Time Card Alerts

For clients integrated with TimeSimplicity, Time Card Alerts are indicators that appear on the time card when an employee's punch deviates from their schedule. A manager can hover their mouse cursor over these alerts and see details about the deviation and also run a report that summarizes the alerts. The parameters for these alerts are defined in Scheduling Management.

Time Card alerts display schedule deviations on the time card

If your client is not using TimeSimplicity, but instead using TimeWorksPlus's Basic Scheduling, please see Schedule Alerts.

UPDATE (December, 2018)
This article was formerly titled Enabling Integrated Scheduling, but now alerts are defined on the Scheduling Management page in TimeWorksPlus. You will still see Integrated Scheduling in the Processing Rules, but if you click it, you will be taken to the Scheduling Management page.

Also, it is no longer necessary to turn on the IntegratedScheduling rule as part of the TWP/TS integration process; it will be enabled automatically.

The Integrated Scheduling Rule is still
found in the Processing Rules

Configuring Time Card Alerts

  1. From the Settings Menu, select Processing Rules.
  2. Click Scheduling Management.

    "Scheduling Management" is where Time Card Alerts are set
  3. Scroll down to the Time Card Alerts section.
  4. Define the thresholds for late and early punches. (An explanation of each threshold can be found in the following section).
  5. For every employee you want tracked with the alerts, enable Enforce Schedule in Employee Setup. This can be done employee-by-employee or, in bulk, by using the Work With Selected option within the Employee Setup Options menu. Employees set to Do not enforce will be exempt from the alerts.

"Enforce Schedule" must be set for the alerts to appear on the time card

Alert Explanations

These exceptions create alerts on the time card based on deviations from the employee's schedule. They only apply to employees with Enforce Schedule set in Employee Setup. 

The Time Card Alerts section in Scheduling Management
Each of these alerts will be raised if the deviation, in minutes, is greater than the threshold:
  • EARLY IN appears for early clock ins.
  • LATE IN appears for late clock ins. 
  • EARLY OUT appears if the employee clocks out before their scheduled shift end time.
  • LATE OUT appears if the employee clocks out later than their scheduled shift end time.
  • ABSENT will show if the employee has no punches on the time card for their scheduled shift. This alert will not appear until the day after the shift. Also, if the day has an hours entry, like sick or vacation, the employee will still be marked as absent unless their schedule is removed in TimeSimplicity.
  • NOT SCHEDULED is if the employee recorded a punch on a day where they weren't scheduled.
  • MISSING LUNCH will be raised if the employee was scheduled to have a lunch and did not clock out for lunch.
  • EARLY LUNCH and LATE LUNCH track deviations based on the lunch duration, (not times) designated on their schedule. This deviation does not take into account the Lunch Start, just whether the length of any break deviated from the Lunch Duration, and it only works in situations where employees clock out for one break per day.
    Setting the lunch duration in
    TimeSimplicity Schedule
    As an example, if the scheduled lunch was 30 minutes and the client wants to know if the employee took less than 25 minutes, you would set the "Early" to 5 (30 - 5 = 25). If the employer wants to know if took more than 35 minutes for their lunch, you would set the "Late" to 5 (30 + 5 = 35). (NOTE: This is not related to Lunch Lockout, which is set in Clock Management.) 

Deviation Report

Managers can run a report summarizing deviations (with the exception of "Absences") for their employees. This report is found through the click path Scheduling ⇒ Deviation Report.

The Schedule Deviation report is accessed through the Scheduling menu

You can run the report for a pay period by choosing a date within that pay period, or for a date range. This report will not only include the schedule deviations (with the exception of absences), but also any additional time card alerts, like scripted alerts or the Hours Alert.

An example of the Deviation Report


Integration_Activation.pdf Integration_Activation.pdf

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