TimeSimplicity Setup with Scheduling Management

Accredited SwipeClock partners can now perform the basic configuration of TimeSimplicity using Scheduling Management in TimeWorksPlus.
 

Scheduling Management is found under the Settings Menu in TimeWorksPlus
Scheduling Management is found under the Settings Menu in TimeWorksPlus and is used to setup the core scheduling functionality as well as the "late/early" rules used by the time card.
 
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.

Why Don't I See "Scheduling Management"?

Only partners accredited in TimeSimplicity can use Scheduling Management. Please contact your Channel Development Manager for further information on accreditation. Once you have been accredited, SwipeClock will create the shell TimeSimplicity accounts for you and you can using Scheduling Management to complete the setup.

Pre-Implementation Checklist

Remember that almost all employee and organizational data in TimeSimplicity originates in TimeWorksPlus. For that reason, these "best practices" are strongly recommended before implementation.

1- Define Your Field Mapping

TimeSimplicity's value comes from using Workgroups and Codes to automate the scheduling process. In some cases, this can be as simple as using Departments in TimeWorksPlus to define Workgroups in TimeSimplicity and Title in TimeWorksPlus to assign Positions in TimeSimplicity, but before you create a TimeSimplicity account for your client, it is best to hammer out that mapping. Enlisting the help of SwipeClock's Professional Services department on the first few implementations can help educate you on this process.
 
It's also helpful to determine if you client will need any of the following special features:
  • Certifications
  • Minor Rules
  • Workgroup Specific Position Codes

Why is this Important?

When you complete the Scheduling Management process, the integration will define many of the organizational structures in TimeSimplicity. It's much easier to have these structures correct right off the bat, rather than hashing out the process after the fact.

2- Check your Departments, Titles, Locations, etc.

Check that all your TimeWorksPlus Employee Setup data uses consistent terms for any fields you will be using in TimeSimplicity. In other words, make sure the values for Department, Title, Location, etc. are all spelled and displayed consistently.
 
For example, if your client has an "Operations" department, it should always appear as "Operations", not as "Operations" for some employees and "Ops" for others.

Employee Setup data in TWP, sorted by Department.
Ensuring your values like Dept, Location, and Title are all consistent is critical for a successful integration with TS
TIP: To quickly identify variations in your values, go to Employee Setup and sort your columns alphabetically by the clicking the column headers. If you have any variations, they will be more easily recognized.
 
These values should also be no more than 20 characters long.

Why is this Important?

TimeSimplicity relies on Workgroups and Position Codes to automate the scheduling process and that data is derived from Employee Setup in TimeWorksPlus. If the values in TimeWorksPlus are inconsistent, you'll end up with data that needs to be cleaned up in TimeSimplicity. It's much easier to pass the data cleanly the first time.
 
For more information on how TimeSimplicity uses this data from TimeWorksPlus, check out the article Workgroups and Position Codes.

3- Check Employee Codes, Start Dates and Duplicates

Once again, in Employee Setup of TimeWorksPlus, you should check that every active employee in TimeWorksPlus has an Employee Code and ensure it's unique.
 
They should also have start dates as well. Terminated employees, employees with no start dates and employees with future start dates will not be exported to TimeSimplicity.

Every employee in TWP must have a unique Employee Code prior to using Scheduling Management
 
It is equally important that you remove/deactivate any duplicate employees in TimeWorksPlus. This will also complicate scheduling in TimeSimplicity.

Why is this Important?

TimeSimplicity uses the Employee Code in TimeWorksPlus as its Employee ID. Without it, the integration will not pass the employee into TimeSimplicity.
 
Also, if there are two versions of the same employee in TimeWorksPlus, there will also be two versions of the employee in TimeSimplicity. This can cause confusion for those creating schedules and possibly cause problems for employees trying to view their schedule.

4- No Manager Logins More than 20 Characters

Due to character limits in TimeSimplicity, Managers and Supervisors in TimeWorksPlus should have logins of 20 characters or less*. This can be checked in Login Maintenance of TimeWorksPlus.
 

Login Maintenance, in the Maintenance Menu of TWP, is where you can check the length of logins
If the login is longer than 20, it is suggested that the login be changed because TimeSimplicity will cut off any characters beyond 20.

If you click a manager's login, you can change their login on their config page
*TimeWorksPlus now enforces a 20 character limit on manager logins, but in case any logins were created prior to this change, you will want to check Login Maintenance.

Why is this Important?

TimeSimplicity imposes some character limits on various fields, including a 20 character limit on Employee IDs. Unlike employees, when managers and supervisors are sent from TimeWorksPlus to TimeSimplicity, their login becomes their Employee ID and is subject to that character limit.

When managers are integrated to TimeSimplicity, their TWP login
becomes their TS ID
 
Since it's rare for employees to have an Employee Code longer than 20 characters, this TimeSimplicity ID limit is rarely a problem for employees, just managers and supervisors.
 

5- Set DEFAULT Employee Notification Rules

This final pre-implementation step actually takes place in TimeSimplicity and defines the rules governing employee notification preferences.
  1. From TimeWorksPlus, select Scheduling from the menu and Launch TimeSimplicity. (You should be logged in with your TWP Accountant level credentials for this step.)
  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.

Why is this Important?

As mentioned earlier, taking this step will save a great deal of time after you integrate TimeWorksPlus and TimeSimplicity. Here's why: when you finish the Scheduling Management configuration, all active employees will be sent from TimeWorksPlus to TimeSimplicity and assigned the DEFAULT Employee Portal rules -- including whatever was set for Notifications. But in the case of the Notifications (i.e. Schedule Published, Schedule Changed, Preference Decision, etc.), those rules can't be retroactively changed. So if you want to change the Notification rules after employees have been synced to TimeSimplicity, you won't be able to do it through the Employee Portal Rule;  you would instead need to change the notification settings for each employee one-by-one.

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.

Scheduling Management Implementation

Before Scheduling Management is visible in the Settings Menu, you will need to enable Advanced Scheduling in the 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.
 
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 granularity in these rules and more detailed explanations, please see the article Enabling Integrated Scheduling.

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