Setup Overview

Data Entry Modes Overview

Agencies can set up each user (or staff member) in one of three modes:

• Real-Time
• After-The Fact
• Combination

The flowchart steps you through how to determine the mode for staff.

Real-Time Mode

The staff user records begin/end times of worked time without clients as the day unfolds in real-time. Staff in real-time mode never work with clients. This is also referred to as full time-clock mode. Clocked transactions and log transactions are created at the same time.

These are the setup considerations for real-time mode:

• Staff Permission Group settings:
  • Can Have Worked Time with Clients = False
  • Use Clock In/Out Screen = True
  • Allow Full Clock In/Out Functionality = True
  • Must have one and only one data collection type selected for Staff Time Worked Without Clients. However, that one data collection type can have multiple wage types defined within it.
  • Must have one and only one data collection type selected for Staff Unpaid Break Time (if unpaid breaks are enabled in Options). However, that one data collection type can have multiple break types defined within it.
  • Cannot have any data collection types selected for Staff Time Worked With Clients
• Unpaid breaks are optional.
• Location tracking is optional.

All real-time mode staff will see these cards on the Home screen and these sections on the My Log screen:

• Time Clock Card
• Summary

• Hours Graph

Real-time staff may or may not see these Home screen cards and My Log sections based on the data collection types that are assigned to their staff permission group:

• Mileage Logging Card

• Other Hours/Amounts Grid
• Mileage Grid
• Expenses Grid

After-the-Fact Mode

The staff user records worked time with and/or without clients as the day unfolds, at the end of the day or whenever he or she gets a free moment. The actual time the tasks or services occurred does not have to match the time the tasks or services were logged. Only log transactions are recorded.

These are the setup considerations for after-the fact mode:

• Staff Permission Group settings:
  • Can Have Worked Time with Clients = True or False
  • Use Clock In/Out Screen = False
  • Allow Full Clock In/Out Functionality = False
  • Can have any number of data collection types selected for staff time worked without clients and for staff time worked with clients.
• Location is not tracked.
• Only log transactions are recorded.

All after-the-fact mode staff will see this section on the My Log screen:

• Summary

After-the-fact staff may or may not see these Home screen cards and My Log sections based on the data collection types that are assigned to their staff permission group:

• Time Logging Card
• Mileage Logging Card
• Hours Graph
• Other Hours/Amounts Grid
• Mileage Grid
• Expenses Grid

Combination Mode

The staff user records when the shift begins and ends and when a break begins and ends in real-time (clock transactions). However, he or she records worked time with and/or without clients as the day unfolds, at the end of the day or whenever he or she gets a free moment. The actual time the tasks or services occurred does not have to match the time the tasks or services were logged.

The benefits of combination mode are that managers can use location tracking to see where staff were when clocking in/out. In addition, when using Staff Scheduling, the can be notified if staff were late or early when clocking in or out.

These are the setup considerations for combination mode:

• Staff Permission Group settings:
  • Can Have Worked Time with Clients = True or False
  • Use Clock In/Out Screen = True
  • Allow Full Clock In/Out Functionality = False
  • Can have any number of data collection types selected for Staff Time Worked without Clients, Staff Time Worked with Clients and/or Staff Unpaid Breaks (if Unpaid Breaks are enabled in Options).

• Unpaid breaks are optional.

• Location tracking is optional.
• Staff can use Location Check In to record arrival at a new physical location if not required to clock out.
• The clock and log transactions are independently.

All combination mode staff will see these cards on the Home screen and these sections on the My Log screen:

• Time Clock Card
• Summary
• Hours Graph

Combination mode staff may or may not see these Home screen cards and My Log sections based on the data collection types that are assigned to their staff permission group:

• Time Logging Card
• Mileage Logging Card
• Other Hours/Amounts Grid
• Mileage Grid
• Expenses Grid

Home Screen Cards

These cards appear on the Home screen for staff based on their Time Tracking mode and the data collection types in their assigned Staff Permission Group.

Time Clock Card

Real-Time Mode Only

• When the staff clocks in and out for the day or for unpaid breaks, Time Tracking creates both the clock and the log transactions at the same time.
• Staff can also transfer to change costs centers or tasks from this card.
  

Combination Mode Only

• When the staff clocks in and out for the day or for unpaid breaks, Time Tracking creates the clock transaction only.
• If location tracking is enabled, staff can also do a location check in from this card.
  

Time Logging Card

If the user 's Staff Permission Group has data collection types selected for worked time with or without clients, non-worked time or unpaid breaks that require begin/end dates/times, the Time Logging card appears on the Home screen.

Mileage Logging Card

If the staff 's Staff Permission Group has data collection types selected for staff mileage expense reimbursements or mileage with clients that require begin/end odometer, the Mileage Logging card appears on the Home screen.

My Log Screen

These sections appear on the My Log screen based on the data collection types selected in the Staff Permission Group assigned to the staff member or user.

Summary

Hours Graph

• Shows both clock transactions and time-based log transactions that require begin and end dates and times (staff time worked without clients, staff non-worked time and staff unpaid breaks).
• Staff cannot add, edit or void clock transactions from the Hours Graph.
• Staff can add, edit and void unapproved log transactions.
• View Log Managers can only read the clock and log transactions.
• Review Log Managers and Approve Log Managers can add, edit and void clock transactions as well as log transactions in addition to acknowledging flags. Approve Log Managers can also approve clock and log transactions.
• Scheduled Time only appears if the agency also licenses Staff Scheduling.
  

Other Hours/Amounts

• Shows time-based log transactions that only require the total number of hours: staff time worked without clients, staff non-worked time and staff unpaid breaks or amount-based non-worked transactions.
• Staff can add, edit and void unapproved other hours/amounts log transactions.
• View Log Managers can only read the other hours/amounts log transactions.
• Review Log Managers and Approve Log Managers can add, edit and void other hours/amounts log transactions in addition to acknowledging flags. Approve Log Managers can also approve other hours/amounts log transactions.
  

Mileage

• Shows mileage-based log transactions (with and without clients).
• Begin/end odometer readings may or may not be required.
• Staff can add, edit and void unapproved mileage-based log transactions.
• View Log Managers can only read mileage-based log transactions.
• Review Log Managers and Approve Log Managers can add, edit and void mileage-based log transactions in addition to acknowledging flags. Approve Log Managers can also approve mileage-based log transactions.

Expenses

• Shows miscellaneous expense reimbursement log transactions.
• Staff can add, edit and void unapproved expense log transactions.
• View Log Managers can only read the expense log transactions.
• Review Log Managers and Approve Log Managers can add, edit and void expense log transactions in addition to acknowledging flags. Approve Log Managers can also approve expense log transactions.

Setup and Configuration Considerations

The table below describes the various settings and options available to streamline Time Tracking for staff.

This Time Tracking Feature:	Is set up here:
Time Tracking Mode (Real-Time, After-the Fact or Combination)	Staff Permission Groups
Staff Works With Clients	Staff Permission Groups Data Collection Types: Staff Time Worked with Clients Data Collection Types: Mileage with Clients Data Collection Types: Census
Logging Transactions Types available to Staff	Staff Permission Groups Data Collection Types
Location Tracking	Options Devices Scheduling Locations (Staff Scheduling only) Scheduling Location Registered Devices (Staff Scheduling only)
Unpaid Breaks	Options (Enable, Button Colors) Staff Permission Groups (Break Length) Data Collection Types: Staff Unpaid Breaks (Begin/End Time or Hours Only)
Data-Entry Restrictions/Lockout Windows	Options
Require Notes	Options Data Collection Types Note Prefills
Not Available to Staff	Data Collection Types
Available Payroll Cost Centers	Payroll Cost Centers Payroll Cost Center Groups Staff Permission Groups Data Collection Types: Staff Time Worked without Clients Data Collection Types: Staff Non-Worked Time Staff (Default Cost Center)
Available Tasks	Job Titles/Payroll Cost Center Exclusions Wage Types/Payroll Cost Center Exclusions Tasks Data Collection Types: Staff Time Worked without Clients Data Collection Types: Staff Non-Worked Time Staff (Default Task, Primary Job Title, Default Wage Type)
Available Service Locations	Service Locations Data-Entry Service Location Groups Staff Permission Groups Data Collection Types: Staff Time Worked with Clients Data Collection Types: Mileage with Clients
Available Clients	Clients (Exclusions) Service Locations
Available Services	Billing Time Service Types Billing Unit Service Types Data Collection Types: Staff Time Worked with Clients Data Collection Types: Mileage With Clients
Use Begin/End Times	Billing Time Service Types (Time with Clients Data Collection Types: Staff Time Worked without Clients Data Collection Types: Staff Non-Worked Time Data Collection Types: Staff Unpaid Breaks
Use Staff and/or Client Ratios	Billing Time Service Types (Time with Clients) Billing Unit Service Types (Client Mileage) Service Locations (Push Together Staff Ratios)
Use Odometer Begin/End Times	Data Collection Types: Staff Mileage Data Collection Types: Mileage with Clients
Company Vs Personal Vehicle	Data Collection Types: Mileage with Clients
Categories for Client Overlap Flags	Billing Time Service Type Categories
GL Account/Cost Center Combinations	GL Accounts GL Cost Centers Data Collection Types: Staff Mileage Data Collection Types: Staff Miscellaneous Reimbursements
Reimbursement Rate	Data Collection Types: Staff Mileage
Require Receipt Acknowledgment	Data Collection Types: Staff Miscellaneous Reimbursements
Company Vehicle Mileage Employee	Options Staff
Billing Processing Groups	Service Locations Billing Processing Groups
Indirect Billing Client	Options Service Locations Clients
Include in Export	Options Service Locations
Flag Setup	Flags

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