Employee Groups can assist with organizing the timekeeping account for easy selection and/or to correspond with the client's company organization. For example, a call center can set up groups for each of the shifts, or for employees under each team leader, etc.
These groups can be used for configuring supervisor login filters and filtering reports. To set up an Employee Group:
- Select a client from your Client List
- Click the "Maintenance Menu" link in the side bar and then "Employee Groups"
- A list of created groups will appear and you can edit a group by clicking on its name OR click "Add New Group" to create a new one
- Name your group using the "Name of this group" field
- Configure "Who can see this group?" can be set to Everyone (all logins can view this group) or Just me (only my login can see this group); the Just me setting is very useful for configuring groups for the specific users purposes without "disrupting" other user's views within the system.
- Configure "Who is in this group?" allows for setting the employees in this specific group. Many options are available for filtering employees into an Employee Group. They include:
- All active employees: only currently active employees, those without a separation date that precedes the current date.
- All employees (including inactive): Both terminated and current employees
- Specific employees: Specific Employees will provide check boxes next to all employees names for selection to be included into the group.
- Select by criteria: allows for the group to have filter criteria activated to include employees into the group.
Select by Criteria - Simple and AdvancedSimple
When using the Select by criteria option when creating a group, members of the group are determined by information in Employee Setup. This can make the groups dynamic, or smart, by moving employees in and out of the group automatically if their Employee Setup information changes.
Oftentimes, a simple determinant can be used for this process where one attribute is checked and all employees that have that attribute are added to the group. For example First Name starts with "B".
Advanced criteria can be selected to add levels of multiple criteria for filtering employees using and and or statements.
First, it is imperative to understand that using and means an employee must meet both attributes to be included in the group. If or is used, the employee could have either one or the other attributes.
You have a choice of capital AND/OR, and lowercase and/or. Each works exactly the same except when both are combined. The lowercase one tells the system which comparisons to consider TOGETHER, as a group.
Example: Location=4 AND Department=1 or Department=2 or Department=3
This means the Location must equal 4 for the employee to be included in the group and the Department needs to be either 1, 2, or 3; or a combination of 1,2,3. Using a lowercase "or" between the department choices ensures that the department choices are evaluated together as a group before considering Location=4. Someone must be in Location 4 regardless of their department in order to be included.
By contrast, consider the following variation using the uppercase OR.
Example: Location=4 and Department=1 OR Department=2 OR Department=3
Here, the and is lowercase and considered first. So the for membership in the group, an employee needs to be at Location 4 as well as in Department 1, however employees in Department 2 or 3 will also be included, regardless of which location the belong to. Location=4 and Department=1 are considered together; the comparisons for Department=2 and Department=3 are completely separate. Someone in departments 2 or 3 will be included regardless of their location, but Department 1 employees will only be included if their location is 4.