Setting Up Flags

Context:

Flags are triggered for various conditions as users enter, update, void and unvoid clocked and logged transactions.

After a transaction is added or updated, the transaction cannot be updated or approved until the flag check is complete.

Flags are set up and maintained in DataPlus Setup.

Task:

To manage flags:

Log in with your full login.
Select Setup from the menu.
Step Results: The Setup screen opens.
Select Flags on theDataPlusSetup card.

Step Results: The Flags screen opens.
Select a Flag card from the list or enter a Flag description in the Search box to search for a specific Flag or select Add to create a new one.

Step Results: The Flag screen opens.

Complete or modify the information below as needed and select Save when finished:

In this field:	Enter or select:
Type	The condition that will be flagged: Amount Equals Zero Amount Exceeds Threshold Amount Less Than Zero Client Overlap Clock Begin Time Auto-Rounded Back Clock End Time Auto-Rounded Forward Clocked and Logged Time Worked Do Not Match Clocked and Logged Unpaid Break Do Not Match Clocked In and No Upcoming Shifts Clocked in at a Different Location Than Scheduled Clocked In Early Clocked In Late Clocked Out and No Past Shifts Clocked Out Early Clocked Out Late Date Range Check Guest Client Served Hours Equal Zero Hours Exceed Threshold Hours Less Than Zero Location Check in and No Upcoming Shifts Location Check in at Unscheduled Location Location Check in Late Logged and Clocked Time Worked Do Not Match Logged and Clocked Unpaid Break Do Not Match Logged and Scheduled Location Do Not Match Logged and Scheduled Time Worked Do Not Match Miles Equal Zero Miles Exceed Threshold Miles Less Than Zero Miscellaneous Expense Receipt Acknowledgement Missing End Date/Time Missing End Odometer Multiple Unpaid Breaks New Transaction Entered Not Clocked In Yet Not Clocked Out Yet Overlapping Clock Time Overlapping Log Time PTO Minimum Length of Service Not Met PTO Taking More Than Current Balance Scheduled and Logged Location Do Not Match Scheduled and Logged Time Worked Do Not Match Some Clients Overlap But Not All This entry exceeds the number of authorized hours Too Long Unpaid Break
Description	The text that should appear to the user when the flag appears on a transaction. See the Flags Overview for Sandata's recommended descriptions.
Level	The flag level that the transaction should be flagged as: Notice - FYI Only Warning - Must be acknowledged, corrected or voided Error - Must be corrected or voided See the Flags Overviewor Sandata's recommended levels for each warning type.
Parameter 1	If the Type is Clock Begin Time Auto-Rounded Back or Clock End Time Auto-Rounded Forward, enter the number of minutes the transaction must be rounded back or forward (1 to 7 minute depending on your rounding level) for the flag to appear. If the Type is Hours Exceed Threshold , enter the maximum number of hours allowed. If the Type is Miles Exceed Threshold, enter the maximum number of miles allowed. If the Type is Amount Exceeds Threshold , enter the maximum amount allowed. If the Type is Date Range Check, enter the beginning date/time of the check (for example 3/13/2016 1:55 am for the Spring time change) See the Flags Overview or Sandata's recommended parameters.
Parameter 2	If the Type is Date Range Check, enter the ending date/time of the check (for example 3/13/2016 3:05 am for the Spring time change)

Step Results: If the Type is Client Overlap, then the Client Overlap Options card appears.

Click Edit on the Client Overlap Options card.

Complete the following information and click Save.

In this field:	Enter or Select:
Service Locations	Check this transaction for overlapping client time if the Service Location: Does Push Together Staff Ratios, Does Not Push Together Staff Ratio or Either Push Together Staff Ratio Setting.
Service Type 1 Versus Service Type 2	If the transaction is for one of the service locations above, then check this transaction if it has service type 1 against overlapping transactions with service type 2 (and vice versa). The choices for both Service Type 1 and Service Type 2 are either Any or Certain Categories.
Staff	If checking this transaction for overlapping client time, flag the transaction as overlapping if the Staff are: Any, Same or Different (and Clients, Service Locations and Service Types settings are also true).
Clients	If checking this transaction for overlapping client time, flag the transaction as overlapping if the Clients are: Any, Same or Different (and Staff, Service Locations and Service Types settings are also true).
Service Types	If checking this transaction for overlapping client time, flag the transaction as overlapping if the Service Types are: Any, Same or Different (and Staff, Clients and Service Types are also true).
Service Locations	If checking this transaction for overlapping client time, flag the transaction as overlapping if the Service Locations are: Any, Same or Different (and Staff, Clients and Service Types settings are also true).

If Service Type 1 is set to Certain Categories, select Add on the Service Type 1 Categories card.
Select the billing time service type categories for the service types you want to check for overlapping client flags when you enter or update a time with clients log transaction and click Save.

Step Results: The categories appear on the Service Type 1 Categories card. Select the minus sign next to it or select the category in the list and click Remove if the category no longer applies.
If Service Type 2 is set to Certain Categories, select Add on the Service Type 2 Categories card.
Select the billing time service type categories for the service types of that you want to check against for overlapping client flags when you enter or update a time with clients log transaction and click Save.

Step Results: The categories appear on the Service Type 2 Categories card. Select the minus sign next to it or select the category in the list and click Remove if the category no longer applies.