever need help.

Thanks again. Have a great day.

Check out this article on the features that you should look for in an attendance system.

The post Learn these Tips for Using the Timesheet Table Tab section of Time Clock Wizard appeared first on Time Clock Wizard.