TimeWorksPlus Knowledge Base

Employee Setup - TWP

Last Updated: Mar 13, 2017 04:06PM MDT
Employee Setup is the area of timekeeping where a record or file is created for a employees. The data housed here can included start dates, departments, locations, pay rates, etc.

This article will highlight some tools and notes that should be kept in mind when using Employee Setup.

Employee Export

When viewing the Employee Setup list view (all employees as opposed to one individual employee's record) there is an option to export the list as a .csv file for use in Excel or other spreadsheet programs. 

Locate the down arrow icon on the right side of the page, just above the column headers and click it. A pop up will give you an option to export the entire list of employees as either a .csv or .pdf file. The .csv can be opened in Excel if you are looking to create a spreadsheet.

Although the system paginates the employee list, the export will include all employees visible through the current filter. 

If you have applied a filter to the employee list or included Inactive Employees in the list, the export will honor that filter setting.
 

Employee Codes with Leading Zeros

One thing to keep in mind when opening the employee export in Excel is that it will drop leading zeros from the Employee Codes. Since certain payroll systems may start Employee IDs with a zero, this can create problems since the exported .csv will not include the zeros. The "0"s are included in our export file, but Excel, by default, converts anything it thinks is a number to a number. You can get around this by using the Get External Data tool in Excel and setting the Employee Code column to import as text instead of general

Inactive Employees

If an employee is no longer with the company, the client would simply deactivate the employee record by entering an end date in to the employee set up and removing the login ID and password. By following this procedure, the employee records will be stored for historic purposes. The employee will be moved to the inactive employee list which can be accessed by going to the Employee Setup. It is also recommended you delete their login/card number.

If an employee has a Start Date in the future, they will also be set as an Inactive employee until that date is reached.

In order to view Inactive employees, from the list view in Employee Setup, select Click to show the employee list filter and select All employees (including inactive) from the radio button list.

Effective Dates

Keep in mind that the bottom section of Employee Setup for an individual employee (the Employee Data section) has the ability to track historical information through Effective Dates. These dates are a great tool for preserving/changing any rules, policies, and groupings that are based on the data in this section. However, it can occasionally cause confusion since the dates of future and past values are not automatically displayed.

To view the historical Employee Data information, click the Expand History button to the right of the Employee Data section header. This will display all past and future changes to the data.

After displaying the History, you can also edit the historical information by clicking the Edit button. This will allow you to delete entries as well as add a new entry with a new effective date. 

Adding information with a new effective date does not clear out any future entries that may be shown in the Expand History feature.
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