TimeSimplicity Setup with Scheduling Management

Accredited SwipeClock partners can now perform the basic configuration of TimeSimplicity using Scheduling Management. Scheduling Management is found under the Settings Menu in TimeWorksPlus and is used to setup the integration between the two systems as well as the "late/early" rules used by the time card alerts.

IMPORTANT: Not all functionality of TimeSimplicity can be implemented with Scheduling Management. Once you have completed the steps covered in this article, further configuration continues within TimeSimplicity.
 

Scheduling Management is found under the Settings Menu in TimeWorksPlus

VIDEO: Integrating TS with Scheduling Management

In addition to the instructions contained in this article, you can also watch this video explaining the process.

1- Enabling Advanced Scheduling

Scheduling Management is not a default setting for an account; it needs to be enabled by turning on Advanced Scheduling.

TimeSimplicity Accredited partners can enable Advanced Scheduling through the Account Configuration tab of Client Configuration. Please contact your Channel Development Manager for further information on accreditation, or read the article titled TimeSimplicity Accreditation.

Advanced Scheduling in Account Configuration

The click path for Advanced Scheduling is Settings Menu ⇒ Client Configuration ⇒ Account Configuration. However, before turning on Advanced Scheduling:
  • Make sure you turn off the Basic Scheduling rule if your client was using that feature.
  • Be aware Advanced Scheduling changes your billing rate for the account. Contact your Channel Development Manager for more information on billing.

2- Pre-Implementation Data Check

Remember that almost all employee and organizational data in TimeSimplicity originates in TimeWorksPlus. For that reason, before you ever start implementing a TimeSimplicity, you should read through the article Data Sync - TWP to TimeSimplicity. In it, you will learn some best practices and details about how the data is exchanged between the two systems.

If you do not follow the steps in that article, you risk complicating the implementation process for your client.

3- Setting the DEFAULT Employee Notification Rules

Before you configure the integration with Scheduling Management, you need to set the default employee notification settings in TimeSimplicity. Here's why: when you save the settings on the Scheduling Management page, all active employees will be sent from TimeWorksPlus to TimeSimplicity and they will be assigned the DEFAULT Employee Portal rules -- which includes the notifications. You can always change the notification settings, but the changes won't be retroactively applied to existing employees. This means if you want to change the notification rules after employees have been synced to TimeSimplicity, you can't do it through the Employee Portal Rule; you would instead need to change the notification settings for each employee one-by-one. Since that process is rather tedious, it is recommended to set the Default Notification rule prior to syncing employees to TimeSimplicity.

If you need to change employee notifications, you can do so employee-by-employee, as shown here, but it is easier to create a default rule that is applied to all employees when they are added to TimeSimplicity.

Accessing Employee Notifications in TimeSimplicity

After enabling Advanced Scheduling, you can, access the empty TimeSimplicity account and configure the Employee Notifications. To do so, you need to be logged in with Accountant level credentials.
  1. From TimeWorksPlus, select Scheduling from the menu and Launch TimeSimplicity
  2. Select Company Rules ⇒ Employee Portal Features from the dropdown menus in TimeSimplicity.

    Defining the default notifications is done
    in the Employee Portal Features of TS
  3. There should be one rule set listed, labeled "DEFAULT". Click the rule and choose the Notifications tab. Edit the settings according to your client's desired employee portal needs.

    Company Default Employee Notifications should be set prior to running Scheduling Management
There are three tabs of settings on the Employee Portal rules, and you can certainly take this opportunity to configure the rest of the rules, but the settings that are customized most often are the Drop Shift Rules and the Employee Notification Settings.

4- Configuring the Integration with Scheduling Management

As mentioned earlier, before you can use Scheduling Management, you will need to enable Advanced Scheduling in the Account Configuration tab of Client Configuration. If you don't see that option on your client's site, then you likely don't have permission to use Scheduling Management and you should contact your Channel Development Manager for further assistance.

There are three sections found within the Scheduling Management page of TimeWorksPlus: General Settings, Features and Time Card Alerts. This article provides an explanation on each section.

General Settings

The General Settings is where your TimeWorksPlus to TimeSimplicity mapping is configured. This will create the necessary Workgroups and Position Codes in TimeSimplicity as well as other organization codes.
 
After you map the fields and click save, the integration will query Employee Setup, pass the values for each mapped field into TimeSimplicity and then assign those values to the employees.
 

The first step in Scheduling Management is to map your employee data fields
 
The following TimeWorksPlus fields can be mapped to any of the following TimeSimplicity fields.
  • Title
  • Employee Type
  • Department
  • Location
  • Supervisor
  • Home 1-3
 
  • Workgroups can are often mapped to Department, but you can use the dropdown to select from any of the above listed fields. You can also create Workgroups based on two fields. For example, you can choose both Department and Location so that separate Departmental Workgroups are created for each location.
  • Position is often tied to the Title field and designates the primary job that an employee performs.
  • Shift is often tied to Employee Type and is often used to identify employees as Full Time or Part Time.
  • Do you need additional fields to schedule by? This is optional as most clients only need to schedule by Position. However, if the client would like to add an additional Schedule Level, like Location, you can select Yes and pick that and other fields using the dropdown. More on Schedule Levels can be found in the article Schedule Levels in TimeSimplicity.
  • Assign Employee Codes as Home? Employees can have multiple Position and Schedule Level codes, but they can only have one Home Code. For example, if an employee worked as both a "Cashier" and "Stocker", but primarily worked as a "Stocker", you would designate "Stocker" as the Home Code. When you set this option to "YES", any change made to the employee data in TimeWorksPlus will be sent to TimeSimplicity as the Home code; and the original code will be demoted to a Secondary code. This setting does not apply to Workgroups. They will always be imported as Home Workgroups regardless of this setting.

Features

There are three optional TimeSimplicity features that can be enabled at the time of configuration. Turning on these settings only enables the feature; further configuration will be required in TimeSimplicity.
 

These optional items can be enabled in Scheduling Management, but
further configuration in TimeSimplicity is required
  • Certifications are often used in accounts where an employee is required to have a current certification to work certain jobs, like C.P.R. or a Commercial Driver's License. More info on using Certifications can be found in the article Certification Setup.
  • Rules for minors allows a client to set additional Compliance Rules specifically for employees of a certain age.
  • Workgroup position codes is used when a Position is restricted to certain Workgroups. More on this feature can be found in the article Workgroup Associated Codes.

Time Card Alerts

These exceptions create alerts on the time card based on deviations from the employee's schedule. They work in conjunction with the Enforce Schedule field in Employee Setup. Employees with Enforce Schedule set to Do not enforce will be exempt from these exceptions.

Time Card Alerts on the Scheduling Management page
The alerts are pretty self-explanatory, but only the LATE IN will trigger a push notification to a manager that an employee is late.

For more detail on these rules, please see the article Time Card Alerts.

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