Employee Management

From WikiTSheets

This page is part of the TSheets User Guide

Employee management comprises creating and maintaining employee user accounts, groups, and job codes. The "Manage Employees" link from the main menu is used to access employee management functions.

Contents 1 Employee Accounts 1.1 How To 2 Pay Rate for Employees 2.1 How To 3 Employee Groups 3.1 How To 4 Permissions 4.1 How To 5 Job Codes 5.1 Employee Groups vs. Job Codes. 5.2 How To 6 PTO Codes 6.1 Define PTO Codes 6.1.1 How To 6.2 Assign PTO Codes to Individual Employees 6.2.1 How To 6.3 Assign PTO Codes to All Employees 6.3.1 How To

[edit] Employee Accounts

Employees need to identify themselves for the purposes of accounting, security, and logging. In order to identify oneself, each employee has a user account with a username and a password. Employees use their account to access TSheets for clocking in, clocking out, and reviewing their own timesheets.

[edit] How To

Add an employee account:

1. Click the "Manage Employees" link from the main menu.
2. Click "Add new employee" from the bottom-left of the Employee List window.
3. Enter Employees pay rate (Hourly, Weekly, Yearly) if applicable.
4. Complete the information in the Employee Editor window and and click "Save".

Employee passwords: Presently employees can not change their own passwords, one must be assigned to them when creating their account. We recommend assigning the last four digits of the employee's SSN as their password to prevent buddy punching and so they won't forget what it is.

Remove an employee account:

1. Click the "Manage Employees" link from the main menu.
2. Next to the employee's name, click on the red minus sign icon.

Edit an employee account:

1. Click the "Manage Employees" link from the main menu.
2. Next to the employee's name, click on the edit icon (pencil and paper).
3. Make changes in the Employee Editor window and click "Save".

[edit] Pay Rate for Employees

This feature allows you to notate each employees hourly, weekly, and/or annual pay rate. Please note: This feature will not automatically calculate what that employee should be paid, but only serve as a quick glance reminder of what that employees hourly, weekly, or annual rate is.

[edit] How To

Enter Pay Rate:

1. Click the "Manage Employees" link from the main menu.
2. Click on the Employee from the list of Employees in the pop-out menu.
3. Enter Employees pay rate (Hourly, Weekly, Yearly) if applicable.
4. Click "Save".

[edit] Employee Groups

A group is a collection of employees who share certain characteristics such as geographical location or job function. Some customers use groups like “East Store” and “West Store”. Others create groups like “HR”, “Engineering”, and “Sales”. Employee groups will allow you to effectively group your employees and make your job easier.

• Timesheet reports can include all employees or just the employees of a selected group.
• Each employee can only be a member of one single group.
• Any number of employee groups can be created.

[edit] How To

Create an employee group:

1. Click the “Manage Employees” link from the main menu.
2. Click the edit icon for an employee.
3. Click “Create employee groups“ or the magnifying glass icon.
4. Click the “Add new group” button, enter a group name, and click “Save”.

Delete an employee group:

1. Click the “Manage Employees” link from the main menu.
2. Click the edit icon for an employee.
3. Click the magnifying glass icon to choose a group.
4. To the right of each group name is a delete button, click this and confirm.

Editing an employee group:

1. Click the “Manage Employees” link from the main menu.
2. Click the edit icon for an employee.
3. Click the magnifying glass icon to choose a group.
4. To the right of each group name is a rename button, click this, edit the group name and click "Save".

Assign or unassign an employee to a group:

1. Click the “Manage Employees” link from the main menu.
2. Click the edit icon for an employee.
3. Click the magnifying glass icon to choose a group.
4. Click a group name, create a new group, or click "None" for no group.

[edit] Permissions

In TSheets you can grant specific Permissions to your employees. This will allow them to have access to any part of your account that you designate. This feature works perfectly to set up Bookkeepers and Mangers within your organization. There are three levels of Permission there are Employee Permissions, Custom Permissions and Administrative Permissions.

[edit] How To

Grant permissions to each of your employees:

1. Click on the "Manage Employees" button in the left hand menu
2. Click on the "Edit Employee" image/button next to the employee's name you would like to grant permissions to
3. In the Center Column entitle Permissions select which Level of permissions you wish to grant this employee Employee, Custom or Administrator
4. Use the Check boxes to select which Permissions you would like to grant your employee with
5. Select the "Save" button in the bottom left corner of the "Employee Editor"

[edit] Job Codes

You can allocate employee time to designated job codes or departments, perfect for employees have more than one job. This feature is also helpful when wanting to monitor the amount of time spent in "Meetings", "Sales Calls", "Bidding" or any other jobs you may want to track.

[edit] Employee Groups vs. Job Codes.

Employees can only be a member of one group but employees can be authorized to track their time against any number of job codes. Employee groups are typically used to break employees into groups based on location or job type. Example employee groups are “Downtown Office”, “East Office”, “HR”, or “Sales”.

Job codes allow employees to track their time to different categories. Example job codes might be “Cook”, “Waitress”, or any situation where a single employee works various tasks and needs to track time per task. Contractors who bill their time against multiple clients might create a job code for each of their clients, making it easy for them to see how much time they spent working for each client during the month.

[edit] How To

Create a job code:

1. Click the "Manage Employees" link from the main menu.
2. Click "Setup job codes" to open the Job Code Wizard.
3. Click "Define job codes" to open the Job Code Management window.
4. Click "Add new job code", enter a name, select whether or not you wish to assign this job code to ALL employees and click “Save”.

Delete a job code:

1. Click the "Manage Employees" link from the main menu.
2. Click "Manage job codes" to open the Job Code Management window.
3. To the right of each job code is a delete button, click this and confirm.

Assign or unassign job codes to employees:

1. Click the "Manage Employees" link from the main menu.
2. Click the edit icon for an employee.
3. In the job codes box, click to assign or unassign job codes and click "Save".

Assign or unassign ALL job codes to ALL employees:

1. Click the "Manage Employees" link from the main menu.
2. Click the "Manage job codes" to open the Job Code Management window.
3. Select the "Assign all" button to assign all job codes to all employees.

[edit] PTO Codes

Once you have enabled your account to start tracking Paid Time Off (PTO) then you can begin to setup your PTO Codes. This takes only two simple steps, Defining PTO Codes and Assigning them to employees. Once setup is complete you can start to track PTO hours.

[edit] Define PTO Codes

Defining PTO Codes is the process of simply creating and naming your PTO codes. For instance: Vacation, Sick Leave, Holiday, etc.

[edit] How To

1. Click on the "Manage Employees" Button in the main menu
2. Click on "Setup PTO codes" (if this is the first PTO Code that you setup, a pop up window with two links that say "Define PTO codes" and "Assign PTO codes to employees" will appear. Select "Define PTO codes")
3. Click on "Add new PTO code"
4. Type in the name of the code you would like to create, if you would like to assign the code to all of your current employees click the check box that says so and click "Save"

[edit] Assign PTO Codes to Individual Employees

If you do not choose to assign all of your PTO codes to all of your employees you can add individual PTO Codes to Individual Employees.

[edit] How To

1. Click on the "Manage Employees" Button in the main menu
2. Click the edit button for the employee you wish to assign the PTO Code to
3. Click on "PTO Codes" tab in the right column
4. Select which PTO Codes you wish to assign to this employee and click "Save"

[edit] Assign PTO Codes to All Employees

PTO Codes can be assigned to all of your employees during the "Define PTO Codes" process or you can assign all of your PTO codes to all of your employees quickly and easily.

[edit] How To

1. Click on the "Manage Employees" Button in the main menu
2. Click on "Setup PTO codes"
3. Click on the "Assign All" Button
4. Select Okay on the pop up window that asks you "Assign all PTO codes to all employees?"
5. Select Okay on the pop up window that says "Finished! All current employees are authorized for all current PTO codes."