Employee Management

From WikiTSheets

Jump to: navigation, search
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

Employee List

The employee list will pop up in its own box once you click on the "Manage Employees" button from the main menu. Here you will notice that everyone is organized alphabetically, though you may choose to sort the employees by something else simply by clicking on the underlined category at the top. Employees will have columns for the following details:

Username

Here is the name that each employee will use to log in as well as be quickly identified by the employer. This will be assigned by the employer upon first adding the employee.

First and Last Name

This is for the employee's actual first and last name. We recommend that you use full legal names as there is a better chance it will accurately line up with payroll that way.

Last Login

This keeps track of the last time that an employee actually logged in. Please be sure not to confuse this with the last time that they clocked in. Clocking in may be done from a text message, phone call, or from a browser window that has the password bookmarked and recorded and will not log the person in every time they are clocking in and out.

Group

This is the group that a person is assigned to, if it is blank that means that the person has not been assigned to a group.

Admin

This icon will identify whether or not a person is an administrator on the account, which will indicate whether or not they have all powers that the administrators do.

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.

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".

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".

Allow employee to edit their profile:

  1. Click on "My Account" from the main menu.
  2. Under the Advanced button, you will see three tabs. Click on the "User Options" tab.
  3. Check the "Allow Employees to Manage Their Settings" box.
  4. You may pick and choose from the options to what you will and will not allow your employee to edit themselves.
  5. You and your employees will now see the My Profile button along the left hand side of your screen. Image:myprofile1.png

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.

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".

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.

How To

Create an employee group:

  1. Click the “Manage Employees” link from the main menu.
  2. Click the "Manage groups (departments or locations)" button beneath the "Add a new employee" button.
  3. This will bring up a new box that contains your existing group information (if there is any). Click “Add new group".
  4. Enter a group name, and click “Save”.

Delete an employee group:

  1. Click the “Manage Employees” link from the main menu.
  2. Click the "Manage groups (departments or locations)" button beneath the "Add a new employee" button.
  3. This will bring up a new box that contains your existing group information (if there is any).
  4. To the right of each group name is a delete button (a red circle with a minus sign within it), click this and confirm.

Renaming an employee group:

  1. Click the “Manage Employees” link from the main menu.
  2. Click the "Manage groups (departments or locations)" button beneath the "Add a new employee" button.
  3. This will bring up a new box that contains your existing group information (if there is any).
  4. To the right of each group name is a rename button (it looks like a pencil), 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 the employee you wish to assign to a group/remove from a group.
  3. Choose the proper group from the drop down menu at the bottom of the Employee Editor.
  4. Click a group name or click "None" for no group.
  5. Save your changes.

Group Managers

This feature allows for the assignment of users as group managers to certain groups. Meaning that users who are not the administrator of the company's TSheets page may now have admin rights over a specified group of employees. This is important for organizations that have different departments and department managers. This is a powerful new feature that is flexible enough to allow TSheets to accommodate businesses who rely on department or group managers to function.

This feature is included in our Business and Platinum accounts at no additional cost.

How To

Assign an employee as a group manager:

  1. From your TSheets admin account, click the “Manage Employees” menu item
  2. In the bottom area of the “Manage Employees” window, click the “Manage Groups” link
  3. The red “Manage Group” tool appears. If you have groups already, you’ll notice three icons to the right of the group name. They perform the following functions (in order): Assign Managers, Rename Group and Delete Group. Click the first one (Assign Managers).
  4. An area should appear that allows you to assign employees as managers. Just start typing their name and the box should auto complete. Select their name and then press the green plus next to the input box.
  5. Assigned managers show up below with a red minus button to the left. This button allows you to un-assign users as managers of that group.
  6. That’s it. Once a group manager logs in, they will essentially have admin rights over the users that are members of the managed group.

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 four levels of Permission there are Employee Permissions, Custom Permissions, Payroll Manager Permissions and Administrative Permissions.

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 image:page_edit.png next to the employee's name to whom you would like to grant permissions.
  3. Under the tab labeled "Permissions" select which level of permissions you wish to grant this employee: Employee, Custom, Payroll Manager or Administrator. These will be located in the drop down menu at the top of the Employee Editor box.
  4. Use the check boxes to select which permissions you would like to grant your employee.
  5. Select the "Save" button in the bottom left corner of the "Employee Editor".

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.

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.

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.

PTO Codes

Paid Time Off (PTO) is the feature in some employee agreements that provides a "bank" of hours that an employee can draw from to take time off from work.

Define PTO Codes

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

How To

  1. Click on the "Manage Employees" Button in the main menu
  2. Click on "Manage PTO codes" This will be the last of four options presented at the bottom of the box.
  3. You will be presented with a new box in your window that will have two tabs, General Preferences and PTO Codes. Click on the PTO Codes tab.
  4. If you have no PTO Codes set up or to add an additional code click on the "Add PTO Code" link in the top right hand corner.
  5. Simply type in the name of the code you wish to create in the text entry box that opens and click the save icon.

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.

How To

  1. Click on the "Manage Employees" Button in the main menu
  2. Click on "Manage PTO codes" This will be the last of four options presented at the bottom of the box.
  3. You will be presented with a new box in your window that will have two tabs, General Preferences and PTO Codes. Click on the PTO Codes tab.
  4. At the end of the row designated for the PTO Code you are assigning there will be an "Assign" button, click on it.
  5. This will bring up a new box that will allow you to sort employees by name and/or group, here you will indicated with a check box which employees will be assigned this PTO Code.

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.

How To

  1. Click on the "Manage Employees" Button in the main menu
  2. Click on "Manage PTO codes" This will be the last of four options presented at the bottom of the box.
  3. You will be presented with a new box in your window that will have two tabs, General Preferences and PTO Codes. Click on the PTO Codes tab.
  4. On the row designated for the PTO Code you are assigning there will be an "Assign to all" check box, click on it.

To learn more about PTO entry, including accruals, please visit our Paid_Time_Off_(PTO) page.

Retrieved from "http://wiki.tsheets.com/wiki/Employee_Management"
Personal tools